Which personal data are processed?

Your user data will be processed by Ghent University, as the data controller, on the basis of your permission within the digital environment of the 'UGent Deelt' sharing platform. This in accordance with the applicable General Data Protection Regulation (GDPR) and the generic code of conduct for the processing of personal data at Ghent University.

With your permission, your Ghent University email address will be added to the sharing platform and an account will be created. If you wish so, you can add additional data to your account via the 'my profile' page on the sharing platform.

The information you provide to us via the sharing platform is only used within the platform, to assure good performance the latter. 

Of your (additional) personal data, which you provide on the sharing platform itself via your profile page, only your email address, username and city are visible to other users.

All other data, such as street and house number, telephone number, alternative email address and account number, are only shared with users with whom you as a buyer or seller enter into transactions. This data facilitates the communication and transfer of the items during transactions. You can also choose not to release any further data. In that case, you will have to choose which information you provide per transaction by means of personal communication with the counterparty.

Data concerning transactions initiated on the sharing platform are kept in accordance with the legal provisions regarding the retention period of (financial) transaction data, i.e. seven years.

This data is only used in the event of improper use of the platform as described in the terms of use.

This sharing platform was developed by Cronos NV commissioned by Ghent University and built upon the Sharetribe platform backend. Your data is only shared with our trusted partner on a need-to-know basis. This happens only when necessary to process such data in order to provide the services offered by the sharing platform. Confidentiality is assured by means of a strict data processing agreement (DPA). This agreement ensures appropriate technical and organisational safeguards for access to your personal data. Sharetribe's privacy policy can be found on https://www.sharetribe.com/privacy-policy/.

None of the data is shared with other third parties.

Your rights as user concerning personal data

When we collect and use your personal data, you enjoy a number of rights that you can exercise as described below. Please note that if you wish to exercise a right, we will ask you for a proof of identity. We do this to avoid a personal data breach, for example, because an unauthorized person acts as you and exercises a right in your name.

a. You have the right to access your personal data, which means that you can ask us to provide you with information about the personal data we hold about you. You can also request a copy of your personal data. Please note that you must indicate for which processing activities you wish to have access to your personal data.

b. You have the right to request that we correct your personal data if you can demonstrate that the personal data we process about you is incorrect, incomplete or out of date. Please indicate in which context we use your personal data, so that we can assess your request quickly and accurately.

c. As we have requested and obtained your consent to collect and use your personal data, you always have the right to withdraw this previously given consent. This withdrawal will not affect the lawfulness of the data processing, based on consent before its withdrawal.

d. You can request that we delete your personal data if it is no longer needed for the purposes for which we collected it, if it was unlawful to collect it if was unlawful to collect it or if you have successfully exercised your right to withdraw your consent or your right to object to the processing of your personal data. If any of these circumstances apply, we will delete your personal data immediately, unless legal obligations or administrative or court orders prohibit us from deleting your personal data.

e. You can ask us to restrict the processing of your personal data in the following circumstances:

• while we assess your request to correct your personal data;
• if such processing was unlawful, but you prefer a restriction to a deletion;
• if we no longer need your personal data, but you need it for the establishment, exercise or defense of legal claims.

Cookies

The sharing platform uses cookies to improve your surfing and user experience.

Cookies are small text files that are stored locally on your computer. These cookies serve many purposes: remembering settings such as login details or language choices, collecting information and keeping track of users' visiting behavior.

The cookies we use are safe: they do not have access to personal information on your computer and cannot damage or infect it with viruses. Only the optional cookies for statistical use transmit your IP address and the type of device you are using to us.

The information we collect through cookies helps us to identify any errors. It also allows you to enjoy specific services and are needed to optimize the functioning of the sharing platform.

Which cookies does the website use?

Registering as a Ghent University user (necessary and functional)

When logging in to the sharing platform, a temporary cookie is used. With the help of this cookie, you are recognized as a logged in user during the duration of your visit to the website. Therefore, you do not have to log in each time you go to a different page. This cookie is deleted at the end of the session.

Statistical cookies (optional)

We analyze the user statistics of our website via Google Analytics. If you give us permission to do so, a number of cookies will be loaded when you visit the site. The statistical results obtained through these cookies allow us to improve the structure, navigation and content of our online services and doing so create a user-friendly platform.

How can you manage your cookies?

We use cookies to enable, improve or facilitate your visit to our website. We therefore recommend that you keep cookies enabled in your browser.

We want to give you as much control as possible over the use of cookies related to our services. That is why you can manage the use of cookies, both via our online services on the sharing platform as well as via your browser.

You can permanently or temporarily disable the optional cookies via the 'cookies' link at the bottom of the footer of the sharing platform.

The way in which you can adjust the browser settings differs per browser. Consult the help function of your browser if necessary. There you will also find how you can delete previously placed cookies.

Legal context

For more general and legal information, we refer you to the responsible federal government agency (in dutch).

Contact information

For further questions about the various rights and obligations in the field of privacy or with regard to cookies, or if you believe that your personal data is wrongly and/or incorrectly processed by Ghent University, you can contact the Data Protection Officer  of Ghent University via privacy@ugent.be.

For other questions regarding the sharing platform, you can contact us via deelplatform@ugent.be.

This is a translation of the original privacy declaration. In case of discrepancies or doubts about the interpretation of this text, the original Dutch version prevails.