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This Privacy Statement applies to all activities of UNIC and provides the most relevant information by target group.
UNIC handles personal data with care and acts within the limits of the General Data Protection Regulation (GDPR).
UNIC processes personal data. In this Privacy Statement, we provide information about the purposes for which personal data are processed, how you can exercise your privacy rights and other information that could be important to you.
As UNIC is not its own legal entity, Erasmus University Rotterdam (EUR), as coordinator, is responsible for personal data. For the data storage and procession, we are dependent on the options provided by the ten partner universities. [At the bottom of this page, you will also find the privacy statements for each of the ten UNIC partners for further consultation.]
Whenever UNIC processes your personal data, it does so with a lawful basis for processing. A lawful basis for processing is the grounds for processing personal data. UNIC primarily processes your personal data to perform its public tasks in the field of the provision of academic education and research. UNIC processes your personal data for the following purposes:
• to contact you if necessary, to provide information on the course, training or event you wish to attend by one of our partners;
• to inform you about changes to the course, training or event you wish to attend and to inform you about upcoming events;
• the registration on the UNIC Virtual Campus and the creation of an account; • job shadowing, or other staff mobility offers;
• for survey purposes;
• UNIC also processes personal data if we are legally obliged to do so
However, UNIC may also process your personal data:
• to comply with a statutory obligation;
• with your consent.
Sensitive personal data are data that are special in nature. For example, these can be data that reveal your race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership or sexual orientation. The term sensitive personal data also includes data about your health, genetic data or biometric data through which you can be identified (e.g. a fingerprint). UNIC does not process sensitive data.
Such personal data as may be necessary for the implementation of UNIC will be shared between the ten participating universities as and when the necessity arises. This personal data shall be limited to what is necessary and proportionate for the purposes described above.
These are our ten partner universities:
As our partner Koc University is located outside of the European Union, we have signed SCC's (Standard Contractual Clauses) with Koc University to ensure they follow GDPR.
On UNIC’s instructions, third parties may provide certain parts of the services for the implementation of an agreement. We reach agreements with these organisations to ensure that personal data are treated with care and in confidence. These agreements are contractually recorded in data processing and other agreements. If parties are based outside the European Economic Area (EEA), additional and appropriate safeguards will be put in place.
Your personal data are not transferred or sold to third parties.
UNIC does not keep personal data for longer than is necessary to achieve the purpose of processing. UNIC has defined a retention period for each type of processing. If this retention period can be extended, the terms under which it may be extended are also specified. In some cases, EUR (the coordinator of UNIC) is subject to a statutory duty of retention. The retention periods based on the Public Records Act are specified in the Basic Selection Document for Academic Education (Basisselectiedocument Wetenschappelijk Onderwijs). If you choose to exercise any of your rights (see below ‘Your rights and exercising these rights’), this may affect the retention period observed for your personal data.
UNIC produces or collects images at UNIC events, for example our conferences. This is done in the following situations:
Images commissioned by UNIC
In staged situations in which imagery is produced, those portrayed will be asked for their express, specific written permission. If the situation is not staged, written consent will not be requested. However, the photographer or camera crew can be told that images must not be taken.
It may be possible to recognise individuals in these images. This means that UNIC will be processing personal data for the purposes of:
The images may be collected by a photographer or camera crew, or by other people present. In certain circumstances, e.g. large public events, it will be difficult to obtain the consent of everyone likely to be photographed. Where appropriate, UNIC will rely on public interest as the legal basis for processing such images. Images are shared with photographers, camera crews, and/or third parties who incorporate the visual material in publications or other communications on UNIC’s behalf. Visual material may also be shared with a UNIC cooperative arrangement or for journalistic purposes.
Images are removed from UNIC archives and its websites five years after the end of the project, unless a different retention period is observed if written permission and/or information is provided prior to an event. UNIC may also decide that certain images should be retained for archival purposes to give a historical portrayal of the time so that new generations can be shown how UNIC has changed over the years.
Collecting and processing images
At UNIC, people may be asked to provide images of themselves to UNIC for various purposes. It may be possible to recognise individuals in these images. This means that UNIC will be processing personal data for the purposes of:
The footage will be collected through receiving e-mails or uploading the footage. UNIC collects this footage either on the basis of its legitimate interest or on the basis of consent. Images are not shared with third parties, unless express permission has been given.
Images will be removed from the UNIC cloud storage services or from other software five years after the end of the project, unless a different retention period is observed when written permission is granted.
The information recorded on our website is solely non-personalised data on the pages visited. Any information that may be collected on our site through e-mail is not shared with other organisations for commercial purposes.
The UNIC website contains links to other websites that are not controlled by UNIC. If you follow these links, UNIC cannot accept any responsibility for the way in which these parties handle personal data.
As a data subject, you have various rights under the GDPR. Click here to exercise your rights.
Response deadline
If you invoke a right, you will be asked to identify yourself. The relevant privacy team from one of the universities will handle your query or matters concerning exercising of your rights within 30 days. We may extend our decision-making period by a further two months if we need this time to address your question.
Right to withdraw consent
If processing carried out by or on behalf of UNIC is based on solely you giving your consent, you are entitled to seek to withdraw your consent at any time.
Right of access
You are entitled to know whether your personal data are being processed. If your data are processed, you are entitled to have access to these data.
Right to rectify and supplement data
You are entitled to change or rectify any inaccurate personal data processed by EUR that concern you. You are also entitled to enter or complete missing data, depending on the purposes of the processing.
Right to restriction of processing
You have the right to restrict the processing of your personal data under the following circumstances:
if you dispute the accuracy of the data, in which case we will stop the processing of your data until we have verified its accuracy;
if the processing is unlawful and you do not want us to delete your personal data;
if, based on your right to object, you have objected to the processing of your personal data and are awaiting the outcome of your objection.
Right to object
If UNIC has a legitimate interest in processing your personal data (see above in the section entitled ‘On what grounds is the processing of your personal data based?’), you have the right to object to the processing for reasons relating to your own specific situation. We will stop processing your personal data unless we can demonstrate a compelling legitimate interest to continue this processing, one that takes precedence over your interests, rights and freedoms, or unless we need the data to establish, exercise or defend a legal claim.
If you exercise your right to object, UNIC will weigh your interests against the interests of UNIC or relevant third parties and a decision regarding your objection will be taken.
Right to be forgotten
In some cases, you have the right to be forgotten, i.e. the right to erasure. This means that we have to delete personal data from our administration and systems. You have the right to be forgotten in the following cases:
your personal data are no longer required for the purposes for which they were collected;
if the processing was based on consent and you withdraw your consent, and we have no other basis for processing the data;
if the personal data were processed unlawfully;
if the retention period has expired.
You are not entitled to have your personal data deleted if UNIC or one of our ten partner universities has a legal obligation to process your data, or if the data are necessary to establish, exercise or defend a legal claim.
Right to data portability
To the extent that UNIC processes your data (using a computerised method) based on your consent or to implement an agreement that we have entered with you, you have the right to receive the data you have given us in a structured, commonly used and machine-readable format. You can also ask us to transfer the data directly to a third party.
Right to lodge a complaint
You are always entitled to lodge a complaint with your national data protection authority. However, if you have any problems, questions or comments regarding the processing of your data by UNIC, please contact the relevant Data Protection Officer at your university first.
If you have a query about this privacy statement or you want to know more about how UNIC handles personal data, or if you have a complaint, please contact: info@unic.eu.
This privacy statement will be revised from time to time to ensure that it remains up to date. In the event of major changes, you will be notified.
As of 17-12-2024.
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