Privacy Statement UNIC  

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.  


Who is responsible for your personal data? 

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.] 


On what grounds is the processing of your personal data based?  

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: 

  1. 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: 


  1. 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: 


  1. 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: 


  1. 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: 


Are your personal data disclosed to third parties? 

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.  

For how long are your data kept?  

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. 


Producing and processing images at UNIC  

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. 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: 

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 UNIC website 

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. 

Third-party privacy policies via redirection 

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 Newsletter 

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 

Your rights and exercising these rights  

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: 


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: 

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.  


Link to the Privacy Statements of all UNIC partners  

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