1. Which data are collected?
When applying for a job at KU Leuven, applicants have to provide the following information: first name, surname, e-mail address, mobile phone number, date of birth, nationality, preferred language of communication, gender, cover letter, CV, and any other supporting documents specifically requested in the job posting.
When applying for a senior academic staff (ZAP) position, applicants have to provide the following information: first name, surname, nationality, date of birth, country of birth, place of birth, marital status, preferred language of communication, gender, address details, email address, mobile phone number, education and qualifications, work experience and periods of unemployment, biographical note, CV, overview of 5 most important publications, and any other supporting documents specifically requested in the job posting.
2. For what purpose are the data collected and on what basis?
The personal data you provide will be processed for recruitment and selection purposes. The data are collected pursuant to Article 6, 1, b GDPR, which states that the processing is necessary for the performance of a contract or in order to take measures at the request of the data subject prior to the conclusion of a contract. In this case, the personal data are being processed in the context of an application for a specific job vacancy.
3. Retention period
Personal data are kept for no longer than necessary. This necessity must be weighed against legal obligations, the terms imposed by the Government Commissioner, the stated purpose of data processing, and the rights and freedoms of the data subject.
4. Access to applicants’ personal data
Various people in the HR Department as well as members of the selection committee and other relevant bodies have access to applicants’ personal data. If an applicant experiences any technical difficulties during the application process, technical support will be offered by KU Leuven's IT experts, who can then also access the application file.
The details of applicants for a ZAP position will also be shared with the committee responsible for selection and with other relevant bodies.
5. Sharing personal data with third parties
Personal data may be shared with third parties in the following cases:
Use of psychotechnical tests, which will require the following information to be registered: surname, first name, email address, language, nationality, and date of birth.
Use of an assessment centre, which will require the following personal data to be shared with an external partner for the purposes of inviting applicants: surname, first name, e-mail address, CV and cover letter, and telephone number in some cases.
If the application is reviewed by the Government Commissioner, the following data will need to be shared: first name, surname, assessment of candidate.
In none of these cases will personal data be shared outside the EU.
If the candidate is applying for a ZAP vacancy, external members are also added to the advisory committee. If any of these external members are located outside the EU, personal data may be shared outside the EU.
6. Rights of data subjects
In the automated email confirming receipt of his/her application, the applicant will be referred to KU Leuven’s privacy notice. In addition, any applicant who requests this has the right to be informed about the processing of their personal data. If the applicant believes that the data held about him/her by KU Leuven are inaccurate or incomplete, he/she has the right to have these data rectified or completed free of charge.
The data subject has the right to request KU Leuven to erase their personal data in the following cases:
the personal data are no longer necessary for the purposes for which they were collected or processed;
the data subject objects to the processing, and there are no overriding legitimate grounds for the processing;
the personal data have been processed unlawfully.
However, the right to erasure does not apply if the retention is necessary to comply with a legal obligation or is deemed important for the protection of legitimate interests. If the personal data have been processed to ensure they cannot be traced back to a specific individual, they can be stored anonymously.
You can exercise these rights by filling in the application form.
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9. Types of cookies and their purposes
We use the following types of cookies:
Functional cookies: these allow us to make the website work better and make it more user-friendly for visitors. For example: we store your login details or what you put in your shopping basket. Anonymous analytical cookies: these ensure that each time you visit a website an anonymous cookie is generated. These cookies know whether you have visited the site before or not. Only on the first visit, a cookie is generated; on subsequent visits, the already existing cookie is used. This cookie is for statistical purposes only. Thus, the following data can be collected with it:
the number of unique visitors
how often users visit the site
which pages users view
how long users view a certain page
at which page visitors leave the site
Analytical cookies: these ensure that each time you visit a website a cookie is generated. These cookies know whether you have visited the site before or not. Only on the first visit, a cookie is generated; on subsequent visits, the already existing cookie is used. This cookie is for statistical purposes only. It allows the following data to be collected, such as:
which pages you have viewed
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at which page you left the site
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10. Your rights regarding your data
You have the right to access, rectify, restrict and delete personal data. You also have the right to object to the processing of personal data and the right to data portability. You can exercise these rights by sending us an e-mail at email@example.com. To prevent misuse we may ask you to provide adequate identification. When it comes to access to personal data linked to a cookie, we ask you to send a copy of the cookie in question. You can find this in the settings of your browser.
11. Blocking and deleting cookies
You can easily block and delete cookies yourself at any time via your Internet browser. You can also set your Internet browser to notify you when a cookie is placed. You can also indicate that certain cookies may not be placed. Check the help function of your browser for this option. If you delete cookies in your browser, this may affect the enjoyment of this website.
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12. New developments and unforeseen cookies
The texts of our website can be modified at any time due to ongoing developments. This also applies to our cookie statement. Therefore, please review this statement regularly to be aware of any changes.
It is also possible that through our websites cookies are placed by others, of which we are not always aware. Have you come across unforeseen cookies on our website that you cannot find in our overview? Please let us know at firstname.lastname@example.org. You can also contact the third party directly and ask what cookies they place, the reason for this, the lifespan of the cookie and in what way they have guaranteed your privacy.
13. Closing remarks
We will need to update these statements from time to time, such as when we update our website or change the rules around cookies. You can consult this web page for the latest version.
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