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1. Purpose

Thomas More processes personal data of former students in the context of alumni cooperation. The basis can be found in a legitimate interest. This legitimate interest is the result of a balance between Thomas More's interest in a well-functioning alumni function on the one hand and the privacy of former students on the other, which is guaranteed by the way in which the alumni circles of our programs process these data.
The personal data of those who are not Thomas More alumni, but still want to become a member of an alumni association, can be processed if the alumnus gives permission.
The data will be used for:

  • Sending newsletters
  • Sending invitations (events, lectures,...) for our alumni
  • Sending information about career training and refresher courses
  • Conducting alumni surveys
  • Provision of services for alumni

Personal data will not be further processed without the consent of the alumnus for a purpose that is incompatible with it.

2. Sharing of data

Thomas More passes on the personal data of Thomas More alumni to alumni circles of the programs on the basis of a legitimate interest. The personal data of alumni are kept in a database jointly managed by Thomas More college and its programs.
The alumnus can check his or her data himself via a personal link. Here the alumnus can provide his preferences for contact-name.
Their personal data can never be passed on to third parties without their consent.

3. Type of data and origin

General personal data (such as name, address and courses for which one enrolled and diploma obtained) are transferred from the Thomas More student database to the alumni database. Indeed, on the basis of legislation and with a view to the necessary attestation to the authorities, these may be kept by Thomas More.
In addition to the general personal data, data can also be added which the alumnus himself has made available via, for example, web forms. This concerns data entered by students in the KU Loket or after contact with alumni associations (by e-mail or otherwise). This may include the following data: social media, privacy and communication preferences, membership history, areas of interest, interest in vacancies or volunteer work, continuing education, employment data, place of residence and a history of data changes.
The data described above can be managed by the alumnus in the CRM platform.
Thomas More does not process special personal data as stated in Article 9 of the General Data Protection Regulation (AVG).

4. Access


The data in the Thomas More alumni database are used exclusively by the central alumni operation of Thomas More and the alumni circles of the programs within Thomas More. The employees of the central Alumni Office, the alumni circles of the programs and the administrators of the CRM database have access to the alumni personal data on a strict need-to-know basis.

Alumni personal data is managed in a centrally managed business management software system (SAP) and the data in the Thomas More CRM platform is managed through Microsoft Dynamics Marketing.
Thomas More ensures that the data collected are not passed on to third parties, except for applications below:
- When your prior consent has been obtained or when the access, use, retention or disclosure of your personal data is reasonably necessary (e.g. to comply with applicable regulations, to detect technical or security problems, to protect the rights, property or security of Thomas More, etc.);
- For the organization of searches by Thomas More that take place in the legitimate interest , whereby the alumnus is contacted in order to evaluate, for example, the operation of the college and the quality of education


5. Retention period

The personal data which are processed are retained by Thomas More as long as necessary for the purposes specified in this privacy statement. The statutory retention periods will also be observed.
The processing of personal data of alumni will cease at the moment the alumnus invokes his right to object to all processing. The alumnus will no longer receive communications. Only his/her personal data necessary in the context of attestation of degrees will be retained. The alumnus can communicate his/her right to object via alumni@thomasmore.be or by unsubscribing via the opt-out link provided when receiving a mail.
Regarding the data collected on the basis of your consent: this consent may be withdrawn at any time by sending an email to alumni@thomasmore.be.


6. Security

Thomas More provides the appropriate technical and organizational measures to optimally secure the processed personal data.

7. Rights of the alumnus

The alumnus has the right to

  • Inspection of his/her personal data
  • Correction of his/her personal data
  • Delete his/her personal data
  • Restriction of processing of his/her personal data
  • Transferability of his/her personal data.

To exercise these rights, the alumnus may contact Thomas More's central alumni office at alumni@thomasmore.be, which will respond to the request within one month at the latest.
However, some of these rights may be limited to a lesser or greater extent in various circumstances, where the exercise of these rights seriously hinders or threatens to render the alumni operation impossible. In such a case, appropriate safeguards and the necessary organizational and technical security measures will be taken for this purpose.
The request of any of the aforementioned rights should be accompanied by a copy of the alumnus' identity card. In any case, the name must remain visible. Other data (such as national register number) may be crossed out if desired. In the absence of a copy of the identity card, the alumnus may register in person at the central alumni office after making an appointment (at alumni@thomasmore.be).
The aforementioned rights may be requested free of charge, except where the request is manifestly unfounded or excessive.
The central alumni operation reserves the right to refuse requests that are unreasonably repetitive, require disproportionate technical effort (such as developing a new system or making fundamental changes to an existing course of action) or compromise the privacy of others.
If the alumnus believes that his/her personal data is being processed inappropriately and/or incorrectly, he/she may contact alumni@thomasmore.be

8. Supervision

Thomas More has a DPO (Data Protection Officer) who monitors compliance with privacy legislation and represents your privacy interests (dpo@thomasmore.be).
If the alumnus feels that his/her rights are insufficiently protected or in case of a complaint, he/she can contact the Data Protection Authority (https://www.gegevensbeschermingsautoriteit.be).

9. Changes to this privacy statement

When the working method within Thomas More changes or as a result of a change in the law, a new version may be published on the site of the university college.