Data of candidate students
We use the data provided to us by candidate students in order to tailor info sessions to their needs as well as possible. Furthermore, it allows us to keep candidate students informed of the info sessions that suit their interests. Third parties may be contracted by UCLL to aid us in carrying this out correctly.
The data of candidate students are not kept any longer than necessary.
Student data
We use student data to be able to perform our educational mandate effectively, especially in guiding students in their studies; maintaining a student and examination administration; granting special privileges and facilities; organising international exchanges and student facilities.
Student data are furthermore used for research to optimise student support, guidance, flow and evaluation throughout the programme.
Student data are exchanged with the government with a view to university college funding and rules on study progress monitoring (learning account) and administrative burden relief (for instance recognition as a nurse) as set out by decree.
We also share personal data of students with their traineeship provider in the framework of the traineeship (evaluation).
Third parties may be selected by UCLL to help us carry out our educational mandate. A processor agreement will be established with these parties to ensure personal data are dealt with diligently.
External exchange with other persons or organisations on an individual basis is only possible in the following cases:
- the student has given prior consent;
- a court order has been issued;
- the student has not paid.
Student data are kept for as long as the law requires. Study results are not erased. In case of a loss of documents by a former student, this will allow UCLL to issue another certificate.
Student data are never kept longer than necessary for carrying out above objectives and than is required by law.
Data of participants in lifelong learning programmes
The personal data of participants in lifelong learning programmes are used to allow the registration and the training itself to take place correctly. These data are kept until the end of the programme or for as long as the applicable law requires.
Programme participants may be approached again through the university college newsletter if they have given their consent for this. Participants will always have the option to unsubscribe.
Data required for certification are, in principle, never erased. This allows UCLL to issue a new certificate if the document is lost by a former participant.
Supplier and customer data
Supplier and customer data are managed by administrative services with the purpose of keeping a correct administration.
The name and address data of webshop customers are processed to allow us to make the delivery. This data may also be passed on to selected third parties to that same end. Customer data obtained through webshops may be kept with a view to direct marketing. Customers may unsubscribe from this at any moment.
This personal data is kept for as long as the law requires or for as long as the data are needed for the purposes listed above.
Alumni data
Alumni data are processed in the context of research, job vacancies and newsletters. These data are kept until consent is withdrawn.
Based on the legitimate interest of UCLL, alumni may be contacted by email after graduation in the context of a survey on the programme they took and the match with the professional area. The objective of these surveys is to improve the quality of training. Alumni may opt out of these surveys.
Data of contacts with the professional area
Data of contacts with the professional area are predominantly used in an educational context, for instance in that of traineeships, programme quality or research.
These data are kept for as long as necessary for these purposes.
Staff data
The university college maintains an administrative personnel file to meet its legal requirements regarding the employment contract (payment of salaries, legal declarations regarding payroll taxes and social security).
We process staff data with a view to providing appropriate performance coaching and reviews.
Staff data are stored in accordance with statutory record keeping periods so that former staff members can be paid a correct retirement fee.
Data on the users of our (IT) infrastructure
Electronic identification data are processed to be able to manage and secure effectively our IT infrastructure. Camera footage is used to ensure the safety of our facilities. We keep these data for as long as is necessary for these purposes and do so in keeping with legal requirements.
Research data
Researchers collect, analyse and manage personal data that is necessary to carry out practice-oriented scientific research. These data are kept for as long as necessary for the research. The retention period may be as long as 20 years, depending on the nature of the research.
