UWC Belgium Privacy Policy

Information that we collect about you

This Privacy Notice covers any candidate data that is collected by UWC Belgium for the UWC two year course selection process (the “selection process”). This may include but is not limited to the following information:

1. Your name, contact details and candidate status.
2. Information included in your candidate profile or cover letter, such as academic background, skills and competencies, personal interests, languages spoken, and questionnaire results.
3. UWC School preferences including preferred UWC countries.
4. Names and contact details of referees

Please note that it is your responsibility to obtain consent from your referees prior to providing us personal information about them.

For the purposes of the selection process, we may require you to participate in assessment days, complete tests or occupational personality profile questionnaires, and or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes.

The purposes and legal basis for the processing

Your personal data is processed for the purposes of managing UWC Belgium’s selection process. Consequently, UWC Belgium may use personal data in relation to the evaluation and selection of candidates as needed for the selection process. In particular, your data is processed for the following purposes:

1. determining your qualifications and reaching a selection decision;
2. evaluating your suitability in participating in the UWC Program;
3. verifying the data you submit and, the case being, carrying out reference checks;
4. informing you, via e-mail, SMS or otherwise about the progress of your application with UWC Belgium;
5. protecting our rights and fulfilling our legal obligations; and
6. informing you, via e-mail, SMS or otherwise about other selection programs that we consider you suitable to make an application for.

Should your application for UWC’s Program be successful, your personal data submitted may be processed by the selected UWC school and will be strictly limited to ensure the appropriate enrolment and finalization of your selection process.

If UWC Belgium has not selected you to participate in the UWC Program, UWC Belgium may (subject to your relevant consent) nevertheless continue to retain and use your personal data collected during the selection process for future reference.

Legal basis: UWC Belgium processes the information generated throughout the assessment and communication process on the basis of legitimate interest and in accordance with UWC’s Belgium purpose. These include identifying and evaluating candidates to participate in the UWC Program.

Recipients of your personal data

Only selected volunteers of UWC Belgium who support us with the selection process, have access to your personal data. Except as set out in this policy or as required by law, your personal data will not be supplied to any third party without your explicit authorization.

We use a third-party service provider to provide an automated selection software system (www.register.be). When needed for technical support and maintenance, the above mentioned IT provider (including, the case being, its employees or contractors) might have limited access to your data.

We maintain processes designed to ensure that any processing of personal data by third party service providers is consistent with this Privacy Notice and protects the confidentiality, availability, and integrity of your personal data. Where required by law, we put in place legal mechanisms designed to ensure adequate data protection of your personal data.

Transfers of your personal data to third countries

Following the submission of your application, the information you have sent to us can be made available to UWC International Office and UWC Schools worldwide for the purposes described below. Information on UWC International Office and the list of UWC schools can be found here.

The storage period

Your personal data shall not be kept for longer than is necessary for the selection process. Therefore, unsuccessful application data will be deleted after 3 years, taking into consideration our need to answer queries or resolve problems and comply with legal requirements under the applicable laws.

You can nevertheless always ask UWC Belgium to delete your data by sending your request via e-mail to info@uwc.be.

If your application has been successful and you are selected for the two year UWC Program, the corresponding application data may be used in connection with your enrolment within the selected UWC school and in accordance with data protection policies.

Your rights as a data subject

You have the following rights under the GDPR, subject to the applicable statutory limitations:

• request access to information that UWC Belgium holds about you;
• request a correction of information that UWC Belgium has about you;
• request the erasure of information that UWC Belgium has about you;
• restrict the use of your personal data;
• receive your personal data;
• object to the processing of your personal data;
• withdraw your consent for the use of your personal data;
• file a complaint about our processing with a supervisory authority.

Please contact us at info@uwc.be if you have any questions about UWC Belgium’s Privacy Notice or its processing of your personal data.