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The use of IT resources, in particular but not exclusively networks such as the Internet, is a necessity for everyone at the University of Namur. For pedagogical, scientific and administrative reasons, each and every one of us, staff members and students alike, makes use of the facilities that IT resources provide. The University of Namur intends to allow all its members access to these facilities as part of the needs linked to the functions they occupy, and thus expresses the trust it places in them.

Context The University of Namur has a Student Social Unit. This unit intervenes at the student's request, and its mission is to accompany, support and intervene, among other things, financially. Categories of personal data processed and purposes of use For the purposes of managing student financial aid, the University of Namur processes data in the following categories:General identification data [category grouping the following type of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number ...]Identifiers allocated by UNamur [category grouping the following type of data: student number, internal matriculation number, eID for access to internal resources, access card identifiers, student card number ...]Data relating to the student's school and academic background [category grouping the following type of data: data relating to the student's academic career, annual program - teaching units taken - grades, credits, honors, diplomas obtained, country of issue of diploma(s), jury opinions, disciplinary decisions and appeals, final work, internships completed...]Data relating to family situation [category grouping the following type of data: marital status, data relating to parents, guardians and spouses, household composition, children ...]Social data [category grouping the following type of data: data relating to the receipt of a study allowance from the Wallonia-Brussels Federation, social assistance from a CPAS, family allowances, alimony payments and the income/resources of parents, guardians and spouses, the granting of a scholarship by the University or another entity ...]Financial data related to a study enrolment for students and doctoral students [category grouping the following type of data: data relating to the payment of tuition fees, the granting of a scholarship, Annex 32 and proof of guarantor income (for non-EU students who cannot be financed) ...]Data relating to loans granted to students [category grouping the following type of data: dates, duration and purpose of the loan, data relating to loan repayment terms ...]Banking and financial data of individuals [category grouping the following type of data: bank account number, IBAN code ...]Payment data [category grouping the following type of data: data relating to a transaction, amount, date of payment, debtor, creditor, purpose of transaction ...]These data are used for:Follow-up on requests for information received from students on aid they may be eligible for from the University of Namur and/or other bodiesTake the necessary steps to examine the merits of requests for aid submitted to the University of Namur (in view of the student's financial and family situation as well as his/her academic data), ensure follow-up, analyze existing alternatives where appropriate, and ensure that the decision taken is implementedManaging loans granted to students, including recovery of unpaid amountsAdministrative, accounting and financial management related to the granting of aid in its various forms (reduction of tuition fees, granting of a non-refundable allowance, student loans)Providing information in the event of legally prescribed budgetary controlsIssuing certificates to students concerning decisions relating to their aid applicationsProducing statistics designed to gain a better understanding of the activity and needs of students and the Cellule. Basis of lawfulness of data processing As part of the University's mission to provide assistance to students, for the management of requests for financial assistance made by students under the Décret Paysage (article 105) and the law of August 3, 1960 granting social benefits to universities and assimilated establishments: the processing activity is carried out because it is necessary to perform a mission of public interest as defined above (article 6, 1, e) of the RGPD).As part of the examination of loan applications and, where applicable, the performance of the loan contract: the activity is necessary for the performance of a contract with the person whose data is processed or to perform measures taken with a view to concluding a contract at that person's request (Article 6, 1, b) of the GDPR). Categories of data subjects The categories of persons whose data are processed for the purposes of the activity are as follows:Registered studentsFamily members and/or persons informed of the student's household composition Data sources The data included in the processing activity comes from the following source(s):The person himself provided itThe data is generated by an activity of the personThe data is included in a database of the UniversityThe data is provided by a third party or comes from a database of third parties Data recipients Data is processed solely by University staff and departments for the purposes of carrying out the activity. The internal recipients of the data mainly belong to the following category:The staff of the University's administrative servicesDepending on the type of request made to the Student Social Unit and in consultation with the student, the data may be sent to the following external bodies or authorities:La Direction des allocations et prêts d'études de la Fédération Wallonie-Bruxelles (in the event of follow-up of the request, complaint concerning the decision, possible revision)The C.P.A.S. (in case of "support" of a request for intervention, granting of an intervention by the CPAS)Any organization, service, authority or person with whom the student requests that the Cellule sociale des étudiants collaborateIn addition, data may be communicated, to the extent necessary:To the authorities empowered to carry out budgetary control of the University of Namur.To third parties involved in legal or administrative proceedings in the event of a dispute (recovery of a student loan, student fraud...). Characteristics of processing The retention period is determined according to the need to retain the data for operational purposes based on the purpose for which it is used. Data strictly related to the mission of the Cellule sociale des étudiants is kept for the duration of the student's enrolment at the University and for a period of 10 years from the end of the academic year in which the last financial intervention was granted to the student, in order to enable justification in the event of budgetary inspection and fraud management. Data communicated in the context of requests for information not followed by intervention by the Cellule sociale des étudiants are deleted at the end of the academic year. Data subjects rights The persons concerned by data processing have rights which are described on the www.unamur.be/en/privacy-policy page. Any requests or questions relating to the files handled by this Cellule can be addressed to sse@unamur.be.

Context As part of and for the purposes of supporting students with special needs, the University of Namur processes the data of students and persons who draw up an attestation concerning special needs or who intervene in the support of the students concerned. Categories of personal data processed and purposes of use For the purposes of managing support for students with special needs, the University of Namur processes data falling into the following categories:General identification data [category grouping the following type of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number ...]Identifiers allocated by UNamur [category grouping the following type of data: student number, internal matricule number, eID for access to internal resources, access card identifiers, student card number ...]Personal characteristic data [category grouping the following type of data: date of birth, gender, place of birth, marital status and nationality, residence status in Belgium, mother tongue, languages spoken, possession of a driving license ...]Data relating to the student's educational and academic background [category grouping the following type of data: data relating to the student's academic career, annual program - teaching units taken - grades, credits, honors, diplomas obtained, country of issue of diploma(s), jury opinions, disciplinary decisions and appeals, final year work, internships completed...]Data relating to students' specific needs [category grouping the following type of data: data relating to specific needs to the support file, support plan, accommodations granted ...]Professional data [category grouping the following type of data: data relating to profession or professional activities, position in an entity outside the University, professional affiliations...]These data are used to:Manage the receipt of support requests from students with special needsManage the validation of the conditions required to benefit from accommodationManage the establishment of an individualized support plan, its adaptations and renewalsManage the implementation of reasonable accommodation measures (including the provision of equipment)Manage the support of students with special needs in the event of mobility (Erasmus programs...)Conduct surveys on the operation of accommodationsEvaluate support needs, notably by conducting statistical analysesInvite students with special needs to take part in activities or workshops set up by the University Basis for lawfulness of data processing The data processing activity is carried out insofar as it is necessary to perform a task of public interest related to education (Article 6, 1, e) of the RGPD). Processing of special categories of data In pursuit of the aforementioned purposes, the University of Namur is also required to process data relating to health. These data essentially concern difficulties linked to a state of health that justify accommodations for the benefit of the student concerned (type of disorder, time of onset, medical attestations...).The processing of data falling into this particular category is justified by the fact that it is necessary for important public interest reasons (article 9, 2, g). As mentioned above, support for students with special needs is the subject of a decree dated January 30, 2014 on inclusive education for students with disabilities. Categories of data subjects The categories of persons whose data are processed for the purposes of the activity are as follows:Registered studentsFormer studentsFamily members or persons informed of the data subjectThe University also retains third-party attestations drawn up to certify the specific needs of the students concerned in which the data of the persons who drew them up are mentioned. Data sources The data included in the processing activity comes from the following source(s):The person him/herself provided it once the application file is introduced by the studentThe data is generated by an activity of the person within the University, to take into account accommodations in teaching activities and testsThe data is provided by a third party or comes from a third party databaseThe data can indeed be provided by third parties involved in the accompaniment (for example, AVIQ) or by another higher education institution with which the application for specific status has been filed, or with which the student is registered (as part of an Erasmus program, for example). Data recipients Data are processed only by University individuals and departments for the purposes of carrying out the activity. Internal recipients of data mainly belong to the following categories:Staff of the University's administrative servicesStaff of faculties and departmentsExternal recipients of data belong to the following categories:Education partners insofar as the file for acceptance of special needs student status is communicated to other institutions with which the student concerned registers, at the request of the student concerned.Public Service entities insofar as, in the context of support, data exchanges are likely to take place with third-party organizations involved (AVIQ ...). Characteristics of processing The retention period is determined according to the need to retain the data for operational purposes depending on the purpose of its use. The file must be kept for the entire period during which the student pursues his or her program of study at the University of Namur, and must be able to be transferred to another institution at which the student concerned is pursuing his or her studies if the file was originally compiled at the University of Namur. Data subjects rights The persons concerned by data processing have rights which are described on the www.unamur.be/en/privacy-policy page. Any requests or questions relating to the files handled by this department can be addressed to sandrine.vieillevoye@unamur.be.

Context The University of Namur regularly organizes institutional, academic and scientific events, where appropriate through its faculties, centers and research institutes. In this context, the University is required to use personal data of participants and speakers for the management of the promotion, organization and evaluation of the event. Categories of personal data processed and purposes of use For the purposes of managing the events it organizes, the University of Namur processes data in the following categories:General identification data [category grouping the following type of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number ...]Professional data [category grouping the following type of data: data relating to profession or professional activities, position in an entity outside the University, professional affiliations...]Affiliation data [category grouping the following type of data: data relating to affiliation with charitable or voluntary organizations, student circles, clubs, associations, unions, organizations, groupings ..]Data relating to professional experience and skills [category grouping the following type of data: CV, language skills, previous experience, references ...]Registration data [category grouping the following type of data: registration date, purpose of registration ...] Expense reimbursement data [date and purpose of expenses, receipts ...]Data relating to participation in an activity [category grouping the following type of data: attendance, purpose of activity ...]Data relating to the retention of evidence of authorization or consent [category grouping the following type of data: dates of authorization, purpose ...]Data relating to a certificate of attendance or participation [category grouping the following type of data: dates of authorization, purpose ...]Data relating to the taking of sound, photographs or videos [category grouping the following type of data excluding video surveillance images and passport photo: recordings, metadata associated with recordings ... ]Payment data [category grouping the following type of data: data relating to a transaction, amount, date of payment, debtor, creditor, purpose of transaction ...]Banking and financial data of natural persons [category grouping the following type of data: bank account number, IBAN code, VAT details ...] These data are used to:Manage information on the description and running of the eventManage event registrations Manage the participation of speakers (speakers, moderators ...)Manage invoicing and payments related to event participation Manage any out-of-pocket expenses Manage communication concerning participants and presentation materialsManage physical access to the event (including parking)Manage remote computer access to the event Manage the issue of participation certificates Manage promotion of the event. Basis of lawfulness of data processing Where the contract is concluded with the data subject: the activity is necessary for the performance of a contract with the person whose data is processed or for the performance of measures taken for the conclusion of a contract at the request of that person (Article 6, 1, b) of the RGPD)Where the contract is concluded with a legal entity: the activity is carried out on the basis of a legitimate interest of the University (Article 6, 1, f) of the RGPD). This legitimate interest consists in enabling the performance of a contract concluded with a person other than the person whose data is processedIn addition:Contact data may be reused to send communications concerning other events organized by the University of Namur. This is in the legitimate interest of the University to be able to promote activities organized at the UniversityImages taken during the event may be published in the University newsletter, on the University website, or on a University social network account. Depending on the type of images and their context, the basis for this use is the legitimate interest of the University of Namur in being able to inform the public about the activities it organizes as part of its teaching, research and community service missions, or the consent of the persons concerned. Participant data is in some cases shared with a partner associated with the event for the purposes of fulfilling part of the contractual obligations (for example, when a purchase of work is subscribed to at the same time as registration for an activity). Categories of data subjects The categories of people whose data are processed for the purposes of the activity are as follows:Members of a mailing listParticipants in an eventExternal stakeholders linked to teaching and training (for example, members of a research institute, another higher education institution...)OratorsPrize or award winners Data sources The data included in the processing activity comes from the following source(s):The person himself provided itThe data is generated by an activity of the person Data recipients Data are processed solely by University individuals and departments for the purposes of carrying out the activity. Internal data recipients mainly belong to the following category:Staff of the University's administrative servicesStaff of faculties and departmentsStaff of institutes and research centersStaff of IT support servicesExternal data recipients belong to the following categories:External contractors involved or whose services are requested in the organization of the eventOther participants (in case of submission of participant lists) Characteristics of processing The retention period is determined according to the following criterion(s):The need to retain data for operational requirements of the event organization.Contact data included in mailing lists are deleted from the list when the data subject objects to the processing or withdraws a consent given for such processing.When information or images are published on social networks in the context of promoting UNamur's activities, such data may be transferred outside the territory of the European Economic Area.This transfer takes place under cover of the following grounds or guarantees:The transfer takes place to an organization that undertakes to implement measures that comply with the requirements of the European Commission to ensure an adequate level of protection (these guarantees and mechanisms are described in their own data protection policy accessible on their websites).When publication is carried out on the basis of the consent of the data subject, the circumstance of the fact that this publication involves a transfer of data outside the European Economic Area is the subject of a request for consent as well. Data subjects rights The rights of data subjects are described on www.unamur.be/en/privacy-policy. In particular, they have the right to withdraw their consent if processing takes place on this basis, and the right to object to the use of data for prospecting communications. The first contact person for this purpose is the event organizer.

Context The University of Namur organizes "job days" or "career days" where students or former students meet with companies or organizations looking to recruit employees. In this context, the University is required to collect and process data from students likely to be interested or who register for the event. Categories of personal data processed and purposes of use General identification data [category grouping the following type of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number ...]Student and doctoral student study enrollment data [category grouping the following type of data: data at the study cycle of registration ...]Data relating to professional experience and skills [category grouping the following type of data: CV, language skills, previous experience, references ...]Registration data [category grouping the following type of data: date of event registration, purpose of registration ...] Data relating to the preservation of proof of authorization or consent [category grouping the following type of data: dates of authorization, purpose ...]Data relating to the taking of sounds, photographs or videos [category grouping the following type of data excluding video surveillance images and ID photo: recordings, metadata associated with recordings ...]. ] This data is used to:Manage information on the description and progress of the eventManage registration for the eventManage the creation and communication to participating companies of a portfolio of student CVsManage access to the eventManage promotion of the event Basis of lawfulness of data processing The activity is necessary for the performance of a contract with the person whose data is processed or for the performance of measures taken with a view to the conclusion of a contract at that person's request (Article 6, 1, b) of the GDPR).In addition:Images taken at the event may be published in the University's newsletter, on the University's website, or on a University social network account. Depending on the type of images and their context, the basis for this use is the legitimate interest of the University of Namur in being able to inform the public about the activities it organizes as part of its teaching, research and community service missions, or the consent of the persons concerned.Students' CVs are included in the CV portfolio made available to participating companies on the basis of the person's consent specifically collected for the processing of his or her data (Article 6, 1, a) of the RGPD). Categories of data subjects The persons whose data are processed for the purposes of the activity are registered students. Data sources The data included in the processing activity comes from the following source(s):The person himself provided itThe data is generated by an activity of the person Data recipients Data are processed solely by University individuals and departments for the purposes of carrying out the activity. Internal data recipients mainly belong to the following category:Faculty and department staff (for registration management)External data recipients belong to the following categories:Companies participating in job days or career days with regard to data included in the CV portfolio. Characteristics of processing The retention period is determined according to the following criterion(s):The need to retain data for operational purposes according to the purpose of its use.The University of Namur deletes CVs within 3 months of their transmission to participating companies.When information or images are published on social networks in the context of promoting the activities of the University of Namur, this data may be transferred outside the territory of the European Economic Area.This transfer takes place under cover of the following grounds or guarantees:The transfer takes place to an organization that undertakes to implement measures that comply with the requirements of the European Commission to ensure an adequate level of protection (these guarantees and mechanisms are described in their own data protection policy accessible on their websites).When publication is carried out on the basis of the consent of the data subject, the circumstance that this publication involves a transfer of data outside the European Economic Area is the subject of a request for consent as well. Data subjects rights The rights of data subjects are described on www.unamur.be/en/privacy-policy. In particular, they have the right to withdraw their consent if processing takes place on this basis. The first point of contact for this purpose is the event organizer.

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