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What about my privacy and security in Hora Finita?

Privacy statement PhD candidate registration system

Wageningen University uses various systems to process the personal data of our PhD candidates in order to support their PhD studies. The most important system within Wageningen University is Hora Finita. This system is used by all Wageningen University & Research schools and is used for the basic administration of PhD students.

On this page you can read how Wageningen University handles the processing of personal data of PhD candidates within Hora Finita. The general provisions of the Privacy Statement of Wageningen University & Research also apply to the processing of personal data in Hora Finita.

Processing of personal data in Hora Finita

In Hora Finita personal data of our PhD candidates are processed. In particular, the following personal data are processed through Hora Finita:  

  • General information: name, private address, contact details such as (business and private) e-mail address and telephone number, nationality, gender, titles, birth data, correspondence, login/password, appointments at Wageningen University as recorded in the HR system, copy of identification document.
  • Application and admission data: BSc/MSc degree and courses therein, motivation for exemptions, CV, agreements with parties on preconditions for PhD trajectory, language test, data on diploma testing at Nuffic, application for qualifying examination and results thereof.
  • Project data: project title and description, research proposal, data management plan, research funding, names of supervisory team and groups involved.
  • Progress data: training and supervision plan, annual reports, go/no-go form and decision, progress interviews, questionnaires, photographic material, other documents.
  • Information about the graduation: dissertation and assessment thereof, cum laude procedure if applicable, authorship statement, theses, certificates, exit questionnaire, training overview.

This information is partly retrieved from the HRM system of Wageningen University & Research via an automatic link and for the remaining part it is provided by the PhD candidate himself/herself.    

Purpose and principle

The personal data is primarily processed to facilitate the PhD track, including admission to the PhD programme, monitoring the PhD track's progress and assessing and approving the dissertation. Wageningen University processes the personal data for this purpose in order to execute the PhD agreement with the PhD candidate.

If the PhD candidate gives permission, some personal data will be transferred to the CRM-system for alumni activities after the PhD-track. This concerns name, private address, birth data and private contact data. This processing takes place in accordance with the Privacy Statement for Customer Relationship Management.

After a PhD track is completed or premature terminated Wageningen University has a legal obligation to retain certain personal data for review purposes, including reports for the Dutch Ministery. This concerns birth data, gender, length of PhD, any reason for premature termination, training and supervision plan, course registrations, certificates, training overviews, annual reports, go/no-go decision and the doctoral examination.  

Retention period, data sharing and other information

The data in Hora Finita are retained for a maximum of ten years after the end of the PhD track. The dissertation is kept in the institutional repository indefinitely. After expiry of the applicable retention period, the personal data will be irreversibly deleted or made anonymous.

Personal data from Hora Finita are shared within various groups involved within Wageningen University. This includes the (co)supervisor(s), (secretariat of the) graduate school, secretariat of chair groups, dean and Doctoral Service Centre (DSC), and the technical and functional administrators, each to the extent necessary to perform their duties. Personal data will not be provided to persons or organisations outside Wageningen University, except for Hora Finita's supplier, Fargeau B.V., established in Groningen, the Netherlands. Agreements have been made with this supplier regarding the use of personal data.

The Personal Data Protection Regulations contain information on how Wageningen University deals with the transfer of personal data outside of the EEA and information on how you can exercise your rights as a data subject against Wageningen University. If you have any questions about the processing of personal data in the PhD registration system, please contact [email protected].

This is an English translation from a Dutch document

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