Privacy statement

Types of users

In this document we differentiate between two types of users: private users and institutional users.

If you log in to Dodona using an account that belongs to a school, educational or research institution, you are an institutional user.

In every other case you are a private user.

Who is the data controller, and how can you contact us?

For an institutional user the data controller is your school, educational or research institution and Dodona processes the data on behalf of them. You can contact them with questions, comments or suggestions about the processing of your personal data.

For a private user the data controller is:

Ghent University
Rectorate
Sint-Pietersnieuwstraat 25
9000 Ghent

Questions, comments or suggestions about the processing of your personal data can be addressed to the Dodona team or the Data Protection Officer of Ghent University.

What personal data is processed?

Personal data is all data that contains information about an identified or identifiable natural person.

Dodona processes some identification data about its users, in particular, their name, username, e-mail address, language and time zone. Dodona does not process special categories of personal data ("sensitive data") that reveal race or ethnic origin, political views, religious or philosophical beliefs, or membership of a union, nor does it process genetic data, biometric data for the unique identification of persons, health data, or data relating to a person’s sexual behavior or sexual orientation.

Goals and justifications of the processing of your personal data

In the case of institutional users, personal data is processed by Dodona to assist your school, educational or research institution in the implementation and support of their educational assignment and to guarantee and improve the correct functioning of Dodona. This educational assignment can be based on public interest, a legal obligation or the legitimate interest of your school, educational or research institution.

In order to create an account for a private user on Dodona, you have to explicitly consent to this privacy statement. This means that you agree to all forms of data processing that are outlined in this privacy statement. You can withdraw this consent at any time. This should happen in accordance with the provisions in "What rights do you have with regard to the processing of your personal data?"

Personal data from Dodona can be used in the context of scientific research at Ghent University by the Dodona team, with the goal to publish scientific articles about Dodona. This research is primarily intended to further improve the operation of and the user experience in Dodona. For scientific research purposed, personal data is always pseudonymized and processed at a high level of aggregation, making it impossible to identify individuals in the publications.

Who has access to your personal data?

Dodona administrators only have access to the above-mentioned personal data on a strict need-to-know basis. This access only applies to the purposes stated in this privacy statement.

Dodona guarantees that your personal data is not transferred to third parties, unless you have given prior consent or when access, use preservation or disclosure of personal data is reasonably necessary (e.g. to comply with the applicable regulations, to detect technical or security issues, to protect the rights, property or security of Dodona, and so on).

How long are your personal data processed?

Dodona does not delete any personal data supplied to the platform on its own initiative, in order to enable continuous monitoring of users' progress throughout their learning process and to provide improved user experiences. Dodona uses historical data only to develop better user support and to detect and remedy technical issues. At the request of an individual user, the processing of their data can be stopped if this is in accordance with the provisions in "What rights do you have with regard to the processing of your personal data?". For an institutional user we will first coordinate your request with your school, educational or research institution.

Log files are only stored by Dodona for seven days, after which they are automatically deleted. These log files are only consulted to detect and remedy technical issues.

Security of your personal data

Dodona takes care of your personal data and takes appropriate technical and organizational measures to protect your personal data against accidental loss or unlawful processing.

What rights do you have with regard to the processing of your personal data?

When Dodona processes your personal data, you can exercise various rights in certain circumstances, such as the right to access, modify and delete your personal data that is processed by Dodona. To exercise these rights, you can address the Dodona team. For an institutional user we will first coordinate your request with your school, educational or research institution. If you believe that your requests have not been adequately handled, you can turn to the Flemish regulator:

Vlaamse Toezichtcommissie voor de verwerking van persoonsgegevens
Koning Albert II-laan 15
1210 Brussel
Telefoon: +32 (0)2 553 50 47
E-mail: contact@toezichtcommissie.be

Changes to the privacy statement

This privacy statement can be amended to continue to comply with applicable regulations.

If this privacy statement is amended, this will be reported on the Dodona news page, with a reference to the amended privacy statement in the relevant news item. A reference to the most recent version of the privacy statement can always be found in the Dodona footer.