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<p class="MsoNormal">Beste collega’s,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">De Vrije Universiteit Amsterdam is op grond van de Algemene verordening gegevensbescherming (AVG) verplicht een zogenaamd ‘verwerkingsregister’ te onderhouden. In een verwerkingsregister worden alle werkprocessen van een organisatie en
in ons geval dus de VU geregistreerd, waarbij persoonsgegevens zijn betrokken. <o:p>
</o:p></p>
<p class="MsoNormal">Het geven van onderwijs is een van deze processen waarbij soms persoonsgegevens zijn betrokken. Denk hierbij bijvoorbeeld aan het gebruik van een digitale tool zoals Canvas, Feedbackfruits, Mentimeter, Kaltura, Mediasite etc. Voor veel
van deze tools is VU breed een licentie geregeld, maar sommige zijn faculteit-, opleidings- of zelfs vakspecifiek. Als de tools via een
<a href="https://vu.nl/en/employee/digital-learning-environment">VU brede licentie</a> zijn geregeld dan regelt centraal ook het opnemen in en onderhoud van het verwerkingsregister.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Vanuit Bèta zijn wij verplicht de tools in dit verwerkingsregister op te nemen die enkel binnen onze faculteit worden gebruikt. Dit kunnen faculteit brede tools zijn, maar dus ook tools die maar binnen één vak of opleiding worden gebruikt.
Zodra er persoonsgegevens, zoals studentnummers, namen, vunet ID’s, persoonlijke of VU mailadressen etc. zijn betrokken bij dit proces dan zijn we verplicht deze verwerking op te nemen in het register. Wij hebben daarom uw hulp nodig om ervoor te zorgen dat
het register compleet en up-to-date is. Indien u hulpmiddelen gebruikt die hier niet worden vermeld, verzoeken wij u ons
<b><u><span style="color:red">vóór 1 maart</span></u></b><span style="color:red">
</span>te informeren en de onderstaande gegevens aan ons door te geven door een mail te sturen naar
<a href="mailto:a.bhulai@vu.nl">a.bhulai@vu.nl</a>:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Hoe heet de tool?<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Wie is de uitgever van de tool?<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Is een verwerkersovereenkomst afgesloten? <o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Van welke type personen worden er persoonsgegevens verwerkt (student, medewerker etc.)?<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Welke persoonsgegevens worden gedeeld? Denk hierbij naast dingen als naam ook aan:<o:p></o:p></li><ul style="margin-top:0cm" type="circle">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level2 lfo3">
Studentnummer en/of VunetID<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level2 lfo3">
contactgegevens zoals (persoonlijk) e-mail adres<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level2 lfo3">
Status over inschrijving en intekening, zoals voor welke opleiding de student een inschrijving heeft of voor welk vak de student is ingetekend.<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level2 lfo3">
Cijfers of resultaten<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level2 lfo3">
Beoordelingen/feedback/presentie<o:p></o:p></li></ul>
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Worden de persoonsgegevens doorgegeven naar landen buiten de Europese Economische Ruimte (EU + Noorwegen, IJsland en Liechtenstein)? Zo ja welke?
<o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Wat is de bron van de persoongegevens? (bijv. wordt de informatie via een export uit Canvas gedeeld of moeten studenten zelf een account aan maken?)<o:p></o:p></li><li class="MsoListParagraphCxSpLast" style="margin-left:0cm;mso-add-space:auto;mso-list:l0 level1 lfo3">
Welke technische en organisatorische maatregelen worden getroffen om de persoonsgegevens te beveiligen?<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Bij voorbaat hartelijk dank voor uw medewerking.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="mso-ligatures:none;mso-fareast-language:NL">Met vriendelijke groet,<o:p></o:p></span></p>
<div style="border:none;border-bottom:solid windowtext 1.5pt;padding:0cm 0cm 1.0pt 0cm">
<p class="MsoNormal"><span style="mso-ligatures:none;mso-fareast-language:NL">Aniel Bhulai<o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">Dear colleagues,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">In accordance with the General Data Protection Regulation (GDPR), Vrije Universiteit Amsterdam is mandated to maintain a comprehensive 'record of processing activities'.
This record meticulously documents all operational procedures at VU that involve handling personal data.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">Teaching activities constitute one such process which may involve personal data on occasion. Examples include the utilization of digital platforms such as Canvas,
Feedbackfruits, Mentimeter, Kaltura, and Mediasite, among others. While many of these tools are licensed for university-wide usage, some are tailored to specific faculties, programs, or even individual subjects. In cases where tools are procured under a
<a href="https://vu.nl/en/employee/digital-learning-environment">university-wide license</a>, the central administration oversees their integration into and maintenance within the processing register.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">As representatives of the Beta department, we are mandated to include tools utilized exclusively within our faculty in this processing register. These tools may
encompass those used across the entire faculty, as well as those specifically deployed within particular courses or programs. Should any personal data, such as student identifiers, names, VUnet IDs, personal or university email addresses, etc., be involved
in these processes, it is imperative that we record these activities accordingly. Therefore, we kindly solicit your collaboration to ensure the completeness and currency of the register. Should you utilize resources not presently enumerated, we request that
you notify us prior <b><u><span style="color:red">to March 1st</span></u></b><span style="color:red">
</span>and furnish the following details via email to <a href="mailto:a.bhulai@vu.nl">
a.bhulai@vu.nl</a> :<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<ol style="margin-top:0cm" start="1" type="1">
<li class="MsoListParagraphCxSpFirst" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Name of the tool<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Publisher information<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Existence of a processing agreement<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Categories of individuals whose personal data are processed (e.g., students, employees)<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Types of personal data shared, encompassing but not limited to:<o:p></o:p></span></li><ol style="margin-top:0cm" start="1" type="a">
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level2 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Student numbers and/or VUnetIDs<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level2 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Contact details such as personal email addresses<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level2 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Registration and enrollment status, including enrolled programs or courses<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level2 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Academic grades or outcomes<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level2 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Assessments, feedback, or attendance records<o:p></o:p></span></li></ol>
<li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Transfer of personal data to countries beyond the European Economic Area (EEA), and if so, specify the countries involved<o:p></o:p></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Source of the personal data (e.g., imported from Canvas exports or student-generated accounts)<o:p></o:p></span></li><li class="MsoListParagraphCxSpLast" style="margin-left:0cm;mso-add-space:auto;mso-list:l2 level1 lfo6">
<span lang="EN-US" style="font-size:10.0pt;line-height:105%;font-family:"Aptos",sans-serif">Technical and organizational measures implemented to safeguard personal data<o:p></o:p></span></li></ol>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">Thank you very much in advance for your cooperation.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">Kind regards,<o:p></o:p></span></p>
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<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Aptos",sans-serif">Aniel Bhulai<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="mso-ligatures:none;mso-fareast-language:NL"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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