Privacy policy

You can access most of the information without you having to provide any personal information. In some cases, however, you will be asked for personal data.

Certain personal data, such as cookies, is used to develop user statistics and to improve the security of our websites. You can read our policy on cookies here.

Legal basis: consent (cookies) and required for the delivery of the requested service.

UAntwerp processes the personal data of potential students that is entered voluntarily into the platforms available on the UAntwerp website. The consent given by each potential student covers the purposes for which UAntwerp processes this personal data, such as providing the information requested or registering the student for an event or information session.  UAntwerp has appropriate data processing agreements with the platforms concerned.

Legal basis: consent - necessary for providing the service requested.

Universiteit Antwerpen collects your personal data received by your host university on the occasion of your study application for one of the academic studies offered at our university.  These personal data are name, sex, e-mail address, date of birth, nationality and field of study. These personal data are used for registration purposes in our student database called SISA and for the handover of a student card.  Universiteit Antwerpen also processes personal data received by you, such as place of birth, home address, emergency contact information, study results (transcript of records) and language skills (language certificate)  in order to look at your foreknowledge. We furthermore ask you to provide us with a copy of your ID as well as an ID-picture.  Students applying for an academic study offered at our Faculty of Design Sciences are asked to provide us with their portfolio.

We retain your personal data as long as necessary for your study at our university and in view of informing you on your request on study results and certificates later on.

Your personal data are only shared with the concerned faculty offering the study you applied for and the administration office responsible for student administration.  As for medicine students and students of health sciences some personal data are shared with the university hospital of Antwerp (“UZA”) insofar this is required for internship purposes.  We share information regarding your study results obtained at our university and reports regarding your internship performed at our university and as the case may be, in collaboration with the university hospital, with your host university.

For study applications at the host institution the Universiteit Antwerpen shares certain personal data of you with the host institution such as name, sex, e-mail address, date of birth, nationality and study field.  

You provide the host institution directly with some of your personal data on their request such as study results (transcript of records) and language certificate(s) stating your language skills.   This allows the host institution to look at your foreknowledge.  

The host institution will inform you on the purpose of their personal data processing as well as on the retention period.  For your privacy rights as data subject, such as right of access to your personal data, to rectification of your personal data, to erasure of your personal data and to restriction of processing of your personal data: please contact the host institution.

The host institution will inform our university on your study results at the host institution and , as the case may be, on your performed internship.

We retain your personal data for your study abroad offered within the Erasmus Program and the Erasmus Belgica Program during a period of 6 years based on a legal obligation to do so.   For other studies abroad, whether or not  related to a financing program we retain your personal data for a similar period.

We share your personal data , such as the study abroad and the achieved study results at the host institution with our financers, such as the national agency EPOS and the European Commission for Erasmus related studies abroad.  Following date are shared: name, sex, country and university/institution of destination.  For studies abroad related to the  Erasmus Belgica program we only share your personal data with EPOS. Following data are shared with EPOS: name, sex, nationality, date of birth, e-mail, address, university/ institution of destination and scholarship amount.   For non program related mobility outside Europe  you are entitled to apply for financing through the Flemish Authorities.  In this event the Universiteit Antwerpen will ask for a Curriculum Vitae, a transcript of records, a copy of an ID card and a copy of the most recent declaration form of taxes filled out by both parents. The University shall share personal data of you with the Flemish Authorities (VLUHR) on their request for said financing applications.  The following data are shared: national insurance number, name and study you applied for abroad.

Providing personal data at pre-enrolment

By providing your personal data, you give consent to the University of Antwerp to process this personal data. This personal data provided at pre-enrolment will be used during the official enrolment and when signing the study contract.

Legal basis: preparation of contractual relationship

Providing personal data through the online registration module

By providing your personal data at the time of official enrolment, you give your consent to the University of Antwerp to process this personal data.

The University of Antwerp will also ask for your permission to use this data in the study contract in order to improve the entry, transfer and post-study paths of all students. Here, the university wants to analyse whether its student population reflects the society’s diversity. This can only be done if students agree to make their personal data available. The demographic information you make available is used for further statistical analysis and always anonymously.

The university can also use your data to invite you to or inform you about activities that can improve your education and career opportunities.

The university is also legally bound to automatically transfer the personal data of students to the Higher Education Database (DHO).

After enrolment, you can review your consent and personal details via your SisA self-service account and where necessary make changes to this data. You can also withdraw your permission to use this data. For this, you need to contact the head of the Education Administration Office.

Study data is shared with secondary schools only if the student has given permission for this via the SisA self-service.

Legal basis: contractual basis - necessary for the provision of the degree programme where the student wishes to enrol in, and with regard to information from the university to the students, the university’s legitimate interest in promoting educational and career opportunities. 

Providing personal data when enrolling for a PhD programme

Personal data of PhD students

When you enrol for a PhD and/or when you start as a researcher at the University of Antwerp (since 1990), your information will be included in ECOOM-Ghent's HRR database (Human Resources in Research Flanders).

Legal basis: required for the PhD administration and legal basis for transfer to ECOOM Ghent (Decree of 4 July 2008)

The personal and degree information of graduates is used by the university’s Alumni Office and the faculty alumni associations in their operations.
As an alumnus you can register on the Alumni Community and create an account.  You can view, delete or restrict your personal data through this online account.  If you wish to withdraw your consent for data use or if you wish to transfer your personal data to yourself or to a new processing entity, you can write to alumni@uantwerpen.be.

The flow of personal data from SiSA has as its legal basis the legitimate interest. After all, good alumni cooperation is important for the tasks of the University of Antwerp. Privacy is guaranteed by the way we as a university process these data.

External parties do not receive access to the Alumni Community.

Legal basis: Permission at registration of Alumni Community & legitimate interest when data flows from SiSA.

The personal data provided by you in a job application is processed by the University of Antwerp for recruitment and selection purposes. Personnel data provided upon commencement of employment is processed for personnel administration and career path purposes.

For payroll administration of its own staff, the University of Antwerp works with SD Worx as a processor of personal data for the purposes of payroll administration.

For administration of sick leave, the University of Antwerp works with Securex as a processor of personal data for the purposes of administration of absenteeism.

The University of Antwerp processes the personal data of all its employees for information purposes regarding university matters in the broadest sense.  As a member of staff, you have the opportunity to unsubscribe (opt out) from every information communication.

Legal basis: required to execute contractual agreements.  Legitimate interest in terms of information provision to own staff.

In the context of well-being at work, the University of Antwerp works with an external prevention advisor (currently Mensura), who, in its capacity as a shared controller, complies with all the provisions of the applicable privacy regulations in the partial autonomous processing of personal data.  The privacy policy of our current external advisor can be found on www.mensura.be/nl/privacy-beleid.  In the context of well-being at work, identity data and data concerning the health (physical and psychological) of staff members (contractual, statutory, integration framework), interns, volunteers, students (with functional impairment, pregnant), student workers and PhD students with funding (irrespective of the source of funding) ) is partly processed in collaboration with Mensura (psychosocial well-being), partly by the University of Antwerp (psychosocial well-being) and partly autonomous (occupational medicine) by Mensura. 

Legal basis: to implement a statutory provision (Codex Well-being at Work).

The University of Antwerp processes the personal data provided by co-contractors for the execution of contractual agreements (legal basis). This covers personal data on suppliers, service providers, contractors and other third parties (those who make use of the University of Antwerp’s services).

The University of Antwerp processes a large amount of personal data when researchers carry out scientific studies (academic staff and/or students).  To this end, the University of Antwerp refers to the Code of Conduct which it has drawn up for its researchers as a guideline for any research where personal data is collected (separate link to be added).

Legal basis: permission.

To facilitate events, the University of Antwerp processes the personal data provided during registration. Following an event registration, your personal data can be used, with your permission, for further information on current developments, conferences, seminars and other events.

Legal basis: contractual agreement - consent

Personal data may be retained for longer in specific cases for reasons of cultural history and for general interest.

Legal basis: Statutory provision (Article 89 EU-GDPR: safeguards and derogations relating to processing for archiving purposes in the public interest).