Like other academic institutions, the VUB processes personal data. The department Topsport en Studie is a central service of the VUB and is committed to protecting personal data and handling it with the utmost care in order to safeguard the privacy of those concerned. In this privacy statement you can read more about our guidelines for handling personal data, about questions and services you may request from us, and about our point of contact for further information regarding privacy and data protection at the VUB.
Which personal data is processed and why
Personal data Topsport en Studie processes
Topsport en Studie is responsible for processing significant amounts of personal data: not just from current student-athletes, but also from alumni student-athletes, candidate student- athletes, coaches, (dual) career practitioners, parents etc., as well as data that is required to perform academic research. We process this data either to fulfil the legal requirements necessary to provide education and perform research, or in order to improve our services as a central university department.
The purposes for which it is processed
- Providing education:
Keeping records on student-athletes’ personal, study and athletic background; registering study and athletic results; issuing student-athlete status; concluding contracts with student- athletes; formulating policy on dual career ‘elite sport and education’ matters; developing and writing policy and management reports; being able to provide advice, guidance, and counselling; settling disputes, etc.
- Performing academic research:
The researchers affiliated with Topsport en Studie gather, analyse, and manage significant quantities of data, necessary for the advancement of the scientific disciplines in Sport Science and Sport Psychology. Many of the activities carried out by researchers involve processing personal data.
- Strategy, business administration, policy and management
Keeping records on the financial affairs of Topsport en Studie, managing IT-systems, managing contacts and contracts with partners; ensuring the wellbeing of student-athletes, staff and visitors, being able to improve policy, organizational analysis, management, and dispute resolution etc.
- Valorisation, outreach, marketing and communication
Attracting prospective student-athletes; performing market research; concluding and fulfilling contracts with other educational institutions (e.g. university colleges); improving public and customer relations; improving marketing and branding of the VUB and Topsport en Studie; managing and improving our website, etc.
All these various types of data will be treated with the utmost care; none will be freely accessible. Employees of the VUB and persons acting on behalf of the VUB who work with such data will only be authorised to do so to the extent necessary for the performance of their duties. Additionally, the VUB is continuously committed to maintaining the proper technical and organizational safeguards with regard to information security and data protection.
Categories of personal data processed by Topsport en Studie
Because Topsport en Studie performs activities in all the areas listed, a lot of personal data is gathered and stored. In light of these activities, it is possible that Topsport en Studie processes the following categories of personal data:
- Place of Birth
- Telephone number
- Date of Birth
- Information regarding study background, study programme, and study performances
- Information regarding athletic background, athletic level, athletic performances and
- athletic programme
- Personal data about parents and coaches
- Information regarding user interaction (e.g. IP address, cookies, clicking behaviour,
- information from contact forms etc.)
- Images (photos and videos)
- Data gathered in the context of counseling sessions
- Data gathered in the context of improving our services
- Data gathered in the context of academic research
In principle, the personal data processed by Topsport en Studie has been disclosed to Topsport en Studie directly. However, it may also be the case that Topsport en Studie receives personal data from third parties. We often collaborate with universities, research centres, sport federations, high performance centres, and (international) organisations located abroad, both inside and outside the EU. Within the scope of such collaborative projects, it is possible for personal data to be disclosed to these third parties: naturally, this will always happen in compliance with all relevant privacy and data protection laws and regulations and Topsport en Studie will always strive for the shortest possible retention period of relevant data.
Provision of data to third parties
Topsport en Studie will not exchange personal data with third parties for financial gain. Personal data will only be transferred to a third party when there is a legal basis to do so (e.g. this is required by law, it is necessary for the fulfilment of a contract with the data subject, it is necessary for the legitimate interests of Topsport en Studie or a third party, or when the data subject has given his or her explicit, informed consent). There is a range of possible scenarios in which Topsport en Studie transfers personal data to a third party. For example, Topsport en Studie may ask the assistance of experts from other universities or sport governing bodies to take a seat in a selection committee for assigning student-athlete status, or Topsport en Studie may collaborate with fellow researchers from other institutions and may need to share or publish their research data. One can also consider the legal obligations that the Flemish authorities set with regard to rewarding university diploma’s: some of these obligations include sharing personal data of students and alumni with the education authorities – which means Topsport en Studie is legally obliged to share personal data with a third party (i.c. the Flemish authorities). Another option is (automated) online marketing in our efforts to improve our outreach to potential students and our alumni: in order to be as effective as possible, data from various online sources is used. This means all of us are continuously sharing personal data with platforms such as Facebook and Linkedin. Topsport en Studie can also instruct third parties to perform services for it, in which case Topsport en Studie will draw up an agreement in which it lays down the duties for the service provider with regard to the processing of personal data (a so-called "data processor agreement”). In this contract it is then stipulated that the third party will handle any disclosed personal data confidentially, carefully, and in compliance with privacy legislation.
Subjects’ rights with regard to their personal data
On May 25th 2018, the "General Data Protection Regulation" will take effect. The GDPR is a European regulation which grants individuals rights with respect to the way their personal data is handled and protected. Individuals may, for example - depending on the legal basis for the processing of their personal data and dependent on the fulfilment of certain conditions - exercise a right to:
- inquire as to what personal data is processed and, when the data is provided by Topsport en Studie to a third party, inquire into the source of this information; request the correction of data insofar as it is incorrect;
- Object to the processing of his or her data;
- Know of the existence of possible automated decision-making processes, and, when these are used to create profiles, inquire into the logic underlying these processes, the purposes they serve, and their consequences;
- ‘Be forgotten’ by an institution that has processed their personal data.
The competent national authority concerning privacy and data protection is the Commission for the Protection of Privacy (or CBPL: “Commissie voor de bescherming van de persoonlijke levenssfeer”). This is the authority that monitors privacy law compliance and where any individual can file a complaint regarding privacy and the processing of personal data. Further questions regarding the different rights and obligations in the field of privacy can be directed to VUB’s Data Protection Officer (DPO) via dpo[at]vub.be.