Ghent University Global Campus (GUGC)

Staff working at Ghent University Global Campus (GUGC) are partly employed at GUGC and partly at Ghent University. As a result, personal data is exchanged between the two institutions. This data is exchanged on the basis of the agreement between Ghent University and the staff member, and the legal obligations arising from this or incumbent on Ghent University.

Why do Ghent University and GUGC process data relating to staff members?

Personal data is processed at both institutions for the organisation of personnel matters such as job application, recruitment and selection, payroll administration and career administration of Ghent University employees working at Ghent University Global Campus (GUGC). This is based on a legal obligation, for the performance of a contractual agreement with the data subject or in the legitimate interest of the university. Ghent University Global Campus (GUGC) and Ghent University are separate controllers in this regard.

What data is processed?

The following processing operations are carried out, among others:

  • Keeping an administrative personnel file in function of the execution of your employment contract: personal data, contract data, data relating to time credit and thematic leave, organisational anchoring, illness, seniority, certificates), position, scale, internal mobility, evaluations, leave quotas, absences, overtime, premiums, deductions, car info, insurance, subscriptions relating to commuting
  • Payroll: Data required to carry out monthly payroll processing: gross-net calculation, statutory declarations
  • Job applications, recruitment and selection
  • Information purposes relating to university affairs in the broad sense

Depending on the HR process, various personal data are required. Possible personal data that Ghent University processes of its staff members are (depending on the context):

  • Identification data such as surname, first name, address, date of birth
  • Financial data such as the account number
  • Family composition
    • To calculate a correct salary, Ghent University not only needs the employee's identification details, but also the family composition.
  • Contact details such as the professional or private email address
    • The private email address is only used for account correction (IT) or in exceptional circumstances
  • Study data (diploma)
    • At the start of employment, the diploma determines the job level within Ghent University and the personal data are used in the career growth path through training, guidance and functioning.
  • Career details
  • Absences

Personal data will also be processed and stored when the employment at Ghent University ends. For example, personal data of staff members are processed to manage, among other things, the end of the service and the pension data of a staff member and to ensure the proper functioning of Ghent University.

With whom is the personnel data shared?

The personal data of the staff members will only be shared with third parties if this is necessary for the performance of the employment contract (or another agreement regarding the appointment), in the context of a legal obligation or if the university has a legitimate interest in doing so. Before disclosing information that cannot be provided on the basis of these bases, the consent of the staff concerned shall be sought.

For example, Ghent University exchanges the necessary data with government services, social secretariats, pension insurance companies and an occupational health service (such as to Dimona for social security and to Capello for updating pension data).

Ghent University uses the personal data to provide individual certificates relating to steps in career development (employment certificate, C4, C131, A1) and which the employee needs to prove his status with various government agencies and other employers (tax certificate, guaranteed housing certificate, visa certificate).

Further information

Employees of the GUGC may also come into contact with personal data during the performance of their work, for example information about students or other Ghent University/GUGC employees. Sometimes it can even concern sensitive data, such as medical information in the context of a special status.

More information about the handling of personal data within Ghent University can be found here.

Contact

If you have any questions, comments or suggestions about the processing of your personal data, please contact the info@ghent.ac.kr or the Data Protection Officer via privacy@ugent.be.