Context

The University of Namur offers accommodation services to visiting researchers. The provision of this service involves the processing of personal data for the management of housing allocations and the execution of rental agreements.

Categories of Personal Data Processed and Purposes of Use

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

  • General identification data [e.g. surname, first name, postal address, email addresses, copy of identity card, ID photo, telephone number, etc.]
    • Personal characteristics [e.g. date of birth, gender, place of birth, marital status and nationality, residence status in Belgium, mother tongue, spoken languages, driving licence, etc.]
    • Family situation data [e.g. marital status, data relating to parents, guardians and spouses, household composition, children, etc.]
    • Data relating to the allocation and use of accommodation [e.g. dates and purpose of the accommodation allocation, incidents during or at the end of the stay, etc.]
    • Banking and financial data of natural persons [e.g. bank account number, IBAN, VAT details, etc.]
    • Billing and payment data [e.g. transaction details, amount, payment date, debtor, creditor, purpose of the transaction, etc.]
    • Identifiers assigned by UNamur [e.g. student number, internal registration number, eID for access to internal resources, access card identifiers, student card number, etc.]
    • Data relating to rent payment methods [e.g. third-party account [CPO], ARES grant, FNRS grant, account-to-account transfer, etc.]
    • Identity and contact details of the faculty representative requesting accommodation and the host faculty
    • Data relating to the activation or deactivation of access badges [for accommodation equipped with badge access systems]

These data are used to:

  • Manage accommodation requests
    • Manage housing allocation
    • Manage rental agreements and their execution [including inventories, damage reports, etc.]
    • Manage accounting related to accommodation services
    • Manage any disputes related to the use of the accommodation service

Basis of lawfulness of data processing

This activity is necessary for the performance of a contract with the data subject or for the implementation of pre-contractual measures taken at the request of the data subject (Article 6(1)(b) of the GDPR).

Categories of Data Subjects

The categories of individuals whose data are processed for this activity include:

  • Tenants
    • Visiting researchers for whom accommodation is requested
    • Visiting researchers benefiting from accommodation
    • Accompanying family members of the visiting researcher
    • Account holders through which rent is paid

Sources of data

The data processed originate from:

  • The data subject themselves
  • A third party or third-party database [e.g. the researcher's home institution]
  • The faculty representative requesting accommodation

Data recipients

Data are processed solely by University staff and services for the purposes of this activity. Internal recipients mainly include:

  • Administrative staff of the University
  • Faculty and departmental staff

External recipients may include:

  • Tax authorities
    • Statutory auditor
    • Local police officer [in case of official registration at the accommodation]
    • Insurance company [in case of a claim]
    • External legal counsel [in case of a dispute or contractual issue]
    • Judicial authorities [in case of a dispute or contractual issue]
    • Service providers acting on behalf of and under the instructions of the University

Processing Characteristics

The retention period is determined based on the following criteria:

  • Operational necessity in relation to the purpose of use

    Data relating to unsuccessful accommodation requests may be retained until the end of the current academic year

    Contractual data are retained for 5 years after the end of the last contract with the tenant, unless a dispute justifies longer retention for the protection of the University’s rights and interests

  • Compliance with mandatory legal retention periods

Accounting data are retained for the legally required periods.

In addition, although the database used for this processing activity is hosted within the European territory, if the visiting researcher requesting accommodation is based outside the EU, the University of Namur may send communications containing personal data to that territory. Such transfers are necessary for the performance of a contract or the implementation of pre-contractual measures at the request of the data subject.

Data Subjects Rights 

Data subjects have rights as described on the page https://www.unamur.be/en/privacy-policy. Any request or question regarding processed files may be sent to: logement-visiteurs@unamur.be.