who is responsible for the processing of personal data?

The person responsible for the processing of all data collected during the entire process carried out from the application for admission to the Hall of Residence until its resolution by discharge or, if applicable, withdrawal or rejection of the application for acceptance for whatever reason is the Universidad Francisco de Vitoria Foundation (“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: +34 917 091 400.

 

How can I contact the Office of the UFV Data Protection Delegate?

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

 

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

The personal data subject to processing are communicated to the UFV:

On the one hand, directly by the interested persons who initiate the admission and registration process at the Francisco de Vitoria Hall of Residence by filling out the Application for Admission to the Francisco de Vitoria Hall of Residence, the questionnaire of motivation for university and college life, completing the personal interview, completing all phases of the process, filling out the Application Form for Registration at the Francisco de Vitoria Hall of Residence.

In addition, certain data of third party contact persons are obtained and processed by the UFV upon communication to the university by the person concerned at any time during the admission and registration process at the Francisco de Vitoria Hall of Residence when completing the aforementioned forms or communicating the data through other means (for example, data of their father, mother or guardian or contact persons). In these cases, the person who provides third party data is advised that, prior to such communication, he/she assumes the obligation to inform the third party contact persons of the communication of their data to UFV, as well as of the processing of their personal data in accordance with the present privacy policy accessible at https://www.ufv.es/politica-de-privacidad-colegiomayor/.

Hereinafter all of them are identified when we refer to them jointly as “Interested Persons”.

 

Is it necessary to provide personal data?

The application and registration in the Francisco de Vitoria Hall of Residence is a process that is initiated voluntarily by the persons who are interested in this Hall of Residence, therefore, the communication of data to the Francisco de Vitoria Hall of Residence is done under their consent.

However, when the interested person completes the admission process satisfactorily, he/she must complete the Registration Application form and accept the fees and rules of coexistence, being at this moment the communication of personal data a legal and contractual requirement, necessary to complete the process and contract the place in the Francisco de Vitoria Hall of Residence, being the interested person obliged to provide the personal data that in the Registration Application form itself are indicated as obligatory. Otherwise, the registration process at the Francisco de Vitoria Hall of Residence cannot be completed.

 

What personal data is processed?

The personal data that are subject to processing are the following:

During the admission process and provided that the legitimate bases for processing concur, the following personal data are subject to processing: all data collected through the application form for admission to the Francisco de Vitoria Hall of Residence identification and contact, academic (degree or career in which has been admitted to the UFV and course that will study in the academic year), motivation questionnaire to university and college life (academic data, habits, hobbies, attitudes, expectations), the interview (including information about their studies and other aspects that the person concerned decides to share voluntarily as personal convictions, beliefs or information about their health as well as any statement made by the person concerned, the interviewer’s observations and the result of the interview), all communications exchanged, documentation provided by the person concerned (such as certificates, photo and any other documentation), any other communication of data carried out by the person concerned and the result of the admission process with the discharge or not, in the Francisco de Vitoria Hall of Residence.

During the registration process and provided that the legitimate bases for processing are met, the following personal data are processed: identification and contact data, academic data (degree or career in which the person concerned has been admitted and course that will be studied in the academic year), economic data for the payment of the Hall of Residence (rates, payment preference and current account for direct debit), room preference (single or single room adapted for people with reduced mobility), health data (known allergies, food intolerances, chronic medical treatments or relevant medication), data of the contact person for emergencies, and data derived from the development of the training program of the Hall of Residence.

Likewise, if authorized, the data collected during the aforementioned admission process will also be processed.

Likewise, the data derived from the execution of the contractual relationship, as well as the application and fulfillment of the contractual conditions of coexistence in the Francisco de Vitoria Hall of Residence and the development of the training program will also be part of the treatment.

 

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

The personal data processed by UFV belong to different categories of Interested Persons:

• The persons applying for a place at the Francisco de Vitoria Hall of Residence who begin the admission process.
• The persons who complete the admission process without being admitted or who withdraw from the procedure.
• The people who are admitted and formalize the registration in the Hall of Residence and become members.
• The contact persons of whom any of the above mentioned people communicate their data to the Francisco de Vitoria Hall of Residence in any part of the process, such as, for example, father, mother, guardian, responsible for the payment of the Hall of Residence, and contact persons for emergencies.

 

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

During the admission phase, on the legal basis of the consent of the person concerned (expressed by communicating their data and expressly ticking the appropriate boxes on the admission application forms, motivation questionnaire for university and college life, interview and consent given for the processing of special categories of data in accordance with Article 9.2.a) of the RGPD) the personal data are processed for the following purposes:

• To initiate the admission process.
• To verify the degree, career and academic year.
• To carry out the necessary communications to develop such process through the email and phone number indicated,
• To know the motivation in the application at the Francisco de Vitoria Hall of Residence.
• To arrange a personal interview.
• To carry out a personal and educational/academic profile of the interested person on the basis of the information communicated in the motivation questionnaire before university and college life and the interview, related to their studies, aptitudes, motivations, expectations and other aspects that the interested person decides to share voluntarily under their consent (such as personal convictions, beliefs or information about their health), all of this information will be used to develop a personal profile of the interested person, beliefs or information about their health), all with the aim of assessing whether the educational and coexistence project of the Francisco de Vitoria Hall of Residence is suitable for the person concerned, assessing their candidacy and, if necessary, adopting a decision to continue with the admission process or discard the candidacy.

Likewise, based on the consent of the person concerned (expressed by expressly ticking the authorization box for the sending of other accommodation alternatives covered by an agreement with the UFV, the data of the person concerned who does not complete the admission process or is not admitted are processed:

• To send him/her information on accommodation alternatives in accordance with the agreements signed by the UFV with third parties.

On the legal basis of the application of pre-contractual measures at the request of the interested person applying for admission to the Francisco de Vitoria Hall of Residence, in case of passing this process, your data are processed:

• To send you all the necessary documentation to complete the registration process, including the completion of the registration form.

During the registration phase, with legal basis in the consent (expressed through the communication of your data and express marking of the corresponding boxes through the registration form and consent given for the processing of special categories of data in accordance with Article 9.2.a) of the RGPD) personal data are processed for the following purposes:

• To meet the preference of single room and / or for people with reduced mobility.
• To adapt the menus of the Hall of Residence to the needs of the student and to ensure the safety and well-being of the student during their stay, as well as to prevent or act in case of health emergencies depending on their allergies, food intolerances and chronic medical treatments or relevant medication required.
• To inform your contact person of emergencies and other serious situations that may affect the health, personal safety or coexistence of the student, which also includes the processing of personal data of the contact person for this purpose.
• To know the relationship between the student and the holder of the current account for direct debit of payments of the Hall of Residence.

To incorporate the information and data collected in the Admission Process into the student’s file and to maintain and work on the personal and educational profile of the person concerned for the development of his/her training program at the Hall of Residence.

With legal basis in the development of the contractual relationship and compliance with legal obligations, the student’s data are processed to execute the contract with the Francisco de Vitoria Hall of Residence, including:

• Administrative, fiscal and accounting management.
• Sending notifications and communications related to the contractual relationship.
• Sending notices of receipts and, where appropriate, claim for non-payment, or damage caused, which includes for the same purpose, the processing of the data of the holder of the current account that is responsible for the payment of the Hall of Residence.
• Verification of compliance with the rules of coexistence of the Hall of Residence.
• Notification of notices and warnings about events occurring in the Hall of Residence contrary to the rules of coexistence and application, where appropriate when appropriate, the penalty system for the case of the commission of faults to it, including the termination of the contract.
• Exercise of actions for the demand of contractual responsibility derived from the breach of the contractual conditions of the Hall of Residence, including the Coexistence Regulations of the Hall of Residence.
• Development of the student’s academic and personal training program and sending of communications related to school life and institutional activities of the Hall of Residence and the university, via email, whatsapp and sms

Legally based on the satisfaction of legitimate interests pursued by the UFV and its Hall of Residence related to the mission, vision and values, as well as promotion, sustainability and transparency of its activities:

• The image of the collegiate may be published in videos and photos on the different web pages of the University and social networks of the UFV in a general and accessory context as a result of their participation and/or attendance to the different activities of the university (such as classes, conferences and other events) not being their image the main object of such photos and videos.

In these cases, the student can always object to the processing of his image in photos and videos in this context by requesting it through dpd@ufv.es.

However, in the event that the student is invited, attends or participates in specific or institutional performances as a lecturer, speaker, or other similar roles, he will be asked to provide documentary consent if his image has a relevant and not merely ancillary character.

 

Who are the recipients of the personal data?

On the legal basis of compliance with legal obligations, the personal data of the Interested Persons may be communicated, where appropriate, to the Public Administrations competent by reason of the subject matter at their request, as well as for reasons of control, registration and inspection.

In addition, the personal data of the persons who, if applicable, are responsible for the payment of the Francisco de Vitoria Hall of Residence, will be communicated to the banks and financial institutions for the payment and/or claim of the payment of the receipts.

In the event that the student has so consented, his personal data arising from emergencies and other serious situations that may affect his health, personal safety or coexistence of the student, will be communicated to the person who has indicated as a contact person.

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

Finally, unless legally required, the personal data of the Data Subject 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 deadlines for the fulfillment of obligations and attention of possible responsibilities.

What rights do the Interested Parties have?

The Interested Persons referred to in this policy may exercise their rights of access, rectification, erasure, opposition, 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 Interested Party whose image is published in photos and videos for the different web pages of the University and social networks may oppose this treatment by requesting it through dpd@ufv.es.

Likewise, the Interested Parties may withdraw the consent given to the treatment without affecting the lawfulness of the treatment based on the consent prior to its withdrawal with respect to all those authorized and consented treatments by checking the corresponding boxes in the different forms of the admission and registration process in the Francisco de Vitoria Hall of Residence.

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

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

Electronic: dpd@ufv.es

In addition, Interested Persons who receive communications related to UFV activities via 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 Office of the Data Protection Delegate of the UFV 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 Hall of Residence, and in any case may send any questions to the UFV through dpd@ufv.es