Staff members
Why does Ghent University process data relating to staff members?
For the organisation of personnel matters such as the application, recruitment and selection, the administration, career development and the registration related to the employment and the end of career of Ghent University employees, personal data are processed at Ghent University on the basis of a legal obligation, for the execution of a contractual agreement with the data subject or in the legitimate interest of the university.
The following processing operations are carried out, among others:
- Keeping a personnel file in function of employment: personal data, contract data, organisational anchoring, seniority, certificates, position, scale, internal mobility, evaluations, absences (such as illness, leave, etc.), overtime, premiums, deductions, insurance
- Payroll: data needed to carry out monthly payroll processing: gross-net calculation, legal declarations, commuting
- Job applications, recruitment and selection
- University affairs in the broad sense
What data is processed?
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, photo, ID number, IP address, employee number, login data, identification cookies, log data (including restaurant access, car park use, web use, surfing use), camera images, personnel files
- Financial data such as the account number, salary data, professional expenses
- Family composition
- Contact information such as the professional or private email address, private or professional phone number
- Study details: CV, diploma
- Career details
- Absences
- Evaluation
- End of career
With whom is the personnel data shared?
The personal data of staff members will only be shared with third parties if this is necessary for the performance of the employment, 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 data with government services, social secretariats, pension insurance companies and an occupational health service when necessary, and Ghent University provides individual certificates relating to employment on the basis of personal data
For staff members who also work at Ghent University Global Campus (GUGC), personal data will be exchanged between Ghent University and GUGC. This data is exchanged on the basis of the agreement between Ghent University and the staff member, and the legal obligations arising from and/or incumbent on Ghent University.
Contact
If you have any questions, comments or suggestions about the processing of your personal data, please contact the relevant University Service – Human Resources via hr@ugent.be or the Data Protection Officer via privacy@ugent.be.