Information relating to the processing of data for the purposes of carrying out a company travel plan

Context and purpose of data uses

In the context of achieving its objectives for sustainable development, the University of Namur intends to set up a Corporate Mobility Plan (CMP). In a phase prior to the definition and adoption of concrete measures, the University of Namur carries out an analysis of the needs of its staff members in terms of travel, while considering the characteristics linked to the structure of employment. of its personnel as well as relevant geographical parameters for evaluating the transport offer.

This analysis has two parts: a survey of staff members and a mobility analysis, based on non-identifying data on staff members.

The data collected via the survey questionnaire and those used to carry out the mobility analysis do not include the identity of the people, which is why it is indicated that the survey is carried out under cover of anonymity. respondents. However, the combination of the data collected does not allow the data to be considered "anonymous" within the meaning of the General Data Protection Regulation (GDPR) because it would be theoretically possible that the answers given allow, subject to additional cross-checking, to identify the respondent. It is for this reason that the University of Namur applies the GDPR to all uses of the data carried out in this analysis phase. However, the University of Namur undertakes not to attempt to identify the people who take part in the survey by cross-checking the responses with other data and to only keep aggregated data when the analysis is complete.

Categories of personal data processed and purposes of use

For the purposes of this analysis phase, in addition to the institutional email addresses to communicate about the survey, the University of Namur processes data falling under the following categories:

-          Data relating to lifestyle [category grouping together the following type of data:

-          data relating to means of transport, travel habits, etc.] Data relating to employment [category grouping together the following type of data: status [academic, scientific, ATG], occupation rate, etc.]

-          Data relating to the organization of work [category grouping together the following type of data: place of work, telework, schedule, etc.]

-          Metadata related to completed questionnaires [dates and times of completion, completion rate, questionnaire identifier...]

This data is used to

-          Assess business travel needs

-          Manage the implementation of a Corporate Mobility Plan (CMP).

Data processing lawfulness basis

The activity is carried out based on a legitimate interest of the University (Article 6, 1, f) of the GDPR). This legitimate interest consists in being able to develop a better knowledge of the habits of use of the modes of transport of the members of its personnel in the context of the implementation of the policy of the University in terms of mobility of its personnel. (CMP).

Categories of data subjects

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

-          Staff

-          FNRS researchers

-          Permanent representatives of the FNRS

-          Emeritus & honorary professors

Data sources

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

-          The person him or herself during the survey.

-          The data is included in one or more databases of the University of Namur (this concerns addresses without the house number, gender, working time, hours, type of contract, number and type of transport subscriptions or cards car park).

Data recipients

The data is processed only by the people who within the University are responsible for carrying out the survey and analysis. For the technical implementation of the survey and data analysis, the University of Namur uses an external service provider established in Belgium who acts on its behalf and on its instructions. The University has obtained contractual guarantees from this service provider, particularly regarding data security and confidentiality.

Rights of data subjects

The persons concerned by data processing have rights which are described on the page www.unamur.be/privacy. The point of contact for the exercise of these rights is UNamur, with Karen Rosier, UNamur data protection officer (). Any request or question relating to the CMP can be addressed to Simon Hauser ().