Context

The University of Namur offers members of the university community and external users the possibility to access sports activities through an access card and a subscription system. This involves the processing of personal data relating to subscriptions and registration for sports activities. Most activities are accessible upon presentation of the access card. Some activities (such as tennis and volleyball) require prior registration via a dedicated application (NOVA SPORT).

Categories of personal data processed and purposes of use

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

  • General identification data [category including the following types of data: surname, first name, postal address, email addresses, copy of identity card, identity photograph, telephone number, …]
  • Identifiers assigned by UNamur [category including the following types of data: student number, internal registration number, eID for access to internal resources, access card identifiers, student card number, …]
  • Personal characteristics data [category including the following types of data: date of birth, gender, place of birth, civil status and nationality, residence status in Belgium, mother tongue, spoken languages, possession of a driving licence, …]
  • Data relating to participation in an activity [category including the following types of data: attendance, nature of the activity, …]
  • Billing and payment data [category including the following types of data: transaction‑related data, amount, payment date, debtor, creditor, purpose of the transaction, …]
  • Data relating to membership of a group [category including the following types of data: student, staff member, external participant, …]
  • Data relating to the subscription period [category including the following types of data: start date, duration, …]

These data are used to:

  • Manage sports activity subscriptions
  • Manage registrations for specific activities

Basis of lawfulness for data processing

The activity is necessary for the performance of a contract with the data subject or for the implementation of pre‑contractual measures taken at the request of that person (Article 6(1)(b) GDPR).

Categories of data subjects

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

  • External beneficiaries of university resources
  • Staff members
  • Enrolled students
  • Non‑enrolled students at UNamur

Data sources

The data included in this processing activity come from the following sources:

  • Data generated by an activity of the person
  • Data retrieved from a University database

Recipients of the data

The data are processed solely by individuals and services of the University as required for the performance of the activity. The internal recipients principally belong to the following categories:

  • Administrative staff of the University
  • IT support staff

External recipients belong to the following categories:

  • Public authorities
  • Accounting and financial bodies
  • External service providers acting on behalf of and under the instructions of the University
  • Sports activity supervisors (access card verification)

Characteristics of the processing

Data relating to the sports subscription are retained until the expiry of the subscription.

Data relating to the use of the NOVA SPORT digital platform are retained for up to 3 years after use of the platform.

Data contained in the accounting system are retained for the legally required period.

Rights of data subjects

Data subjects have rights described on the page https://unamur.be/en/privacy-policy

For any other request, the first point of contact is: secretariat.vecu@unamur.be