Privacy Notice – International Students
This Privacy Notice provides information about the use of personal data of international students at the Hebrew University of Jerusalem (HUJI) which is subject to the General Data Protection Regulation (GDPR).
HUJI is committed to supporting the privacy of its students, scholars, faculty and staff, and their dependents. This Privacy Notice describes how HUJI handles and uses personal information collected about these students, scholars, faculty and staff affiliated with HUJI, and their dependents, who are involved in study abroad programs, student exchange programs with universities located in the European Economic Area, or other international study programs. For the purpose of this Privacy Notice, personal data means any information relating to an identified or identifiable natural person.
HUJI is responsible for the use of personal data for the purposes described in this Privacy Notice, and its contact information can be found in the final section of this Notice.
Subject to applicable law, under certain circumstances you have the right to request access to and rectification of the personal data we maintain about you. To exercise these rights, please use the contact information provided below.
Personal Information Collected by HUJI:
While the specific information varies per individual, in the course of our business, we may collect, use, store and transfer the kinds of information described below:
1. Contact information – home and business addresses, phone numbers, email addresses and social media contact information
2. Demographic information – names, gender, birth dates, race and ethnicity, citizenship
3. National ID information – passport numbers, social security numbers (when relevant)
4. Health insurance information – provider and policy details
5. Financial information-- records of payments, bank account details and, where applicable, bursaries and other payments made by HUJI
6. Employment information – job titles, company names and industry information
7. Family status – parents’ names, marital status, number of children and other familial relationships
8. Emergency contact information—names, addresses, phone numbers and email addresses of designated emergency contact
9. Academic information–course enrollment, grades, transcripts, degrees, recommendations, admissions decisions, academic probation, LD assessment and learning accommodations
10. Disciplinary information relating to student conduct-- decisions or judgements made by university, police or other authorities which affect student participation in the program
How is Personal Information Collected?
We collect information from a variety of sources. A significant portion of the information we maintain is provided directly to us by the individuals themselves through the submission of application forms to a particular study program or membership forms required to join our alumni organizations. Additional information may be collected by the Office of Student Life or the office of a specific program in order to provide requested services. Information on disciplinary matters may be collected through complaints or citations and the documentation of their investigation and processing.
How is Personal Information Used?
We use personal information where it is necessary for the performance of our contractual obligations with you and/or your home institution (e.g. to manage your student experience and welfare) and for a number of legitimate purposes, relevant to the activities of the Hebrew University. Specifically, we use your personal information to:
1. Process visa documents
2. Facilitate admission and course enrollment or employment and compensation
3. Facilitate the setup of appropriate ID privileges according to status, e.g., student
4. Contact individuals in the event of an emergency
5. Administer programs and dormitories
6. Distribute surveys, disseminate promotional materials
We use personal data for these purposes because we have a legitimate interest in administering our programs effectively.
We may also use the personal data we collect to protect HUJI against fraud, claims and other liabilities and to comply with or enforce applicable legal requirements and our policies. We use personal data for these purposes when it is necessary to protect, exercise or defend our legal rights, or when we are required to do so by a law that applies to us.
When is Personal Information Shared?
We may share some personal data with service providers that support the administration of our programs, such as insurance companies. Service providers will enter into legally binding agreements requiring them to use personal data only as necessary to perform services on our behalf and to implement appropriate data security and confidentiality obligations, in accordance with applicable law.
We may also be required by agreement to share personal data with the students’ home institutions including: academic information (grades, course participation, attendance), disciplinary information (academic and non-academic), information on student well-being, and information on any sexual misconduct committed by or against the student (for example Title IX offenses in the case of students from American institutions).
In addition, we may disclose personal data about you (i) if we are required or permitted to do so by law or legal process, for example due to a court order or a request from a law enforcement agency, (ii) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, (iii) in connection with an investigation of suspected or actual fraudulent or other illegal activity, and (iv) when you give your consent to the disclosure.
How is Personal Information Stored and Secured?
HUJI maintains technical and organizational safeguards to ensure an appropriate level of security and confidentiality for your personal data, in accordance with our policies and applicable laws.
How Long do we Keep your Personal Information?
HUJI will retain your personal data as long as necessary for the purposes described above and for purposes related to carrying out the HUJI mission, including charitable fundraising, archiving and statistical purposes. Please note that, after completion of your studies, HUJI may still be required to hold your personal data for a period of time to satisfy statutory/legal obligations and/or to meet administrative requirements. Minimal data will be retained permanently to ensure that a record of your educational achievements is retained.
If you provide information directly to HUJI from the European Economic Area, you thereby acknowledge that we may transfer your personal information outside of the European Economic Area in order to collect and store your personal data in Israel. You understand that the current laws and regulations of Israel may not provide the same level of protection as the data and privacy laws and regulations of the European Economic Area (“EEA”).
In addition, your personal data may be transferred, for the purposes and usages detailed above, from Israel to the student’s home institution (and/or any of its affiliated institution) that may be located in the EEA or elsewhere, and vice versa.
Changes to this Policy
HUJI reserves the right to change its privacy policies as necessary.
An updated version of this Privacy Notice is available at [www….]
Additional Information and Assistance
If you have any questions or concerns about this Privacy Notice and/or how we process personal information, please contact us at: firstname.lastname@example.org.