Privacy statement Equality, Diversity & Inclusion (EDI)

Utrecht University (UU) is committed to look after the personal data of everyone who visits our website. The privacy rules from the General Data Protection Regulation (GDPR) are crucially important to us, as this legislation is in line with our objective to provide education and do research at the highest level, our ambitions for good employment practices and our guiding principle of sustainability.

In this privacy statement we inform you about the personal data we process as the EDI Office (Equality, Diversity and Inclusion), about the purposes for which we do this, about your privacy rights and about other matters that are important to you.

Who is responsible for processing my personal data?

In this case, the EDI Office processes your personal data to be able to offer training courses. You are not obliged to leave your personal data, but it is necessary if you want to join a course. UU is the controller within the meaning of the General Data Protection Regulation (GDPR) and is responsible for the processing of the personal data described in this privacy statement.

The UU is a legal entity under public law pursuant to Article 1.8 of the Higher Education and Scientific Research Act and is located at Heidelberglaan 8, (3584 CS) Utrecht. The UU has a legal obligation to process your personal data carefully. The UU believes it is essential that the personal data of its employees is treated and secured with the utmost care. The most important thing is that we strive to comply with the requirements of the GDPR in all cases.

For what purposes are my personal data processed?

Your personal data will only be processed for a specific purpose. These are as follows:

• To offer you training courses on Inclusion and social safety, Objective and inclusive recruitment and selection, and Inclusive Leadership;
• To keep track annually of how many employees have followed the training courses so that we can better match supply and demand;
• And if applicable, to be able to be appointed to the Appointment Advisory Committee (BAC). Following the training course ‘Objective and inclusive recruitment and selection’ is a requirement in order to be appointed as a member of the committee.

Which personal data are processed?

The following personal data will be collected for attending the training courses:

• First and last name;
• E-mail address;
• Faculty/department;
• Function; and
• The training course you applied for.

For how long will the UU keep my personal data?

The personal data will not be kept for longer than three years after participation in the training course. This is in the context of the appointment to the Appointment Advisory Committee (BAC).

What is the legal basis?

We only process your personal data if there is a basis for this. These are as follows:

• Offer training courses to UU employees: The basis for this is ‘legitimate interest’. The UU has an interest in offering employees training courses in the context of development and career opportunities. It is necessary to process the requested personal data in order to be able to offer the training courses. This is not possible without processing this. No more personal data is processed than is necessary for this.
• Keep an overview of participants of the training course ‘Objective and inclusive recruitment and selection’: The basis for this is ‘legitimate interest’. The names of UU employees who have completed the training course can be shared with HR advisors in the context of selecting members of the Appointment Advisory Committees. To be appointed as a member of the Appointment Advisory Committee, it is a requirement to have completed the training course ‘Objective and inclusive recruitment and selection’. The UU’s interest in this is to ensure that members of the Appointment Advisory Committee who have completed the training course have certain characteristics, qualities and skills. This is important for the proper performance of your duties as a member of the Appointment Advisory Committee (BAC). For this purpose, it is necessary to share the names of those involved with HR advisors in order to find out which employees have successfully completed the training course. No more personal data is processed than necessary.

With whom will my personal data be shared?

Your personal data will only be shared with training agency Human Centric to be able to offer you the training course.

Will my data be shared outside the EEA?

Your personal data will only be processed within the European Economic Area (EEA).

Automated decision making

No automated decisions are made in any way without any human intervention.

What rights under the GDPR do I have?

When processing your personal data, you have a number of rights, such as the right of access, the right to rectification, the right to restrict processing and the right to not be subject to a decision based solely on automated processing. You can also request to have your data deleted. However, this is only possible to the extent that UU can still meet its legal obligations. And finally, in some cases you have the right to have an entire set of data that we have about you transferred to another organization. This is called the right to portability. For more information about your GDPR rights, please refer to the general privacy statement for employees.

You can submit your request via the following form: Privacy request form (uu.nl).

Contact and complaint options

Do you have any specific questions or comments about our Privacy Statement based on this information? Please feel free to contact us. You can use the contact form on the website or send an e-mail to privacy@uu.nl. If you want to file a complaint, you can send an e-mail to our Data Protection Officer at fg@uu.nl. You also have the right to file a complaint with the Dutch Data Protection Authority about the use of your personal data. This can be done via the following link: https://www.autoriteitpersoonsgegevens.nl/een-tip-of-klacht-indienen-bij-de-ap.

This Privacy Statement was last changed on October 31th, 2023. The UU reserves the right to make changes to this Privacy Statement where necessary.