Information notice concerning the processing of personal data by the Legal Affairs Department

As part of its role of advising and supporting the University, the Legal Affairs Department of the University of Liège is required to process personal data. It ensures the confidentiality of such data and complies with the relevant legislation. The purpose of this document is to inform any data subject :

• the processing of personal data by the Legal Affairs Department ;
• of their rights with regard to the processing of personal data.

The data controller is the University of Liège, whose registered office is at Place du 20 Août, 7, 4000 Liège. The Rector of the University is legally designated as the representative of the University of Liège.

We process your personal data as part of our mission to :

1. Contract negotiation

Purpose

The data you provide in connection with the negotiation of contracts to which the University is a party is processed by the Legal Affairs Department in order to carry out its task of supporting the conclusion of these contracts on behalf of the University. Where applicable, this data may be used in the context of a dispute arising from the performance of the contract.

Data categories

This may include your surname, first name, e-mail address, postal address, date and place of birth, economic and financial data, personal identification data, insurance data, marital status, image, profession/professional background, membership of professional organizations, public office, bank account number, telephone number, educational background, publications, immigration status, etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, b of the RGPD (performance of a contract (pre-contractual measures)).

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• the University's contractor, who may be located within or outside the European Union;
• to its legal subcontractors for specific cases (lawyers, notaries, etc.);
• other internal departments of the University, which is responsible for data processing.

Data retention period

The Legal Affairs Department will retain the data necessary for the conclusion, performance and interpretation of contracts entered into by the University for as long as the contract is likely to produce effects or, if the performance of the contract should be the subject of a dispute, for as long as the dispute has not been definitively settled (by judicial or extra-judicial means).

 2. Litigation management

Purpose

The data you provide in connection with the negotiation of contracts to which the University is a party may be used in the event of a dispute arising from the performance of the said contract.

Type of data

This may include your surname, first name, e-mail address, postal address, date and place of birth, economic and financial data, personal identification data, insurance data, marital status, image, profession/professional background, membership of professional organizations, public mandates, bank account number, telephone number, educational background, publications, immigration status, data concerning mental and physical health (processed on the basis of article 9-2, f. of the RGPD), etc.

Legal basis for data processing

This data processing is carried out pursuant to Articles 6-1, e (Mission of public interest) and 6-1, f (Legitimate interest) of the RGPD, depending on the circumstances.

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• where applicable, to the Conseil d'État, so that the latter can address the persons concerned by this processing ;
• to its legal subcontractors in specific cases (lawyers, notaries, etc.);
• other internal departments of the University, which is responsible for data processing.

Data retention period

Up to ten years after closure of the dispute.

3. Provision of legal advice

Purpose

Personal data may be processed by the University's Legal Affairs Department as part of its mission to provide legal advice to the University's authorities and bodies.

Type of data

This may include your surname, first name, assets held by the member of staff, e-mail address, postal address, membership/participation in professional organizations, personal details, date and place of birth, economic and financial data, personal identification data, insurance data, current employment, marital status, appraisal, professional experience, training for the position, financial history of studies, image, litigation, public mandates, attendance and discipline, profession/professional career, publications, professional qualifications, salary, immigration status, etc.

Legal basis for data processing

This data processing is carried out pursuant to Articles 6-1, e (Mission of public interest) and 6-1, f (Legitimate interest) of the RGPD, depending on the circumstances.

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyer, notary, etc.) ;
• other departments within the University, which is responsible for data processing.

Data retention period

Up to ten years after file closure.

4. Management of claims relating to workers' compensation insurance for Université de Liège employees.

Purpose

Personal data may be processed by the University's Legal Affairs Department in order to encode accident declarations for transmission to the insurance company.

Type of data

This may include your surname, first name, e-mail address, recent activity, postal address, career, personal details, date and place of birth, economic and financial data, personal identification data, identification data issued by public services (other than the national register number), financial identification data, insurance-related data, current employment, marital status, occupational medicine, national number, complaints, incidents or accidents, premiums, profession/professional background, salary, signature, data concerning physical health (processed on the basis of Article 9-2, h. of the RGPD), etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, c. of the RGPD (legal obligation - Workmen's Compensation Act, April 10, 1971)

Recipients of the data

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• to other departments within the University, which is responsible for data processing;
• to the insurance company for further processing.

Data retention period

Data is electronically archived when the file is closed. A paper copy is placed in each employee's personal file kept by the Human Resources Department.

5. Management of work accident insurance claims - French Community

Purpose

Personal data may be processed by the University's Legal Affairs Department in order to encode accident declarations for transmission to the insurance company.

Type of data

This may include your surname, first name, recent activity, postal address, career, personal details, date and place of birth, personal identification data, identification data issued by public services (other than the national register number), financial identification data, insurance data, current employment, marital status, occupational medicine, national number, complaints, incidents or accidents, profession/professional background, signature, data concerning physical health (processed on the basis of Article 9-2, h. of the RGPD), etc.

Legal basis for data processing

This data processing is carried out on the basis of Article 6-1, c. of the RGPD (legal obligation - Law on [the prevention or] compensation for damage resulting from accidents at work, accidents occurring on the way to work and occupational illnesses in the public sector, July 3, 1967; Royal Decree on compensation, in favor of members of staff in the public sector, for damage resulting from accidents at work and accidents occurring on the way to work, January 24, 1969)

Data recipients

In the course of its duties, the University's Legal Affairs Department may be required to communicate useful data to :

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• to other departments within the University, which is responsible for data processing;
• to the insurance company for further processing.

Data retention period

Data is electronically archived when the file is closed. A paper copy is placed in each employee's personal file kept by the Human Resources Department.

6. Application for insurance cover for goods and persons, such as mutual subrogation, assistance, human experimentation, room hire, all risks, omnium missions

Purpose

Personal data may be processed by the University's Legal Affairs Department in order to compile a file enabling the insurance company to cover the risk.

Type of data

This may include your surname, first name, assets held by the member of staff, postal address, personal details, date and place of birth, personal identification data, identification data issued by public services (other than the national register number), financial identification data, insurance-related data, signature, etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, b of the RGPD (performance of a contract (pre-contractual measures)).

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• to other departments within the University, which is responsible for data processing;
• to the insurance company for further processing.

Data retention period

Data is electronically archived when the file is closed, and old archives are regularly destroyed (every 5 years).

7. Personal accident insurance claims management

Purpose

Personal data may be processed by the University's Legal Affairs Department in order to encode accident declarations for transmission to the insurance company.

Type of data

This may include your surname, first name, postal address, personal details, date and place of birth, personal identification data, financial identification data, assimilation data, insurance-related data, current employment, marital status, occupational medicine, national number, complaints, incidents or accidents, profession/professional background, signature, data concerning physical health (processed on the basis of Article 9-2, h. of the RGPD), etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, b of the RGPD (performance of a contract (pre-contractual measures)).

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• to other departments within the University, which is responsible for data processing;
• to the insurance company for further processing.

Data retention period

Data is electronically archived when the file is closed.

8. Property claims management

Purpose

Personal data may be processed by the University's Legal Affairs Department in order to encode accident declarations for transmission to the insurance company and to answer agents' questions.

Data category

This may include your surname, first name, postal address, personal details, date and place of birth, personal identification data, identification data issued by public services (other than national registry number), financial identification data, rental data, insurance data, current employment, timetable, images (including surveillance), litigation, photo, complaint, incidents or accidents, possessions, profession/professional background, signature, etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, b of the RGPD (performance of a contract (pre-contractual measures)).

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• to other departments within the University, which is responsible for data processing;
• to the insurance company for further processing.

Data retention period

Data is archived in electronic and paper form when the file is closed.

9. Election follow-up

Purpose

Personal data may be processed by the University's Legal Affairs Department as part of its mission to prepare and monitor the various institutional electoral processes in conjunction with the administrations concerned (rector's election; election of staff representatives to the Board of Governors; student elections, etc.)

Data category

This may include your surname, first name, personal details, activity over the last five years, career, social contacts, academic curriculum, date and place of birth, personal identification data, current job, attendance and discipline, signature, etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, c. of the RGPD (legal obligation - Law of 28 April 1953 on the organization of university education by the State; Decree of 21/09/2012 on student participation and representation in higher education; AGCF of 3/04/2014 laying down the procedure for appointing members of the CA of universities organized by the CF. University regulations are issued in execution of these texts)

Data recipients

Within the scope of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• other departments within the University, which is responsible for data processing;
• the Government Commissioner (when invited to attend electoral commissions).

Data retention period

Depending on the document, data may be kept for administrative purposes, or destroyed as soon as the election procedure is over.

10. Legal and administrative support for peripheral ASBLs and thematic working groups

Purpose

Personal data may be processed by the University's Legal Affairs Department as part of its task of drafting administrative and legal documents on behalf of other internal departments or external entities (peripheral ASBLs, etc.).

Data category

This may include your surname, first name, assets held by the member of staff, e-mail address, postal address, membership / participation in professional organizations, current employment.

Legal basis for data processing

This data processing is carried out pursuant to Articles 6-1, c. (Legal obligation - Law on the financing and control of academic institutions, July 27, 1971) and 6-1, f (Legitimate interest) of the GDPR, depending on the circumstances.

Data recipients

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• to its supervisory authorities as part of their supervisory role;
• peripheral ASBLs advised ;
• other internal departments of the University, the data controller.

Data retention period

Up to ten years after closure of the file.

11. Internal management of estates in accordance with University of Liège procedures

Purpose

Personal data may be processed by the University's Legal Affairs Department as part of the procedures for the acceptance of estates by ULiège's Board of Directors and for the authorization of acceptance issued to ULiège by ministerial decree. The personal data concerned by this processing are those relating to the heirs and the notary carrying out the liquidation of the estate.

Data category

This may include surname(s), first name(s), postal address(es), personal details, date and place of birth, details of other family or household members, marital status, signature, etc.

Legal basis for data processing

This data processing is carried out pursuant to Article 6-1, e of the RGPD (Mission of public interest).

Recipients of the data

As part of its missions, the University's Legal Affairs Department may be required to communicate useful data:

• to its legal subcontractors for specific cases (lawyers, notaries, etc.) ;
• its supervisory authorities, as part of their supervisory role;
• to other departments within the University, which is responsible for data processing.

Data retention period

Data is archived in electronic and paper form when the file is closed.

12. Management of traffic fines for drivers of university vehicles

Personal data may be processed by the University's Legal Affairs Department in order to meet the University's legal obligation to identify, to the SPF Justice (Federal Public Service Justice), drivers of university vehicles who have committed a breach of the law of March 16, 1968 (Road Traffic Police Act).

Data category

This may include surname(s), first name(s), postal address(es), date and place of birth, vehicle registration number(s), vehicle use data and national registration number(s).

Legal basis for data processing

This data processing is carried out pursuant to article 6-1, c of the RGPD (Compliance with a legal obligation to which the data controller is subject. In this case, art. 67ter of the law of March 16, 1968 relating to road traffic police).

Data recipients

In the course of its duties, the University's Legal Affairs Department may be required to communicate useful data:

• to SPF Justice ;
• to its legal subcontractors for specific cases (lawyers, notaries, etc.);
• to its supervisory authorities as part of their control mission;
• to other departments within the University, which is responsible for processing.

Data retention period

Data is archived electronically for one year after processing.

Information common to all processing operations

Rights of data subjects

In accordance with the provisions of the General Data Protection Regulation (R (EU) 2016/679) and the Law of July 30, 2018 on the protection of individuals with regard to the processing of personal data, each person concerned by the processing of data may, by proving their identity, exercise a series of rights:

• obtain, free of charge, a copy of the personal data concerning them that is processed by the University and, where applicable, any available information on its purpose, origin and destination;
• obtain, free of charge, the rectification of any inaccurate personal data concerning him/her, as well as the completion of any incomplete data;
• obtain, subject to the conditions laid down in the regulations (see below) and free of charge, the deletion of any personal data concerning them;
• obtain, subject to the conditions provided for by the regulations and free of charge, the limitation of the processing of personal data concerning him/her;
• to obtain, free of charge, the portability of personal data concerning him/her that he/she has provided to the University, i.e. to receive, free of charge, the data in a commonly used structured format, provided that the processing is based on consent or on a contract and is carried out using automated procedures;
• to object, subject to the conditions laid down in the regulations and free of charge, on grounds relating to his or her particular situation, to the processing of personal data concerning him or her;

Some of these rights are subject to conditions:

• Right to erasure (Article 17 of the RGPD)
  The erasure of personal data concerning him or her may be exercised by a person
  • if the data is no longer necessary for the purposes for which it was collected;
  • if the data subject withdraws the consent on which the processing is based and there is no other legal basis for the processing;
  • if the data subject objects to the processing and there are no compelling legitimate grounds for the processing, or if the data subject objects to processing for canvassing purposes;
  • if the personal data has been processed unlawfully;
  • if the personal data must be deleted to comply with a legal obligation under EU or Belgian law;
  • if the personal data has been collected as part of the provision of information society services.
• Right of limitation (Article 18 of the RGPD)
  The limitation of the processing of personal data concerning him or her may be exercised by a person
  • if the data subject disputes its accuracy, for a period of time allowing the controller to verify the accuracy of the personal data;
  • if the processing is unlawful and the data subject objects to the erasure of the data and demands instead that their use be restricted;
  • if the University no longer needs the personal data for the purposes of processing, but the data is still required by the data subject for the establishment, exercise or defense of legal claims;
  • if the data subject has objected to the processing, during verification of whether the legitimate grounds pursued by the data controller override those of the data subject.

• Right to object (Article 21 of the RGPD)
  The right to object may be exercised by the data subject on grounds relating to his or her particular situation, in relation to the processing of personal data concerning him or her based on consent or legitimate interest, unless ULiège demonstrates that there are compelling legitimate grounds for the processing which prevail over the interests and rights and freedoms of the data subject, or for the establishment, exercise or defense of legal claims.

In this context, you may contact either the Legal Affairs Department (secretariatsaj@uliege.be) or, failing that, the ULiège Data Protection Officer (dpo@uliege.be - Monsieur le Délégué à la Protection des Données, Bât. B9 Cellule " GDPR ", Quartier Village 3, Boulevard de Colonster 2, 4000 Liège, Belgium).

You also have the right to lodge a complaint with the Data Protection Authority (Rue de la Presse, 35, 1000 Brussels, Tel. +3222744800, https://www.autoriteprotectiondonnees.be or contact@apd-gba.be ).

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