PRIVACY POLICY ENROLLMENT
PRIVACY POLICY
EXTENDED INFORMATION ON THE PROTECTION OF YOUR PERSONAL DATA
EXTENDED INFORMATION REGARDING THE PROTECTION OF YOUR PERSONAL DATA
Who is responsible for the processing of your data?
The data controller is Universidad Francisco de Vitoria (UFV).
Contact details: Universidad Francisco de Vitoria. Secretaría General. Ctra. M-515 Pozuelo-Majadahonda Km. 1,800; 28223, Pozuelo de Alarcón (Madrid). Contact details of the Data Protection Delegate: dpd@ufv.es
for what purposes will we process your personal data and with what legitimacy?
At UFV we will process your personal data with the following purposes and bases of legitimacy:
| Main purpose | Basis of legitimacy |
|
Enrollment in the undergraduate/postgraduate/doctorate/higher education program/degree or program of your interest, as well as the teaching and academic management necessary for the completion of the academic program. |
Compliance with a legal obligation. The processing carried out for the purpose of academic and teaching management, as well as those related to the academic record, is based on the Organic Law 2/2023, of March 22nd, of the University System.
In accordance with the autonomy of the university recognized in Article 27 of the Spanish Constitution and in the Organic Law 2/2023, of March 22, of the University System, as well as the criteria of transparency, objectivity, and fairness, the consent of the students shall not be required for the publication of the results of the tests related to the evaluation of their knowledge and skills, nor of the acts that are necessary for the proper performance and monitoring of such evaluation. Execution of a contract. The processing of data related to the organization of teaching activities, as well as other complementary services such as extracurricular, sports, or cultural activities, is based on the execution of the contract. Similarly, the processing of data related to parents or guardians is also based on the execution of the contract, where appropriate. |
| Other purposes | Basis of legitimacy |
| This is to inform you of educational, teaching, sports, cultural, extracurricular, scholarship, and volunteer activities that may be organized or in which the Universidad Francisco de Vitoria may collaborate. It is also to inform you of our intention to participate in quality surveys or research projects. Additionally, applications may be distributed via electronic channels, including but not limited to SMS, email, the student portal, and virtual classrooms. To this end, you will be registered in the various electronic bulletins issued by Universidad Francisco de Vitoria. | The contract will be executed in accordance with the previously mentioned terms. In accordance with the weighting carried out by the UFV and the guarantees provided, the entity’s legitimate interest is considered. |
| To keep parents and/or guardians informed about their child’s academic progress (grades, performance, etc.) in accordance with current legislation, to keep them informed of university activities, and to manage their enrollment properly (for example, by providing receipts). | The execution of a contract and compliance with a legal obligation attributable to UFV, as well as the legitimate interest of the parties involved, must be considered. |
| To preserve the physical integrity and health of its students, and therefore, in certain cases, the processing of health data may be required. In case of emergency or extreme need it may be necessary to contact someone in your family environment and your data may be additionally communicated to health authorities, emergencies and public or private health centers. | Vital interest of the person concerned in the event that it is impossible to give it by itself. |
| The university reserves the right to record, broadcast, and/or publish any and all content created by the individual on the university’s teaching platforms, including but not limited to CANVAS, BLACKBOARD, TEAMS, and ZOOM. The individual hereby assigns to the UFV, if applicable, any and all rights to any videos and images in which he/she may appear as a result of his/her participation in the university’s activities. This assignment is made in accordance with the provisions of Royal Legislative Decree 1/1996, of 12 April, approving the revised text of the Intellectual Property Law. The objective is to regularize, clarify, and harmonize the legal provisions in force on the matter and in Organic Law 1/1982, of 5 May, on the civil protection of the right to honor, personal and family privacy and self-image, for the transfer of its image and copyright to the UFV. Furthermore, the transfer of such images and the subsequent treatment of these images is granted express consent in accordance with the regulations in force in Spain. | The recording, retransmission, or publication of images in which you may appear due to your participation in university activities is contingent upon the execution of a contract when the recording, retransmission, or publication of your intervention, participation, or attendance was mandatory (such as in online classes, exams, or evaluation tests). If the activity is voluntary (such as a conference, seminar, or congress) and the recording of your image is not required as proof of your attendance, you consent to such recording, broadcasting, or publication of the image if you take a clear affirmative action, such as connecting your webcam and/or microphone in the case of online activities, or if you attend an in-person activity of the university where you notice that you are being recorded and stand in front of the cameras or intervene by asking a question or making a comment to the speakers. Should you be invited to participate in specific actions to promote the Universidad Francisco de Vitoria, you will be asked to provide documented consent if your image is of a relevant nature. |
For how long will we keep personal data?
Personal data will be processed for the following periods:
– Academic record: indefinitely. The interested party may always request certification of their studies and degrees obtained.
– Processing related to the execution of a contract: for the duration of their studies at the Universidad Francisco de Vitoria. Once the studies are finished, during the periods foreseen in the current regulations and during the period in which they may be required by a judge or Court. In the event that there are unpaid bills, while the Universidad Francisco de Vitoria can claim that debt.
– Treatments related to the consent of the interested party: during the period necessary for the intended purpose and as long as they do not revoke the consent given or does not oppose to the treatment carried out.
– Processing in connection with the legitimate interest of the data controller: for the period necessary for the intended purpose and for as long as you do not object to the processing carried out.
To which recipients will your data be disclosed?
Your data may be communicated to the Ministries or Departments of the Community of Madrid with competence in the matter, as well as other competent Public Administrations.
The data may also be shared with banks and financial institutions for the purpose of paying bills that are still outstanding, or with companies that the university has engaged to manage and take appropriate action regarding the collection of such receipts. It may also be shared with public or private entities to which students are sent for internships, volunteering, or part of their training, or with which the university jointly manages the training. Finally, it may be shared with parents or legal guardians when appropriate.
In the event of an emergency or extreme necessity, your health data may be shared with public or private health institutions, as well as with individuals within your family.
The Universidad Francisco de Vitoria has a number of providers of applications and computer support who may access personal data when executing this contract. The Universidad Francisco de Vitoria will always have a data access contract signed with the relevant providers in accordance with the requirements of Article 28 of the General Data Protection Regulation. This will provide sufficient guarantees in relation to the processing carried out by these providers. Some of the providers are based outside the European Union, so the Universidad Francisco de Vitoria requests additional guarantees in line with the international transfer provisions set out in the General Data Protection Regulation.
What are your rights in relation to data processing?
Any individual has the right to request information regarding the processing of their data, access their personal data, request the rectification of inaccurate data, or, when applicable, request the deletion of data that is no longer necessary for the purposes for which it was collected or when consent is withdrawn.
In certain cases, the interested party may request the limitation of the processing of their data. In such instances, we will only retain the data in accordance with the applicable regulations.
In certain cases, you may exercise your right to data portability. This will be provided in a structured, commonly used, or machine-readable format to you or the new data controller you designate.
You have the right to withdraw your consent at any time for any of the processing activities for which you have provided consent. To exercise your rights, please send the corresponding email to dpd@ufv.es or submit a written request, signed manually or electronically. If you are acting through a representative, in addition to submitting a written document signed manually or electronically, you must also provide proof of their accreditation.
The written submissions must be presented in person at the University Registry or send them by mail to the address listed in the “Responsible” section.
As a data subject, you have the right to contact our data protection officer regarding all matters relating to the processing of your personal data and the exercise of your rights under this Regulation. Additionally, you have the right to lodge a complaint with the competent supervisory authority in the event that you consider that the exercise of your rights has not been adequately addressed.
The maximum allowable resolution period is one month from the date of the request. In the event that the request is deemed to be particularly complex or if a high volume of requests is received, the resolution period may be extended by an additional two months.
Should any changes be made to your data (such as a change of address or email address), we kindly request that you inform us in writing so that we can ensure your data is kept up to date.