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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.]
All processing of personal data has to be based on Article 6 of the GDPR. EUR processes personal data on the basis of the following principles:
Consent
In some cases, we will process your personal data on the basis of your consent. Consent must be freely given, it must be informed and specific to the processing purpose. In addition, you have to (unambiguously) approve the processing by actively taking action. This may consist of ticking a check box, submitting a web form or a documented verbal acceptance. You can always withdraw your consent. Processing prior to withdrawal of consent is lawful. Examples of the processing that UNIC does based on consent include:
The sending of information about UNIC to interested parties through the newsletter
Because it is necessary for the implementation of an agreement
UNIC processes personal data if it is necessary for the implementation of the Partnership Agreement, the Grant Agreement and other agreements made by the ten partner universities on behalf of UNIC. The processing of personal data is part of the conditions accepted by the other party. Examples of the processing that UNIC does based on the implementation of an agreement include:
Adding employees of the ten universities to the UNIC Teams group
Sharing information about participant data with the European Commission
Public task
UNIC may process personal data based on its general interest given that it is a university entrusted with the public tasks of carrying out scientific research and providing higher education. These processes for the benefit of public tasks are derived from the specific legislation for this purpose but can also be mentioned, for instance, in policy documents issued by a relevant ministry. An example of the processing that UNIC does based on general interest is:
Communicating with UNIC students about educational offers
Communicating with UNIC staff about professional opportunities
Images taken during UNIC events
Sharing identifying and contact information about speakers/ researchers participating in engagement and research activities.
Legitimate interest
If UNIC processes personal data on the basis of a legitimate interest, the (privacy) interests of the data subjects are always weighed against the (legitimate) interests of UNIC. This means that the processing must be proportionate and subsidiary and must have no impact or as little negative impact as possible on data subjects. Examples of the processing that UNIC does based on legitimate interest include:
Maintaining contact with alumni
All personal data necessary for the implementation of UNIC is shared freely between the ten universities.
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 keeps your data for the duration of the project plus five years (the time specified by the European Commission in which an audit can take place). 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:
disclosing the images to those present; and/or
informing interested parties about EUR activities and/or to give them promotional material.
The images may be collected by a photographer or camera crew, or by other people present. If no express, specific, written consent is requested, UNIC will collect the images on the basis of its legitimate interest. 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, its websites and social media five years after they are collected, 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:
to inform interested parties about UNIC activities and/or to give them promotional material;
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 collection, 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.
UNIC uses Mailchimp as its newsletter provider. If you would like to subscribe to the newsletter, we will require an e-mail address as well as information that allow us to verify that you are the owner of the e-mail address provided, and consent to receiving the newsletter.
Mailchimp is headquartered in the United States: Intuit Mailchimp, 405 N Angier Ave. NE Atlanta, GA 30308 USA.
Mailchimp is GDPR compliant, and their Data Processing Addendum (DPA) has been drafted to enable transfer of European personal data to Mailchimp in the United States and to permit Mailchimp to lawfully process that data. More about this policy can be viewed here.
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 your giving your consent, you are entitled to withdraw your consent to the processing of your data at any time. Processing of your personal data prior to withdrawal of consent is lawful.
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.
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