Who is responsible for the processing of personal data?

The person responsible for the processing of all data collected both through the application form for a place at the Colegio Mayor, in the video statement of reasons accompanying the application, the questionnaire of habits, the medical certificate, interviews, communications and any other communication of data that is carried out by the applicant, as well as the data generated, if any, as a result of admission to the Colegio Mayor and the provision of services associated with accommodation and the development of the training program of the Residence Halls is the Universidad Francisco de Vitoria Foundation (hereinafter, “UFV“).

The contact details of the UFV are as follows:

Postal address: Ctra. M-515 Pozuelo-Majadahonda Km. 1.800, 28223 Pozuelo de Alarcón, Madrid. 

E-mail address: dpd@ufv.es

Telephone: +34 91 709 14 00. 

How can the UFV Data Protection Delegate’s Office be contacted?

By sending a communication to the following contact e-mail address dpd@ufv.es dpd@ufv.es  

What is the origin or provenance of the personal data being processed?

The personal data being processed have been communicated to the UFV directly by the persons who have completed the application form for a place at the Francisco de Vitoria Residence Hall.

In addition, certain data of third party contact persons are obtained and processed by UFV after prior communication to the university by the applicant, his/her father, mother or guardian, who, prior to such communication, assume the obligation to inform the contact persons of the processing of their personal data for emergency and urgent contact purposes in accordance with the provisions of this privacy policy. 

Is it necessary to provide personal data?

The applicant voluntarily applies for admission to the Residence Halls, although the communication of data by the applicant as well as other third parties who communicate data to the UFV, such as joint responsible parties, fathers, mothers and guardians (hereinafter all identified as, “Interested Person/s“) to carry out the application for a place at the Francisco de Vitoria Residence Hall and, where appropriate, to provide accommodation and residence services, associated services and execution of the training program is a contractual requirement and therefore, the Interested Persons are obliged to provide the personal data being informed that, otherwise, the consequences foreseen in the Legal System will be applied, among them, the non-application of the pre-contractual measures (as assessment of the application for a place in the Francisco de Vitoria Residence Hall) and in its case, the termination of the contract. 

What personal data are processed?

The data of the Interested Persons that are subject to processing are the following: all the data collected through the application form for a place at the Francisco de Vitoria Residence Hall, the video of reasons that accompanies the application, the habits questionnaire, the medical certificate, the interviews, all the communications exchanged and any other communication of data that is carried out by the applicant, as well as, in case the housing contract is formalized, all the data that are generated during its execution, as a consequence of the housing service, development of the training program.

To which categories of Interested Persons does the processing of personal data refer?

The personal data processed by UFV belongs to the applicant for a place in the Francisco de Vitoria Residence Hall as well as to his/her father, mother, guardian, jointly and severally liable for the contractual obligations, as well as the collegiate persons and contact persons for emergencies and medical emergencies of the collegiate persons. We also process the data of persons who are not admitted or who do not formalize the pre-contractual admission process.

What is the legitimacy and purpose of the processing of personal data?

With legal basis in the application, of pre-contractual measures at the request of the person requesting accommodation by filling in the application form and sending it to the UFV together with the video explaining the reasons for requesting accommodation all personal data, both of the applicant and parents/guardians, jointly responsible and contact persons, are processed for the following purposes: analysis of the application for a place in the Francisco de Vitoria Residence Hall and the adequacy of the conditions and services of the Francisco de Vitoria Residence Hall to the needs of the applicant, as well as communicating the rejection or admission of your application.

Based on the legal basis of the applicant’s consent expressed through the communication of his/her data and health certificate, marking the corresponding box and signing this document, his/her health data are processed to verify whether the Francisco de Vitoria Residence Hall has adequate means to meet the assistance and food needs of the person concerned, including appropriate protocols for action in case of emergency; and if the applicant is admitted and becomes a member, to take into account such food and care needs, and if necessary, act in case of medical emergency, activate the aforementioned protocols and contact the designated persons (parents / guardians or emergency person) for the case of such health emergency. 

In any case, the legal basis for the processing of such health data shall be the protection of your vital interests in cases where you are not physically or legally able, to give your consent, in particular, in cases where a medical emergency occurs, providing first aid and contacting the designated persons (parents/guardians/third parties) for the case of such health emergency.

With legal basis in the development of the contractual relationship of accommodation and provision of associated services, the data of the resident (including those collected through any means for the assessment of the application) and where appropriate, those of parents / parents / guardians and contact persons for medical emergencies and emergencies will be processed for the administrative management and organization of accommodation in the Francisco de Vitoria Residence Hall, including: 

Administrative, fiscal and accounting management. 

Sending notifications and communications that correspond to the management of services and development of the contractual relationship. 

Collection of the accommodation and, if applicable, claim for non-payments or damages produced. 

Verification of compliance with the Coexistence Regulations of the Francisco de Vitoria Residence Hall, as well as, if applicable, notification of notices and warnings about events occurring in the Francisco de Vitoria Residence Hall contrary to the coexistence rules and application, if applicable, of the sanctioning regime for the case of the commission of faults to it, including the termination of the accommodation contract. 

Contact with the persons designated (parents/guardians/third parties) by the resident in case of medical emergency and emergency.

With legal basis in the contractual relationship will also be treated the data of the person who is responsible for the payment of the services provided to carry out the administrative, fiscal and accounting management, as well as collection and, where appropriate, claim for damages and non-payments, including sending the communications required for this purpose and to verify compliance with the Rules of Coexistence of the Francisco de Vitoria Residence Hall in terms of the obligations that may correspond as jointly and severally liable with the collegiate.

With legal basis in the development of the contractual relationship with the student, your data will be processed for the implementation of the training program of the Francisco de Vitoria Residence Hall with a reference trainer who will accompany you in your academic and personal development through mentoring and individual tutorials of a mandatory nature and within the framework of the program, to carry out the registration of the contact details of the resident person (email and/or WhatsApp phone) in the UFV newsletters for sending information and invitations to educational, teaching, sports, cultural, extracurricular, scholarship and volunteering activities that may be organized by the UFV and to inform, where appropriate, parents and/or guardians about the development of the training program, their academic activity and about their grades, progress, academic performance.

With legal basis in the satisfaction of legitimate interests pursued by UFV in terms of mission, vision and values as well as promotion, sustainability and transparency, the data of the student, in particular his/her image captured in events and conferences, will be processed for the publication of videos and images on the different websites of the University and social networks in which the image of the person concerned may appear in a general and incidental context as a result of his/her participation and/or attendance to the different activities of the university (such as classes, conferences and other events). In these cases, however, you may object to the processing of your image in photos and videos for the different University websites and social networks by requesting it through dpd@ufv.es

In addition, in the event that your participation in conferences or events has a special or particular prominence in the specific promotional activities of the UFV, you will be asked for your documented consent if your image has a relevant and not merely incidental character and in a general context.

Who are the recipients of personal data?

On the legal basis of the execution of the contractual relationship, personal data will be communicated to the following third parties:

The data of the person who is jointly and severally liable for the payment of the accommodation will be communicated to banks and financial institutions for the payment and/or claiming of the payment of receipts.

The personal data of the contact persons for emergencies and medical emergencies will be communicated to the authorities and institutions that, where appropriate, deal with emergency situations and medical emergencies.

The data of the student will be communicated to the parent/guardian to report the development of the training program of the student, the development of their academic activity, grades, progress, academic performance and occurrence of events and also to the jointly responsible in cases of breach of the rules of coexistence and damages. Likewise, the student’s data will be communicated to the contact persons for medical emergencies and emergencies, when any of these situations occur and to the authorities and institutions that take care of these situations.

Likewise, with legal basis in compliance with legal obligations, the personal data of the persons concerned may be communicated, where appropriate, to the competent Public Administrations for reasons of subject matter at their request, as well as for reasons of control, registration and inspection.

In addition, the personal data of the Interested Persons will be made available to third parties for the provision of services on behalf of the processing, following at all times the instructions of UFV and with sufficient guarantees of security and confidentiality.

Unless required by law, personal data are not subject to international transfers. 

How long will personal data be kept?

Personal data will be kept for as long as the legitimate purposes and bases of the processing are maintained and for the legal periods for the fulfillment of obligations and attention to possible liabilities.

What rights do the Interested Persons have?

The Interested Persons referred to in this policy may exercise their rights of access, rectification, erasure, objection, limitation of processing, portability and not to be subject to a decision based solely on automated processing, including profiling. In addition, it should be noted that, in particular, the data subject whose image is published in photos and videos for the different University websites and social networks may object to this processing by requesting it through dpd@ufv.es

. Likewise, the data subject may withdraw the consent given to the processing without affecting the lawfulness of the processing based on the consent prior to its withdrawal with respect to all those authorized and consented processing by ticking the box on this form.

In order to exercise these rights, the Interested Parties may send a letter to UFV indicating the right being exercised to any of the following addresses:

Postal address: Ctra. M-515 Pozuelo-Majadahonda Km. 1.800, 28223 Pozuelo de Alarcón, Madrid. 

Electronic address: dpd@ufv.es

In addition, in particular, Interested Persons who receive communications related to the activities of the UFV through WhatsApp and/or email, may request to unsubscribe or stop receiving them by sending their request to the sender.

Interested Persons have the right to file a complaint with the Supervisory Authority Spanish Data Protection Agency, C/ Jorge Juan, 6, 28001 Madrid, www.aepd.es, telephone: 900 293 183, in particular, when they consider that the exercise of any of their rights has not been satisfied. 

Prior to any claim and on a voluntary basis, the Interested Parties may contact the UFV Data Protection Delegate’s Office at the following e-mail address: dpd@ufv.es

Updating of this policy 

UFV reserves the right to modify this Policy unilaterally, in whole or in part, in order to adapt it to new legislation, jurisprudential criteria, good practices in the sector, or changes in the processing of data, recommending that interested parties access the policy and read it periodically and in any case, and must do so each time they provide their personal data related to or in the context of the activities of the Francisco de Vitoria Residence Hall, and in any case may send any doubts to UFV at dpd@ufv.es