Information notice on managing collaboration with student groups (circles, regional groups and project-based student residences)

The University of Namur has student groups on its campus (clubs, regional groups, project groups) with which it interacts in various contexts related to the activities of these groups. In this context, it processes the personal data of the leaders and representatives of these groups. It collects this data from the student groups and processes it during contacts and interactions with the student groups.  

For the purposes of this activity, the University of Namur processes data falling into the following categories: 

• General identification data [category including the following types of data: surname, first name, postal address, email addresses, copy of identity card, identity photograph, telephone number, etc.]
• Data relating to membership of a student group [category including the following types of data: position, group concerned, year, etc.]
• Data generated during interactions with members of student groups 

This data is used to: 

• Manage contacts with student group leaders and members
• Manage administrative aspects related to student groups
• Manage the coordination of activities organised by student groups on campus or on the premises of the University of Namur
• Manage the use of University of Namur resources by student groups
• Manage the participation of members of collectives in working groups organized within the University
• Maintain an archive of former group leaders with a view to preserving collective memory and promoting the role of student engagement in the university experience. 

The activity is carried out on the basis of the University's legitimate interests (Article 6(1)(f) of the GDPR). These legitimate interests consist of:  

• Being able ensure effective interaction with active student groups on campus (clubs, regional groups, project groups), particularly in terms of coordinating activities, administrative management, and use of university resources.
• Being able to maintain an archive of the leaders of these groups in its information assets to ensure institutional traceability and continuity in relations with student stakeholders 

The categories of persons whose data are processed for the purposes of the activity are as follows: 

• Members of student groups 

The data included in the processing activity comes from the following source(s): 

• The data is provided by the groups concerned
• The data is generated by an activity of the person 

The data is processed solely by individuals and departments within the University for the purposes of carrying out the activity. The internal recipients of the data mainly belong to the following categories: 

• University administrative staff 

External recipients of data belong to the following categories: 

• In certain contexts, a banking institution (for the confirmation of proxy data) 

The retention period is determined based on the following criteria: 

• the need to retain data for operational purposes depending on the purpose of its use.  

Contact details (surname, first name, telephone number and institutional email address, position and relevant group) are used during the academic year and are then retained for one year. The stored data is then archived, except for the phone number, which is deleted.  

The retention of other data depends on the context in which it is used. 

Data subjects have rights which are described on the page https://www.unamur.be/en/privacy-policy. For any other requests, the first point of contact is secretariat.vecu@unamur.be.