Protection of Personal Data
The University of Antwerp attaches great importance to the protection of your personal privacy.
In this Privacy Statement, the University of Antwerp will inform you about the way in which it handles your personal data. The University of Antwerp reserves the right to make changes to this statement if needed, to address the needs and requirements of society, as well as abide by the relevant laws and regulations. Therefore, the University of Antwerp advises you to consult this statement regularly. The Current Privacy Statement, our Terms of Use and our Cookie Policy together constitute our Privacy Disclaimer.
Identity of Processing Officer - Data protection officer details
The University of Antwerp, Prinsstraat 13, 2000 Antwerp, represented by its rector is responsible for processing your personal data. Our data protection officer has an office at Campus Middelheim, Middelheimlaan 1, 2020 Antwerp and can be reached by email on privacy@uantwerpen.be.
More information on the personal page of the DPO Koen Pepermans
Guarantees for processing personal data:
Your personal data is always treated in accordance with the applicable privacy regulations.
Personal data will only be collected and processed to provide the information requested or to provide an online service. Processing of personal data is limited to the intended objective.
Personal data will not be disclosed to third parties and will not be used for direct marketing, unless you have agreed to this yourself via an 'opt in'.
The University of Antwerp takes the best possible security measures to prevent third parties from misusing your personal data.
Indirect processing of personal data:
The University of Antwerp will, wherever possible, inform you about any indirect processing of personal data. We will give information on the source of this personal data and the categories of personal data that are processed. For example, contact details are sometimes enriched with publicly available information, such as through LinkedIn.
Purpose and legal basis for the processing of your personal data
The sections below provide further information, in a structured and transparent manner and for each specific processing activity, on the processing of personal data by the University of Antwerp. The purpose of this explanation is to comply with the information obligations set out in Articles 13 and 14 of the General Data Protection Regulation (GDPR).
For each processing operation, the specific purpose or purposes of the processing are set out, together with the corresponding legal basis or bases on which this processing is based. In addition, an overview is provided of the relevant categories of personal data processed in that context. Where applicable, an explanation is also given of the categories of recipients to whom personal data may be disclosed, as well as the circumstances in which such transfers take place.
This information is intended to enable data subjects to understand the processing of their personal data in an informed, transparent and comprehensible manner and to effectively exercise their rights in this regard, in accordance with the applicable data protection regulations.
When using our website
Most of the information is available without you having to provide any personal data. In certain cases, however, you will be asked to provide personal information, such as when signing up for a newsletter.
In such cases, you will always be informed of the purposes for which the data is being collected.
Use of the website and cookies
Certain personal data, such as cookies, are used to compile our user statistics and to secure and improve our websites.
You can read our cookie policy via this link.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (cookies)
- Art. 6(1)(b) – Necessary for the provision of the requested service
Categories of data: Digital identification data, data regarding website usage
Sharing of data:
- When using non-strictly necessary cookies (see also our cookie policy)
- Google services
- TikTok
- Snapchat
- Microsoft services
- Meta
- Spotify
Educational purposes
The University of Antwerp processes personal data in the context of its educational remit, including the organisation and monitoring of degree programmes, enrolments, assessments, academic progress and student support, as well as the use of digital learning environments and educational platforms. This processing is necessary for the proper functioning and quality assurance of education and for the administrative and academic support of students.
Recruitment of prospective students
As an educational institution, the University of Antwerp is responsible for providing education. In doing so, the University of Antwerp wishes to keep prospective students informed about its study programmes and to facilitate the services it offers them. UAntwerp processes the personal data of prospective students via its website platforms and supporting systems. This personal data is provided voluntarily by the prospective student.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Necessary for the provision of the requested service
- Art. 6(1)(f) – Legitimate interest
Categories of data: Identification data, education and training
Sharing of data:
- Departments and/or faculties at the University of Antwerp
Processing of personal data upon student enrolment
In order to provide high-quality education, the University of Antwerp needs to manage students’ academic progress effectively.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Necessary for the performance of a contract
- Art. 6(1)(c) – Legal obligation (Higher Education Code)
- Art. 6(1)(f) – Legitimate interests
Categories of data: Identification data, financial data, education and training
Sharing of data:
- Services provided by the University of Antwerp to inform you about activities which it believes will enhance your educational and career prospects.
- The university also automatically passes on students’ personal data to the Higher Education Database (DHO) in accordance with its legal obligation.
- Students’ academic records are only passed on to secondary schools if the student has given their consent via the student administration application
Processing of personal data for a PhD enrolment
In order to provide high-quality supervision of a PhD programme, the University of Antwerp must be able to assess applications, manage the admissions process and, once students have enrolled, ensure the administrative and academic supervision of the PhD programme.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Necessary for the performance of a contract
- Art. 6(1)(c) – Legal obligation (Decree of 4 July 2008)
Categories of data: Identification data, financial data, education and training
Sharing of data:
- The university also automatically forwards the personal data of PhD students to the HRRF database (Human Resources in Research – Flanders) in accordance with the legal obligation to report on higher education and research.
Processing of personal data as an exchange student
The university processes and discloses personal data relating to exchange students in order to facilitate the organisation, administration and monitoring of the exchange programme. This includes, amongst other things, the exchange of data with partner institutions, competent government bodies and, where applicable, organisations that administer mobility grants.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Necessary for the performance of a contract
- Art. 6(1)(c) – Legal obligation (Decree of 4 July 2008)
Categories of data: Personal details, education and training, financial details; national identification number (or equivalent)
Sharing of data:
- For applications for admission to the host institution, the University of Antwerp passes on certain personal data to the host institution
- Details of the programme of study and academic results are shared with the National Agency EPOS and the European Commission for Erasmus
- For certain programmes, grant-related data is shared with the Flemish Government.
Processing of personal data for quality assurance in education
The University of Antwerp asks you to continue to make the information in the enrolment agreement available to it in order to facilitate the intake, progression and graduation of all students. The university wishes to assess whether its student population is a reflection of society. It can only do this if students make their personal data available. The social data you provide will always be used anonymously for further statistical processing.
Legal basis:
- Art. 6(1)(c) – Legal obligation
- Art. 6(1)(f) – Legitimate interest
Categories of data: identification data, social data (anonymised for statistical processing)
Sharing of data:
- Scientific research, insofar as it contributes to the objectives of education, subject to organisational safeguards
Processing of personal data for alumni relations management
Maintaining contact with alumni and providing relevant information (see ‘information purposes’), news, events and opportunities for engagement. This includes, amongst other things, networking activities, invitations to gatherings and communications regarding the organisation’s initiatives.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Performance of a contract
- Art. 6(1)(f) – Legitimate interests
Categories of data: Personal details, career details, educational details
Sharing of data:
- Alumni associations
Personnel purposes
The University of Antwerp processes the personal data you provide in connection with a job application for recruitment and selection purposes. Personnel data provided upon joining the organisation is processed for personnel administration and career development purposes.
Processing of personal data during recruitment of new staff
The University of Antwerp collects your personal data via the online application platform in order to facilitate high-quality recruitment and selection processes.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
Categories of data: Identification data, digital identification data, career data, educational data
Sharing of data: Services of the University of Antwerp and members of the selection committee
Processing of personal data for human resources
The University of Antwerp processes personal data for human resources purposes.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Necessary for the performance of a contract
- Art. 6(1)(c) – Legal obligation
- Art. 6(1)(f) – Legitimate interests
Categories of data: Identification data, financial data, personal characteristics, educational data, career data, behavioural data
Sharing of data:
- For payroll administration, the University of Antwerp works with a payroll agency under the appropriate data processing agreement
- For the administration of sick leave, the University of Antwerp works with an external partner under the appropriate data processing agreement
- The University of Antwerp shares and/or receives only necessary personnel data with the separate legal entities within the AUHA Association, as stipulated in the cooperation agreement.
Processing of personal data for co-contracts
The University of Antwerp processes the personal data provided by its contractual partners for the purpose of fulfilling contractual obligations (legal basis). This concerns personal data relating to suppliers, service providers, building contractors and other third parties (including those who purchase services from the University of Antwerp).
The University of Antwerp processes the personal data provided by its contractual partners for the purpose of fulfilling contractual agreements. This concerns personal data relating to suppliers, service providers, building contractors and other third parties (including those who purchase services from the University of Antwerp).
Legal basis:
- Art. 6(1)(b) – Necessary for the performance of a contract
Categories of data: Identification data, financial data
Data sharing: Not applicable
Well-being at the University of Antwerp
The University of Antwerp processes personal data as part of its welfare and support services, including student counselling, psychosocial advice, academic guidance, inclusion and care services, and other forms of individual support. This processing is necessary to provide appropriate guidance and support, to promote students’ well-being, and to ensure a safe and inclusive learning environment.
Processing of personal data for well-being at work
The processing of personal data in the context of workplace wellbeing is intended to safeguard and monitor the safety, health and wellbeing of employees in the workplace, in accordance with legal obligations regarding occupational safety and prevention.
Legal basis:
- Art. 6(1)(c) – Legal obligation (Workplace Wellbeing Code)
- Art. 9(2)(a) – Exception: explicit consent where applicable
- Art. 9(2)(b) – Exception: employment law
- Art. 9(2)(g) – Exception: public interest major
Categories of data: Identification data, financial data, personal characteristics, data relating to health and philosophical or religious beliefs, migration background, education and training, psychosocial data
Sharing of data: The University of Antwerp works with the service provider Mensura under a joint controller arrangement, whereby the latter may also process personal data with a degree of autonomy.
Processing of personal data for academic support and student services
The processing of personal data in the context of academic guidance and student services is intended to support students in their academic progress, well-being and personal development, and to provide access to individual guidance, financial and social support, and other facilities that contribute to a successful academic career.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(b) – Necessary for the performance of a contract
- Art. 6(1)(c) – Legal obligation
Categories of data: Identification data, financial data, personal characteristics, data concerning health and philosophical-religious beliefs, migration background, education and training
Sharing of data: With third-party service providers – Only with the consent of the data subject(s)
Communication purposes
The University of Antwerp distinguishes between the following categories in relation to its communication and provision of information:
Transactional purposes
Processing operations necessary for the performance of contracts, administrative processes or the provision of essential services. There is no opt-out option for these processing operations.
Transactional purposes of a commercial nature (soft opt-in with opt-out)
Processing carried out within the context of existing relationships, whereby information is provided about similar products, services or activities. This processing is permitted provided the data subject has not explicitly opted out of receiving further information
Commercial purposes
Processing aimed at marketing or promotional activities in relation to (potential) data subjects. An opt-out is possible at any time for these purposes.
Communication with prospective student and/or leads
The University of Antwerp can send information about its courses, open days, etc. to prospective students who have previously registered or expressed an interest.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (commercial purposes)
- Art. 6(1)(f) – Legitimate interests
Categories of data: Personal details, educational background
Sharing of data: Legal entities within the Association – via a data processing agreement
Communication with current students
The university processes students’ personal data in order to keep them informed about their degree programme, academic progress, administrative requirements and practical matters relating to their studies. The data is also used to communicate information about university activities, support services, events and other relevant information that contributes to student life and academic development.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (commercial purposes)
- Art. 6(1)(b) – Necessary for the performance of a contract (transactional purposes)
- Art. 6(1)(f) – Legitimate interest (transactional purposes)
Categories of data: identification data, educational data
Sharing of data:
- Services provided by the University of Antwerp may have separate communication lists that apply to their operations
- Legal entities within the Association – via a data processing agreement
Communication with alumni
The university processes alumni’s personal data in order to communicate with them about activities, events, courses and initiatives that are relevant to former students. The purpose of this communication is to maintain and strengthen the bond between alumni and the university, and to encourage engagement with the university network and the university’s ongoing development.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (commercial purposes)
- Art. 6(1)(f) – Legitimate interests (transactional purposes)
Categories of data: Identification data, educational background
Sharing of data:
- Services provided by the University of Antwerp may have separate communication lists that apply to their operations
- Legal entities within the Association – via a data processing agreement
Communication with employees
The university processes personal data of staff members to facilitate internal communication regarding work-related and organisational matters, including human resources management, administrative obligations, internal policy information, training and well-being at work. In addition, communication may take place regarding activities and initiatives that contribute to collaboration and community building within the university.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (commercial purposes)
- Art. 6(1)(b) – Necessary for the performance of a contract (transactional purposes)
- Art. 6(1)(c) – Legal obligation (transactional purposes)
- Art. 6(1)(f) – Legitimate interest (transactional purposes)
Categories of data: Identification data, employment data
Sharing of data:
- Services of the University of Antwerp may have separate communication lists applicable to their operations
- Legal entities of the Association – via a data processing agreement
Communication with others
This applies to individuals who are not students, alumni or staff members.
The University of Antwerp processes the personal data provided by the registrant to facilitate the organisation and administration of the event in question. If you have given your consent, your personal data may also be used to inform you about future activities, such as conferences, seminars and other events, as well as relevant news and developments within the university.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (commercial purposes)
- Art. 6(1)(b) – Necessary for the performance of a contract (transactional purposes)
Categories of data: Identification data, financial data or data necessary for the fulfilment of the purpose of the registration.
Sharing of data:
- Services provided by the University of Antwerp
- Event organisers can also generate lists of participants individually
Research purposes
All research projects at the University of Antwerp are subject to the general code of conduct for scientific integrity, which can be found here.
Personal data collected directly from the participant in the context of research
Researchers at the University of Antwerp process personal data for a wide range of research projects. This may also include sensitive personal data. In most cases, researchers will collect this personal data directly from participants via, for example, but not limited to, online questionnaires, paper forms, interviews and observations.
Legal basis: Depending on the type of research project and/or as communicated in the research project information leaflet or privacy statement
Categories of data: Depending on the type of research project and/or as communicated in the research project information leaflet or privacy statement
Sharing of data: Depending on the type of research project and/or as communicated in the research project information leaflet or privacy statement
Personal data already collected for research purposes (secondary use)
Researchers at the University of Antwerp may reuse personal data collected in the context of research for further processing that is compatible with the initial processing.
Legal basis:
- Article 5(1)(b) – Reuse is permitted provided it is compatible with the original purpose
- Article 5(1)(e) – Scientific or historical research data may be retained for longer
- Recital 50 of the GDPR – Re-use of data for research is permitted provided that
- There is a clear legal basis
- Appropriate safeguards are in place
- The requirements of Art. 89 of the GDPR are met
Categories of data: Depending on the type of research project
Sharing of data: Depending on the type of research project
Indirect collection of personal data in the context of research
Researchers at the University of Antwerp may process personal data for research purposes, for example by (re)using data from public authorities or other legal entities
Legal basis:
- Art. 6(1)(a) – Consent of the data subject (at the time of the original data collection)
- Art. 6(1)(c) – Legal obligation
- Art. 6(1)(e) – Task carried out in the public interest
Categories of data: Depending on the type of research project
Sharing of data: Depending on the type of research project
Archiving for cultural-historical reasons and/or in general interest
The University of Antwerp processes personal data for archiving purposes with a view to cultural-historical research. This involves the storage, management and provision of access to archival material relevant to documenting the functioning, history and social role of the university and its community. These processing activities are necessary to preserve the academic and cultural heritage and make it accessible for research and historical interpretation.
Archiving for cultural-historical reasons and/or in general interest
Personal data may be retained for longer periods in specific cases and for reasons relating to cultural history and the public interest.
Legal basis: statutory provision (Article 89 of the EU GDPR: safeguards and derogation relating to processing for archiving purposes in the public interest).
Categories of data: Depending on the source to be archived.
Sharing of data: Departments at the University of Antwerp.
Donations and gifts
The University of Antwerp processes personal data in connection with the management of gifts and donations. This includes recording, tracking and processing donations, maintaining relationships with donors, and providing information on how the funds received are spent and the impact they have. These processing activities are necessary for the transparent and careful management of fundraising and for supporting the university’s academic and social missions.
Processing of personal data when making a donation or gifting
The university processes donors’ personal data to manage donations and gifts, to maintain contact regarding donations, to express gratitude, and to provide information about projects and activities supported by the donation. In addition, the data may be used for reporting and statistical purposes relating to fundraising. There is also a legal obligation to issue a receipt.
Legal basis:
- Art. 6(1)(a) – Consent of the data subject
- Art. 6(1)(c) – Legal obligation
- Art. 6(1)(e) – Task carried out in the public interest
Categories of data: identification data, financial data, national registration number (legal obligation, published in the Belgian Official Gazette on 29/12/2023)
Sharing of data: Financial Services at the University of Antwerp
Storage period
The organisation never retains personal data for longer than is necessary for the purpose for which it was collected. Data relating to students, staff members, website visitors, third parties and research participants is retained only for the statutory period or for the period for which consent has been given. Additional information provided by data subjects themselves is retained only for as long as it is relevant to the relationship with the organisation. For specific processing activities, such as cookies, registrations or research, the retention periods clearly communicated in advance apply.
Rights of the person concerned
As a concerned party you have the right to see your personal data, as well as to request a correction, removal or limitation thereof.
> Do you wish to have access to your personal data? Please fill in this form.
As a concerned party you also have the right to transfer your personal data either to yourself or to a new controller, as far as it is technically possible. If you do want to do this, you must make this known in advance.
Withdrawal of given consent is always possible without this affecting the lawfulness of the processing of personal data as this is on the basis of the permission previously granted.
To exercise your rights as a concerned party, you can write to privacy@uantwerpen.be.
As a concerned party, you have the right to file a complaint with the Data Protection Authority (GBA).
Data breach
Did you notice a data breach concerning personal data managed by the University of Antwerp?