We are happy that you are considering Ventspils University of Applied Sciences (further in the text – University). As of May 2018, with the entry into application of the General Data Protection Regulation, there is one set of data protection rules for all companies, including universities operating in the EU, wherever they are based. The University processes a large amount of personal data, and we take data privacy very seriously. Before you make your application for studies at our university we want you to acquaint yourself with which data you will need to provide, what we do with it, how long we keep it, who has access to it and how we protect your data and give your consent to the processing of personal data.
Which data do we collect and process?
Upon registration for Erasmus+ studies and/or traineeship at our university, you will have to provide the following information:
- Personal details – first and last name (as in passport), gender, date and place of birth, nationality;
- Contact details – current living country and home address, e-mail address, mobile phone number;
- Language skills – mother tongue and English proficiency level;
- Study information – home university, field of studies, study years completed, full name and e-mail address of contact person at sending institution;
- Documents – photo, Transcript of Records, Learning Agreement;
- Additional data (like a passport copy) may be required after the initial admission process in order to proceed with the migration matters for entering Latvia.
What do we do with your data?
University collects and processes your personal information to:
- Identify your person;
- Assess the suitability of your education with the chosen study subjects;
- Facilitate communication with you or the university who acts on your behalf;
- Include your data into our database for further managing of your application process, (like tracking the progress of the application process);
- Perform data analytics, including analysis of our applicant pool in order to better understand who is applying to our university and how to attract motivated students in the future;
- Perform in compliance with the Latvia legislation system any legally required reporting;
- Shred and/or electronically delete documents containing personal data.
Who has access to your data and to whom is it disclosed?
Access to your data is provided to authorised staff of the University (besides the University admission officer) according to the “need to know” principle. The other authorised staff may include your potential future faculty (secretary, dean, programme director), IT support, Marketing department (for advertising purposes and future promotions of the university in mass and social media), Accounting department, Study department, personnel in HR, student library and student hotel administration;
Furthermore, depending on the country you are from the access to your data is provided to the respective Latvian government institutions for acquisition of Student visa in accordance with the procedure laid down in the laws and regulations of the Republic of Latvia;
The information we collect will not be given to any other third party, except to the extent and for the purpose we may be required to do so by law.
How long do we keep your data?
In case the application for studies is accepted, the data is kept for the whole period of studies and/or traineeship and for two years after the completion of studies;
In case the application is turned down or it is cancelled by the student/university, the data is immediately erased;
In case the application for Erasmus+ studies and/or traineeship is accepted, but visa is not issued/denied, the data is immediately erased.
How is your data protected?
University IT support employs and makes sure organizational, technical, and physical security measure in order to protect your data from loss or misuse in compliance with the General Data Protection Regulation (GDPR) (EU) 2016/679.
The processing is lawful because:
- Your data are processed only after you have accepted the provisions of this privacy statement, published on the web-portal of the application form (Article 5(d) of the GDPR);
- It is necessary in order to take steps at the request of the data subject prior to entering into a contract if successful, namely a study agreement (Article 5(c) of the GDPR).
Once you become our Erasmus+ student and/or trainee, you will be provided your own statement setting out how the University will use, share and disclose your personal information while you are a student here;
All applicants can always opt in or out of being visible to University, but choosing to opt out would also mean terminating your application for studies/study process at our university;
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