Who is responsible for processing the personal data of your registration and administrative procedures connected with it?

Pompeu Fabra University
Pl. de la Mercè, 10-12. 08002 Barcelona. Phone (+34) 93 542 20 00

You can contact the UPF data protection officer at [email protected].

For what purpose will we process the personal data of your registration and administrative procedures and for how long?

The data will be used for the basic purpose of performing students’ academic management. I.e., to perform all acts relating to the management of the transcript, to the degree certificate application, to the management of grants, to any corresponding study aid and exemptions and discounts; to manage mobility programmes, internships and the job bank; to issue the UPF card and to give access to the services of the University, including those that are offered virtually; to draw up the electoral register required to allow the students' participation in the relevant governing bodies; to carry out occupational and job placement studies, and other statistics and for archive uses. The data will also be processed to provide guidance and send information of interest to the students, based on their profile, about UPF activities that affect them and can contribute to their comprehensive training.

The data are kept perpetually to be able to certify the studies done at the University. Profiling data will be removed once two years have passed since the student’s last enrolment, or in cases of courses lasting less than one quarter, once a year has passed since the students’s last enrolment.

What is the legitimation for the processing of the personal data of your registration?

The University processes personal data to perform the students’ academic management in fulfilment of the mission of public interest set out in Organic Law 6/2001 of 21 December on universities; in particular, to perform the public service of higher education through research, teaching and study (Article 1). The University, in accordance with this law, teaches studies leading to official qualifications, but also its own qualifications, and offers specific lifelong education (Articles 2 and 34). Also, the University must provide guidance and information to students on their own activities affecting them (Article 46.2).

The data are processed within this mission of public interest and to enter into the contract, the registration that the student signs with the University. The management of allowances, grants and other study aid, the mobility programmes and the job bank is done at the request of the interested persons. Through legal duty, the data may be disclosed to third parties, according to the indications below. Also, data can be processed with the consent of the individual, as indicated in the following section.

To which recipients can personal data be disclosed?

Personal data will be processed by the UPF and by service providers of the information society through contracts that preserve privacy.

According to Article 42 of Law 1/2003 of 19 February, on the universities of Catalonia, the data are communicated to the University Entrance Office for the complete management of the procedure to allocate university places; data are also forwarded to the Social Security for students under 28, according to the Law of 17 July 1953, establishing compulsory student insurance.

In accordance with Article 45 of Organic Law 6/2001 of 21 December, on universities and Article 41 of Law 1/2003 of 19 February, on the universities of Catalonia and its implementing regulations, data are forwarded to the Ministry of Education and Vocational Training, the Department of Business and Enterprise, and the Agency for Management of University and Research Grants to manage discounts, exemptions, grants and other assistance with registration fees.

Data are also forwarded to banks for payment of the registration fee. 

In the case of doctoral programmes, in accordance with the regulations, data are communicated to the members of the doctoral thesis board and to other third parties in the thesis defense proceedings, and once it has been passed, to the Ministry of Education and Vocational Training; the thesis will be published in the open Access repository of the UPF (article 38 of Organic Law 6/2001 of 21 December, on universities, article 12 of Law 1/2003 of 19 February, on the universities of Catalonia and articles 13 and 14 of the Royal Decree 99/2011 of 28 January, which regulates official doctoral courses.

For compliance with the laws and regulations governing transparency and good governance (Catalan Law 19/2014 and Spanish State Law 19/2013), data may be disclosed on the Internet in cases of aid granted by the university itself.

Data may be transferred for the purposes of historical or scientific research or for statistical purposes, in accordance with Article 89 of the General Regulation on Data Protection; that is to say, provided there are adequate guarantees of the rights and freedoms of the interested parties and a cause of lawfulness provided for in Article 6 of said Regulation.

With the prior consent of the individual, data may be transferred to entities linked to UPF or that provide educational services (courses, scholarships, student benefits). Also with the prior consent of the individual, contact details may be transferred to other students with the same international mobility destination or data may be published to disseminate the studies and activities to the media and the Internet.

Finally, data may be transferred to other public administrations within the framework of administrative procedures pursuant to Article 28 of Law 39/2015 of the Common Administrative Procedure of the Public Administrations. In addition to these assignments, data will be yielded through legal duty.

Data may be communicated and transferred internationally to other higher education institutions with which UPF has signed an agreement for the performance of interuniversity studies or international mobility programmes, and to intervening third parties (representatives, agencies) at the request of the interested parties, and to service providers of the information society offering the appropriate guarantees, in accordance with Article 46 of the General Regulation on Data Protection, contracted by the University.

What are the rights of students in respect of their personal information?

You may access your data, request their rectification, deletion and in certain cases their portability; you may object to their processing and apply for their limitation by following the procedures described at www.upf.edu/web/proteccio-dades/drets. You can contact the UPF data protection officer ([email protected]) for any queries. If you believe that your rights have not been duly respected, you have the right to file a complaint with the Catalan Data Protection Authority. or in advance with the data protection officer.