Administrative management of research contracts

Context

The University of Namur, through its research administration (ADRE), centralises the administrative management of research contracts, which involves collecting, sharing and storing the personal data of those involved in negotiating the contract as well as those involved in or responsible for the research project. These projects may involve students.

Categories of personal data processed and purposes of use

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

  •  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.].
  • 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.].
  • Data relating to the job [category grouping the following type of data: employer, job title, grade, status [academic, scientific, ATG], branch within the status, employee status, type of employment contract, length of validity of the contract, working arrangements, occupancy rate, appointment decisions, previous duties, 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 internal and external mandates [category grouping the following types of data: data relating to mandates in the various bodies of the University, in other institutions, applications for mandates, etc.].
  • Data relating to professional experience and skills [category grouping the following types of data: CV, language skills, previous experience, references ...]
  • Data relating to the reimbursement of expenses [date and purpose of expenses, receipts, etc.].

 

This data is used for :

  •  Managing the collection of data required to negotiate and conclude the research contract
  • Manage the signing, storage and archiving of research contracts

Basis of lawfulness of data processing

The processing activity is carried out because it is necessary to perform a task in the public interest related to research (Article 6, 1, e) of the GDPR). The Decret Paysage of 2013 includes among the University's missions that of participating in individual or collective research, innovation or creative activities, and thus ensuring the development, conservation and transmission of knowledge and cultural, artistic and scientific heritage. The conclusion of research contracts is necessary to fulfil this mission.

Categories of data subjects

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

  • Members of staff
  • Former members of staff
  • FNRS researchers
  • Candidates for a position or function
  • Registered students
  • External research players
  • Members of partner associations or organisations
  • Donors and sponsors
  • Staff of an external service provider

Data sources

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

  • They were supplied by the person themselves
  • The data is generated by an activity carried out by the individual
  • The data is stored in a University database

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 categories:

  •  University administrative staff
  • Faculty and department staff
  • Institute and research centre staff
  • Members of University bodies (Rector, Board of Governors, Rector's Council, General Assembly, etc.)
  • Human resources department staff

 

External data recipients fall into the following categories:

  • Financial backers
  • Public Service entities
  • External service providers
  • Accounting and financial bodies
  • External auditors
  • Teaching partners
  • Research contract partners
  • Research centres and laboratories

Processing characteristics

The shelf life is determined by taking into account :

  • the need to retain data for operational purposes depending on the purpose for which it is used.
  • the need to retain data for evidential purposes in order to defend oneself in court until the expiry of a limitation period.

In the context of its processing activities, the University of Namur may transfer personal data outside the territory of the European Economic Area, namely to Great Britain in the context of sub-contractor contracts or to funders located outside the territory of the EEA.

These transfers take place, depending on the case, under the cover of the following reasons or guarantees:

  • The transfer takes place to one or more of the countries recognised by the European Commission as offering an adequate level of protection
  • The transfer is necessary for the performance of a contract between the data subject and the University or for the implementation of pre-contractual measures taken at the request of the data subject.

Rights of the data subjects

The rights of data subjects are described on the https://www.unamur.be/en/privacy page. To exercise these rights, data subjects should contact (contrats.adre@unamur.be) or the Data Protection Officer (dpo@unamur.be).