MANAGEMENT OF RESEARCH PROJECT SET-UP

Context

The research administration the University of Namur (ADRE) offers, via its Funding team, support in the development of a research project (project set-up, administrative support, search for funding) or a public procurement tender for a research project. In the context of this activity, the University processes the personal data of the various parties involved.

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 family situation [category grouping the following types of data: marital status, data relating to parents, guardians and spouses, household composition, children, etc.].
  • Professor's academic data [category grouping the following types of data: data relating to course allocations, teaching duties, duties as promoter or member of a thesis jury, etc.].
  • Data relating to professional experience and skills [category grouping the following types of data: CV, language skills, previous experience, references ...]
  • Professional data [category grouping the following types of data: data relating to the profession or professional activities, position in an entity outside the University, professional affiliations, etc.].
  • Data relating to the student's academic career [this category includes the following types of data: data relating to the student's academic career, annual programme - teaching units taken - grades, credits, honours, diplomas obtained, country of issue of diploma(s), jury opinions, disciplinary decisions and appeals, final year work, work placements, 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.].
  • Identifiers allocated by the public authorities [category grouping the following types of data: NISS, passport number, identity/residence card number, national register number or national register bis number, driving licence number, number plate...].
  • Data relating to the exploitation of research [this category includes the following types of data: data relating to research contracts, publications by members of the academic community, prizes and awards, participation in competitions, services to the community, 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.].

 

This data is used for :

  • Managing the preparation of research project dossiers in accordance with the rules imposed by funding bodies
  • Managing the selection of research projects
  • Managing the formation of research project selection committees
  • Manage the search for external evaluators for research projects
  • Managing the search for sources of funding for research projects
  • Drawing up activity reports requested by funding bodies

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. Assistance in setting up projects is necessary to achieve this mission.

Processing of special categories of data

In pursuit of the aforementioned purposes, the University of Namur also processes data in the following special categories of data:

  • Physical health data
  • Data appearing on a certificate issued by a health professional (maternity, recognition of a disability, health certificate)

The processing of data falling into this particular category is justified by the fact that it is necessary for the purposes of fulfilling the obligations and exercising the rights specific to the University of Namur or to the data subject in terms of employment law, social security and social protection (Article 9, 2, b) of the GDPR).

Data is only processed insofar as it is necessary to submit a complete file to the financial backer.

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
  • External research players
  • Members of partner associations or organisations
  • FNRS researchers
  • Candidates for a position or function
  • Family members or persons known to the person concerned
  • Doctoral students
  • External consultants
  • Subcontractors
  • Members of a jury

Data sources

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

  • They were supplied by the person themselves

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
  • Human resources department staff
  • Members of University bodies (Rector, Board of Governors, Rector's Council, General Assembly, etc.)

 

External data recipients fall into the following categories:

  • Financial backers (including entities mandated to monitor the use of research funding or subsidies)

Where required by the funding provider for the purposes of verifying the use of funds, supporting data relating to the subsidised activities is communicated to them. This may include data relating to beneciaries in these activities. In all other cases, the reporting data is rendered anonymous (aggregated statistics) before being communicated to the funding bodies.

  • External auditors
  • Teaching partners
  • External service providers
  • Public Service entities
  • Research partners
  • Research centres and laboratories
  • Consultants, in particular as part of project development assignments entrusted by the University

Processing characteristics

The retention period is determined by taking into account the need to retain the data for operational purposes in accordance with the purpose for which it is used, in particular the time limits imposed by funding bodies to allow audits to be carried out.

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 (secretariat.adre@unamur.be) or the Data Protection Officer (dpo@unamur.be).