Privacy Statement – Ghent University Alumni Day
This privacy statement tells you how your personal data are processed through the Ghent University Alumni Day website.
The Alumni day website consists of a varied program with over 100 activities. Alumni can create an account on this website, with the main purpose to create a personal agenda for the Alumni Day. In addition, some activities from the program will include a separate registration form.
Ghent University processes personal data of Ghent University alumni who register and create an account on this website (https://alumnidag.ugent.be).
- Which personal data are processed?
"Personal data" means any information about an identified or identifiable natural person.
1.1 On registration
When you register for an activity, an account is created on this website. You can also create an account (to create a personal calendar) without specifically registering for an activity.
When registering and signing up for an activity, the following personal information is requested:
- Name and first name
- Graduation year
- Faculty (where you graduated from)
- E-mail address
Infinitum is the alumni platform of Ghent University. When you register for an activity and create an account on the Alumnidag website, these personal data are included or updated in Infinitum (https://infinitum.ugent.be).
Ghent University does not further process any special categories of personal data ("sensitive data") of alumni revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, nor does it process genetic data, biometric data for the purpose of uniquely identifying a person, or data concerning health, or data relating to a person's sexual behavior or sexual orientation.
- Purpose and legal basis of processing your personal data
The personal data are processed by us with the utmost attention and care with a view to organizing the Alumni Day, and to realizing a Ghent University alumni policy.
The processing of personal data within this website is based on your consent, within Infinitum the personal data are processed in the context of the legitimate interest of the University, namely the management of its alumni.
If you wish to cancel your account, you may do so at any time by contacting us at email@example.com.
- Who has access to your personal data?
For the website management system of the Alumni Day
The Ghent University employees in charge of organizing the Alumni Day have access to your personal data on a strict need-to-know basis. This access applies only for the purposes related to the organization of the Alumni Day (event registration).
For alumni platform Infinitum
The staff of the Central Alumni Office and Internationalization Department of Ghent University have access to your personal data on a strict need-to-know basis. This access applies only for the purposes stated in Infinitum's privacy statement (https://infinitum.ugent.be/page/privacy-statement).
The administrators of the decentralized alumni associations and international chapters also have access to personal data, and only to the personal data of those alumni, who are assigned to the alumni association of the program/faculty on the basis of their obtained degree or who are assigned to an international chapter/alumni abroad on the basis of their nationality or place of residence. These decentralized alumni associations are actual associations and NPOs which operate outside Ghent University and act as separate controllers for the processing of personal data within the decentralized alumni association.
Ghent University ensures that your data are not passed on to third parties, except for the purposes listed below:
- When you have given your prior consent or when the access, use, retention or disclosure of your personal data is reasonably necessary (e.g., to comply with applicable regulations, to detect technical or security problems, to protect the rights, property or safety of Ghent University, etc.);
- For the organization of searches by Ghent University that take place in the legitimate interest of the University, whereby you as an alumnus are contacted to evaluate, for example, the operation of Ghent University and the quality of education.
- How long will your personal data be processed?
Personal data will be stored in the Alumni Day website management system until 14 days after the Alumni Day (March 26, 2023), and transferred to Ghent University alumni platform Infinitum (https://infinitum.ugent.be) after the Alumni Day.
The processing of personal data will cease at the time you invoke your right to object to all processing.
Permission to transfer data into alumni platform Infinitum after the Alumni Day can be revoked at any time by contacting us at firstname.lastname@example.org. You can also delete your account on Infinitum or have it deleted.
- Security of your personal data
Information security is a prerequisite for the protection of personal data. Therefore, Ghent University, in consultation with website manager Debugged BV, with registered office at Drapstraat 29a, 9810 Nazareth, BE0472.964.377, takes appropriate technical and organizational measures to guarantee the confidentiality of personal data and to secure them against any form of loss or unlawful processing.
This is reflected in the modular information security policy in place at Ghent University. This policy is based on the internationally recognized information security standard ISO/IEC 27001 and includes policies, guidelines and procedures (e.g. practical guidelines for working safely with IT resources). The policy is supplemented and updated on a regular basis. Moreover, based on risk analyses, controls and audits are performed on selected applications or processing operations. Finally, the policy is supplemented by an information security plan, which is established every three years.
- What rights do you have in connection with the processing of your personal data?
A. You have the right to access your personal data, which means you can ask us to provide information about the personal data we hold about you. You can also request a copy of your personal data. Please note that you must specify the processing activities for which you want access to your personal data
B. You have the right to request that we correct your personal data if you can demonstrate that the personal data we process about you is inaccurate, incomplete or out of date.
C. If we have requested and obtained your consent to collect and use your personal data, you always have the right to withdraw this previously given consent. This withdrawal does not affect the lawfulness of the processing of personal data already processed pursuant to this consent.
D. You may ask us to delete your personal data if you have successfully exercised your right to withdraw your consent or your right to object to the processing of your personal data. If any of these circumstances apply, we will delete your personal data immediately, unless legal obligations or administrative or judicial orders prohibit us from deleting your personal data.
E. You may ask us to restrict the processing of your personal data in the following circumstances:
- while we review your request to correct your personal data;
- while we are assessing your objection to the processing of your personal data;
- if such processing was unlawful, but you prefer restriction to erasure;
- if we no longer need your personal data, but you need it for the establishment, exercise or defense of legal claims.
F. If we process your personal data for the purposes of our own legitimate interests or in the public interest, you have the right to object to our processing of your personal data. If our interest relates to direct marketing, we will comply with your request immediately. For other interests, for example our security interests, we will ask you to describe the specific circumstances giving rise to the request. In this case, we will weigh your circumstances against our interests. If this consideration results in your circumstances outweighing our interests, your personal data will not be further processed.
To exercise your rights, please contact the Ghent University Central Alumni Office at email@example.com or the Data Protection Officer at firstname.lastname@example.org. If your request proves to be justified, we will inform you no later than 30 days after receipt of your request.
If you repeatedly make the same request and cause obvious inconvenience, we may refuse these successive requests or charge you an administration fee. We may also deny you the right to access your personal data or grant you only partial access if such access could disproportionately harm the rights and freedoms of others, including those of Ghent University.
If you have a complaint about the processing of your personal data, you may contact the Data Protection Officer at email@example.com. If you are not satisfied with the response, you may file a complaint with the Belgian Data Protection Authority (https://www.gegevensbeschermingsautoriteit.be/burger/acties/klacht-indienen) and/or the Flemish Supervisory Commission (https://overheid.vlaanderen.be/klachtenprocedure-vtc).
- Who is responsible for processing data, and how can you contact us?
This processing activity is carried out by the central alumni office, Department of Communication and Marketing, Ghent University.
Ghent University acts as the processing controller. For questions about the processing of your personal data, comments or suggestions, please contact the central alumni operation by emailing firstname.lastname@example.org.
- Changes to Privacy Statement
This privacy statement may be modified to remain in compliance with applicable regulations.