Data Protection Policy
The Université Saint-Louis - Bruxelles has always been committed to protecting your personal data and rights.
The purpose of this policy is to inform you as to how we collect and process your personal data. We process your data in accordance with the relevant legislation and Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).
This data is processed by the Université Saint-Louis on the basis of:
the legal obligations of the University;
the legitimate interests of the University.
Who is responsible for processing your data?
The controller is the Université Saint-Louis, whose headquarters are located at Boulevard du Jardin Botanique 43, 1000 Brussels.
In this respect, the University has appointed a Data Protection Officer who can be contacted at: email@example.com.
What data do we collect?
During the various exchanges we have with you, you may be asked to provide us with information about yourself. This information is collected in particular when you apply for admission via the online application form and by the documents you submit in order to compile your registration file.
The data includes your first name, surname, address, telephone number, identity card or passport number, email addresses, banking details, financial resources, any financial assistance and transactions you may be receiving, your professional activity, gender, date of birth, place of birth, civil status, identity photograph, nationality, immigration status, household structure, studies and training you have completed, national registry number, and the registration number you are assigned upon registration.
For what purposes do we use your data?
We process your data for:
This includes such matters as the creation of student registers, the allocation and management of intranet access, email addresses, the organisation of the educational programme (internships and exchanges), the organisation of exams and assessments, recording of exam results and decisions reached during deliberations, calculation, billing and collection of fees, the monitoring of students during the course of their studies, the issuing of diplomas and certificates, the management of registration applications, assistance to students (granting financial aid, bursary tuition fees, KAP allowances (related to involvement in a project of social or cultural utility), meal allowances, course material allowances, language scholarships, deferred payment), the management of course materials, the necessary follow-up in the management of diplomas, the organisation of an alumni network, the organisation of specific events, the creation of databases for the purpose of prospection and information regarding courses and other activities organised by the university, the prevention of fraud, the management of entrance examinations, litigation management and student housing management.
Management of on-campus life and well-being
This includes in particular the granting and management of culture and sports cards, the management of activities related to the organisation of social or cultural activities on university campuses by members of the university community or third parties and the management of university restaurants, as well as the management and security of buildings and facilities on university campuses.
The provision of health care
This includes diagnosis and paramedical treatment, including the evaluation of care provided and to be provided.
This includes such matters as the management of personal insurance, group insurance, fire, accident and miscellaneous risks insurance, insurance in the event of work-related accidents and the management of increased risks (the processing includes the various types of insurances and data relating to persons presenting an increased risk, in order to avoid excessive risks and fraud).
This includes any act aimed at collecting and processing personal data necessary to carry out statistical surveys or obtaining a statistical result.
Research and scientific activities
This includes activities related to applications for grants or funding for a research project from a public or private funder or activities related to the organisation of symposia, conferences and debates.
How long do we keep your data?
Your personal data is stored for a period of time in accordance with the legal provisions or for the purposes for which it was collected.
Some storage periods are in the legitimate interest of the Université Saint-Louis.
Who is entitled to access the data we collect?
Access to data within the University
The employees of the administrative services can access your data only to the extent strictly necessary for the performance of their duty.
Access to this data is based on individual and limited access authorisations.
Employees who are granted access are subject to a confidentiality obligation.
The following parties may have access to some of your data:
They provide services on our behalf, such as managing telephone calls, sending postal mail, making badges, printing documents, etc.
Our subcontractors’ access to your data is subject to signed contracts stating their obligation to protect data security and confidentiality.
Police, judicial or administrative authorities
Public authorities may have access to your personal data if there is a legal obligation to disclose it or in order to guarantee the integrity of property and persons within the Université Saint-Louis.
The CRef, the council of rectors, is a consultative body composed of the rectors of the university institutions of the Wallonia-Brussels Federation.
How is your data protected?
In our capacity as data controller, we implement the appropriate technical and organisational measures in accordance with applicable legal provisions to protect your personal data against alteration, accidental or unlawful loss, use, disclosure or unauthorised access, including:
The appointment of a Data Protection Officer
The creation of a unit dedicated to information system security
The training of our employees to ensure they are aware of the confidentiality requirements regarding access to your personal data
The secure access to our premises and IT platforms
The implementation of a general IT security policy
The security of access, sharing and transfer of data
A high level of data protection requirements when selecting our subcontractors and partners
What are your rights?
Right of access to your personal data
You have the right to obtain confirmation that your personal data is or is not being processed and, if it is, you have the right to obtain access to such data.
Right to rectification
You have the right to have any inaccurate personal data corrected as soon as possible.
You also have the right to have it completed if it is incomplete.
Right to restriction of processing of your data
Subject to the restrictive conditions provided for by the applicable regulations, you may obtain a restriction on the processing of your personal data.
Right to object
Subject to the restrictive conditions provided for by the applicable regulations, you may object, for reasons relating to your particular situation, to the processing of your personal data when it is based on the public interest or our legitimate interest, including profiling.
Right to erasure
Subject to the restrictive conditions provided for by the applicable regulations, you may request the deletion of your personal data.
Right to data portability
You may request to exercise your right to the portability of your data, i.e. the right to receive your personal data in a structured and commonly used format and the right to transmit this data to another controller.
How can you exercise these rights?
In order to exercise your rights or for any question relating to the protection of your personal data, please send an email to firstname.lastname@example.org and be as specific as possible about the subject of your request. We will answer your request in a timely manner.