Why the Data Ethics and Privacy module (DEP)?  

The DEP module provides an educational insight into which data-handling aspects are important for students to consider when they are carrying out their thesis project. By completing the module, a report can be created that students can use to discuss with their supervisors and possibly the ethics committee whether there are areas of concern in the way they should organise the collected and used data and whether additional measures should be taken. 

What information are we collecting from whom?  

Besides the names of the involved student and supervisor and e-mail address of the student, only study-relevant information of the thesis project will be collected. We ask the student to provide personal information by logging in with their UU credentials and we inform them about our safety terms. The provided information allows us to produce a written report with details about ethical, privacy compliance and data management handling, so it can be used for reviews by supervisors and ethical review board. 

How are we collecting and managing information?  

In the DEP module, digital information is provided by entering two forms in the DEP website, which will be captured in a database. Only the student who provided input into the module, will receive this unmodified input in report form via email. The provided information is stored in a closed PostgreSQL database hosted by the Center of Digital Humanities (CdH), to which only their administrators and the site administrators from the Geo Data Team have access. 

How long do we store information?  

From the provided end date of the thesis project, all data will be stored for 5 years. Hereafter, only de-identified information such as project details, registration numbers and specified data types will be archived for long-term statistical purposes. Personal identifiable information, such as names and e-mail addresses will be deleted according to the GDPR / AVG.   

Where to find more information? 

The processing of personal data is based on the legitimate interests of the faculty of offering proper support and guidance on data handling to their students who are carrying out thesis projects. The DEP privacy scan that documents GDPR compliance can be requested for additional information.  

General information about your privacy at the UU is available at uu.nl/privacy. 

Do you have any comments or complaints?  

Please get in touch with the UU Geosciences Data Team (datateam.geo@uu.nl), or the Geo Faculty privacy officer (privacy-geo@uu.nl) if you have any questions or requests related to your data handled in this module and your personal rights. You can also contact the UU Data Protection Officer (fg@uu.nl), or the Dutch data protection authority (autoriteitpersoonsgegevens.nl).