Camera usage

Why does Ghent University use cameras?

Camera images at Ghent University are used for four purposes:

  • Security
  • Monitoring of production processes and/or health
  • Research
  • Education

Cameras used for education, research or surveillance purposes at Ghent University must be registered once in the GDPR register, and registered via a form within SharePoint. This form contains, among other things, the finality of the camera, who will be filmed, how long the images will be stored and the risks involved. 

The installation of cameras within Ghent University is subject to the guideline for the installation of cameras, approved by the Executive Council on 28 February 2025.

Cameras for security purposes

The camera surveillance at Ghent University is only intended for security purposes and the protection of staff members, students and visitors of the university on the one hand and of the goods of the institution on the other. The processing of the camera images and any other personal data in the context of this camera surveillance is solely for the purpose of preventing and establishing crimes against persons and property. Consequently, these personal data will only be processed for this purpose and in the legitimate interest of Ghent University. Ghent University may not use camera surveillance in a way that is incompatible with this explicitly described purpose.

Surveillance cameras installed for security purposes are subject to specific legislation (law of 21 March 2007 on the installation and use of surveillance cameras, as amended in 2018).

How long is your personal data kept?

If these images cannot contribute to proving a crime, damage or nuisance or to identifying a perpetrator, a disturber of public order, a witness or a victim, they are automatically deleted after 24 days.

With whom is the personnel data shared?

These camera images are only passed on to police services at the request of the police and in the context of an investigation.

Cameras for health purposes or monitoring of production processes

According to CAO No. 68 of 16 June 1998, cameras may be used in the workplace for the purposes of health and safety, the protection of company assets and the monitoring of the production process and the work of employees.

Cameras for research purposes

When using cameras in the context of a research (project) at Ghent University, these cameras must be registered once via a form within SharePoint. In the context of research (projects), the use of cameras must also be clearly described in the application for ethical approval and in the research protocol and/or data management plan.

In addition to registering the cameras, the use of cameras must be incorporated into the GDPR record that must be created within DMPOnline for the research (project). In the GDPR record, the option "Audio and video recordings" can be indicated for the categories of personal data processed. In the comment window provided for question 9, more information can be given about the exact use of cameras in the context of the relevant research (project).

The legal grounds of consent, necessary for the performance of a task in the public interest (as laid down in the Higher Education Code, among others) and legitimate interest of Ghent University or a third party are most often used at Ghent University in scientific research, as a legal basis for the lawful collection and processing of personal data.

Cameras, for educational purposes

In order to carry out Ghent University's educational mission in the public interest, Ghent University may record lessons and make them available and reuse them for educational purposes later or simultaneously via the electronic learning environment.

To guarantee the privacy and security of the process of lecture recordings, it is only possible to make lecture recordings with applications and recording equipment that are supported by Ghent University.

  • Via fixed recording equipment
    • Several auditoriums and classrooms at Ghent University are equipped with fixed recording equipment (so-called 'capture agents'). Lecturers can therefore record lessons via these capture agents. Live streaming of lessons is also possible in any classroom where a capture agent is present.
  • Via a mobile set
    • The University Service – ICT Function Domain also makes mobile recording sets available via the ICT Equipment lending service; Lecturers can reserve a mobile recording set to support the educational activities. In classrooms without fixed recording equipment, teachers can, where possible, record the lessons with these mobile recording sets.
    • The mobile recording sets can also be used to record knowledge clips.

Contact

If you have any questions, comments or suggestions about the processing of your personal data, please contact the Security Coordinator via Geert.VandeMerckt@UGent.be or the Data Protection Officer via privacy@ugent.be.