Management of courses leading to the award of a university certificate

Context

The University of Namur organises training courses leading, where appropriate, to the award of a university certificate. For the purposes of managing, implementing and promoting these courses, the Université de Namur processes the data of persons who register for the courses and of external trainers at the Université de Namur.

Categories of data and purpose of use

The University of Namur may use the following categories of data for the purposes of training management, in accordance with the terms and conditions and the specific nature of the training:

  • Registration data [category grouping the following type of data: date of registration, purpose of registration, etc.].
  • General identification data [this category includes the following types of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number, etc.].
  • Identifiers allocated by UNamur [category grouping the following types of data: student number, internal registration number, eID for access to internal resources, access card identifiers, student card number, etc.].
  • Personal characteristic data [category grouping the following types 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 licence, etc.].
  • 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, the award of a grant by the University or another body, etc.].
  • Professional data [category grouping the following types of data: data relating to the profession or professional activities, the function in an entity outside the University, professional affiliations, etc.].
  • Data relating to the position held (student, unemployed, working, etc.) in the context of the application of any preferential tariffs
  • Data relating to the student's academic record [category grouping the following types of data: data relating to the student's academic record, annual programme - teaching units taken - grades, credits, honours, diplomas obtained, country of issue of diploma(s), jury opinions, disciplinary decisions and appeals, end-of-study work, placements completed, etc.].
  • Data relating to teaching and learning activities [this category includes the following types of data: data relating to the organisation of work groups, training activities, examinations, course evaluations, tests offered as part of help to succeed, work carried out, etc.].
  • Professional data [category grouping the following types of data: data relating to the profession or professional activities, the function in an entity outside the University, professional affiliations, etc.].
  • Banking and financial data on individuals [category including the following types of data: bank account number, IBAN code, VAT details, etc.].
  • Payment data [category grouping the following types of data: data relating to a transaction, amount, date of payment, debtor, creditor, purpose of the transaction, etc.].
  • Data relating to IT resources [category covering the following types of data: data relating to user accounts, electronic communications, use of applications and software, use of storage tools in the IT resources made available, etc.].
  • Data linked to the taking of sounds, photographs or videos [category covering the following types of data excluding video surveillance images and identity photos: recordings, metadata associated with recordings, etc. ]

 

This data is used for :

  • Training management
  • Registration management (covering management of the online registration process, management of the registration gauge, production of a list of participants by name, production of invoices for registration fees).
  • Managing the organisation of training activities (this may include audio or video recordings if justified by health conditions or pedagogical considerations) and communication with participants during training (information, premises, timetables, changes, etc.).
  • Granting, managing and securing access to IT and documentary resources (registration of participants on a platform (Moodle, WebCampus [Link to WebCampus charter], etc.), access to libraries [Link to library notice], etc.).
  • Managing the issue of certificates and attestations
  • Managing any disputes
  • Production of training statistics
  • Managing and assessing the quality of training courses, infrastructures and services offered to participants
  • Promoting the courses offered by the University of Namur

Bases for the lawfulness of data processing

The management of training courses. The University of Namur is entrusted with public interest missions in terms of services to the community and it is on this basis (article 6, (1), e of the GDPR) that it processes the data of participants and trainers for the purposes of training management.

Management of disputes. The Université de Namur has a legitimate interest in being able to manage its litigation and, where applicable, assert rights in a pre-litigation or litigation context (article 6, (1), f of the GDPR).

To produce statistics relating to training courses. The University of Namur has a legitimate interest in being able to acquire better knowledge of its training activities and the needs linked to the organisation thereof (article 6, (1), f of the GDPR).

The management and evaluation of the quality of courses, infrastructures and services offered to participants. The University of Namur also has an obligation to implement a quality approach as part of its mission, which may involve the use of data relating to training courses for the purposes of self-evaluation and external evaluation (article 6, (1), e of the GDPR). 

When the University of Namur uses data to compile the mailing list for the request to take part in a survey, it does so on the basis of a legitimate interest, which is to be able to contact people who can give useful feedback in view of the purpose of the survey, bearing in mind that these people are former participants/trainers in training courses organised by the University and that they can indicate at any time that they no longer wish to be contacted again in the future to take part in this type of survey (article 6, (1), f of the GDPR).

When the University de Namur processes and analyses the responses given, it does so on the basis of a legitimate interest, which is to be able to assess the suitability of its training courses in relation to the needs of the public, as part of a continuous quality approach to its training offer (article 6, (1), f of the GDPR).

Promotion of training courses. The University of Namur considers that it has a legitimate interest in being able to promote its activities to people who have registered for courses offered by the University, in the knowledge that these people may at any time object without giving any reason to the sending of other subsequent communications concerning the courses on offer (article 6, (1), f of the GDPR).

Categories of data subjects

  • Persons whose data is processed for the purposes of managing the certification courses offered by the University of Namur
  • Participants in a certification course and applicants for these courses
  • Past participants
  • Trainers from outside the University of Namur

Data sources

The data processed is provided by participants/trainers or generated when using university resources.

Certain data may be provided by the participant's/trainer's employer or an organisation with which he/she is affiliated, particularly if registration is carried out by a member of this organisation and not directly by the participant.

If a training programme is co-organised with another institution, data relating to the student may also be communicated by the partner institution.

Data recipients

The data is only accessible to the staff of the faculty, research centre or institute involved in the organisation of the course and to the trainers, insofar as this is necessary for the performance of their duties. For the purposes of accounting or IT management, the data may be accessed and processed within other University departments by University of Namur staff duly authorised to access and/or process it. Furthermore, participants' data may be communicated to other participants as part of and for the purposes of the activities offered during the course.

The Université de Namur uses external IT service providers for occasional support and hosting services who may therefore be required to process participant or trainer data, but only for the purposes of providing the agreed services and on the instructions of the Université de Namur. If the Université de Namur also offers access to licensed Microsoft Office 365 products, this implies services and hosting of user data by Microsoft.

Data may also be transmitted to third parties (other higher education establishments or institutions in the case of co-organisation of training programmes) insofar as this is necessary to achieve the purposes of the processing. The data contained in the accounts may also be accessed by external auditors (auditors, etc.).  Data attesting to the participation of a registered person in a training course may be forwarded to his/her employer/public authority when the latter is responsible for paying for the training.

Processing characteristics

The data is kept for the time required for the training and the issue of attestations/certificates. This period is defined taking into account the need to be able to re-issue a certificate on request once the training has been completed.

In addition, the retention periods depend on organisational considerations (for the management of access rights to resources, the sending of requests for surveys or training offers), security considerations (the detection and remediation of computer incidents) and legal considerations (the period during which the Université de Namur may be held accountable or until the end of any legal proceedings). Insofar as the payment of enrolment fees is included in the accounts of the Université de Namur, this data is kept for the legal retention period.

Rights of the data subjects

The rights of data subjects are described on the https://www.unamur.be/en/privacy page. In particular, they have the right to withdraw their consent if the processing is carried out on this basis, and the right to object to the use of their data for the purposes of canvassing communications. The first contact person for this purpose is the programme manager.