Research collaborations
Why does Ghent University process data related to research?
Many research projects and their partners are accountable to the funder. In larger projects, this is often done through the intervention of a project coordinator. The GDPR does not prevent the exchange of data from researchers that are necessary to implement joint research agreements. Personnel data of other project partners are made available to Ghent University on the basis of grant agreements, consortium agreements and other forms of research collaboration. When Ghent University is the coordinator and responsible for adequate financial reporting with regard to the funder of the project, all partners of the project are expected to provide Ghent University with the required supporting documents regarding the project expenditure (wages, professional expenses, timesheets, employment contracts, etc.).
What data may be processed?
Possible personal data that Ghent University processes in the context of research:
- Identification data (surname, first name, date of birth, address, nationality, etc.)
- Financial data (account number, pay slips, proof of work-related expenses, etc.)
Who is your data shared with?
Only Ghent University employees who need these documents about expenses in the project (such as wage costs, professional expenses, etc.) to carry out Ghent University's responsibilities as coordinator in the project, have effective access to this data. This means that project managers process this data in the strict context of case management. These employees can only share the data in the event of information requests from the funder or in the event of an (external) audit at the request of the funder.
How long is your personal data kept?
The data will not be kept longer than necessary for the purposes for which they are processed. This means that after the period in which the funder can have an audit carried out and after the expiry of the liability period, Ghent University will remove these documents to support the work-related costs.