Administrative management of research contracts

L'Université de Namur, au travers de l’Administration de la Recherche (ADRE), centralise la gestion administrative des contrats de recherche, ce qui implique la collecte, le partage et la conservation des données à caractère personnel des personnes qui participent à la négociation du contrat ainsi que de celles qui sont porteurs ou acteurs du projet de recherche. Ces projets peuvent impliquer des étudiants.

For the purposes of this activity, the University of Namur processes data falling into the following categories:

• General identification data [category grouping the following type of data: surname, first name, postal address, e-mail addresses, copy of identity card, passport photograph, telephone number ...]
• Personal characteristic data [category grouping the following type of data: date of birth, gender, place of birth, marital status and nationality, residence status in Belgium, mother tongue, languages spoken, possession of a driving license ...]
• Employment data [category grouping the following type of data: employer, title of position held, grade, status [academic, scientific, ATG], stream within status, salaried status, type of employment contract, duration of contract validity, work arrangements, occupancy rate, appointment decisions, previous functions ...]
• Professional data [category grouping the following type of data: data relating to profession or professional activities, function in an entity outside the University, professional affiliations...]
• Data relating to internal and external mandates [category grouping the following type of data: data relating to mandates in the various bodies of the University, in other institutions, candidacies for mandates ...]
• Data relating to experience and skills professional [category grouping the following type of data: CV, language skills, previous experience, references ...]
• Data relating to reimbursement of expenses [date and purpose of expenses, supporting documents ...]

These data are used to:

• Manage the collection of data required for the negotiation and conclusion of the research contract
• Manage the signing, retention and archiving of research contracts

The processing activity is carried out because it is necessary to perform a mission of public interest related to research (Article 6, 1, e of the RGPD). The Landscape Decree includes among the University's missions that of participating in individual or collective research, innovation or creative activities, and thus ensuring the development, conservation and transmission of knowledge and cultural, artistic and scientific heritage. The conclusion of research contracts is necessary for the realization of this mission.

The categories of people whose data is processed for the purposes of the business are as follows:

• Staff members
• Former staff members
• FNRS researchers
• Candidates for a position or function
• Registered students
• External research stakeholders
• Members of partner associations or organizations
• Donors and patrons
• Staff members of an external service provider

The data included in the processing activity comes from the following source(s):

• The person himself provided it
• The data is generated by an activity of the person
• The data is included in a database of the University

Data are processed solely by University individuals and departments for the purposes of carrying out the activity. Internal data recipients mainly belong to the following categories:

• Staff of the University's administrative services
• Staff of faculties and departments
• Staff of research institutes and centers
• Members of University bodies (Rector, Board of Governors, Rectoral Council, General Assembly,...)
• Staff of the human resources department

External data recipients belong to the following categories:

• Donors
• Public Service entities
• External contractors
• Accounting and financial bodies
• External auditors
• Teaching partners
• Research contract partners
• Research centers and laboratories

The retention period is determined taking into account:

• the need to retain data for operational purposes depending on the purpose of their use.
• the need to retain data for evidential purposes in order to be able to defend oneself in court until the expiry of a limitation period.

In the context of the processing activity, the University of Namur is likely to transfer personal data outside the territory of the European Economic Area (EEA), namely to the territory of Great Britain in the context of subcontractor contracts or to funders located outside the territory of the EEA.

These transfers take place, depending on the case, under cover of the following grounds or guarantees:

• The transfer takes place to one or more of the countries that have been recognized by the European Commission as offering an adequate level of protection
• The transfer is necessary for the performance of a contract between the individual and the University or for the implementation of pre-contractual measures taken at the request of the individual concerned

The persons concerned by data processing have rights, which are described on the www.unamur.be/fr/vie-privee page. To exercise these rights, the data subject may contact (secretariat.adre@unamur.be) or the Data Protection Officer (dpo@unamur.be).