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Privacy Statement

This Privacy Statement sets out how the Cyprus West University (hereinafter: ‘CWU’, ‘we’ or ‘us’/’our’) processes your personal data which you provide to us or which we obtain through our website(s). This Privacy Statement was last amended in September 2020. We may amend this Privacy Statement from time to time.

  1. About the CWU

The CWU is the party responsible for processing your personal data (the ‘controller’) within the meaning of the General Data Protection Regulation (‘GDPR’).

The CWU is located at İsmet İnönü Boulevard No:29, Famagusta, North Cyprus. Our postal address is İsmet İnönü Boulevard No:29, Famagusta, North Cyprus, via Mersin 10, Turkey. Any questions you might have can be emailed to info@cwu.edu.tr.

The CWU has appointed a data protection officer (‘DPO’). The DPO’s email address is support@cwu.edu.tr.

  1. What personal data do we process?

This Privacy Statement provides information on the processing of personal data of prospective students, students, parents of students (or of prospective students), survey, or study participants if the data is not being obtained from the data subjects themselves, and visitors to our websites. ‘Prospective student’ is taken to mean anyone signing up for one of our orientation activities or inquiries (such as an open day, workshop, or webinar) and anyone who has already enrolled in a study program but has not yet started. Consider in this regard contact details, data on enrolment and attendance, and website use. We also use cookies (after seeking your consent, if required).

Amongst other things, we process the following personal data from students (or prospective students):

name and address, telephone number, email address, date of birth, sex, bank and payment details (of students/prospective students or their parents, as appropriate), study choice, academic progress, other study-related data, any personal experiences in the event of the student (or prospective student) consulting a study advisor.

Amongst other things, we process the following personal data from visitors to our websites:

website visit and use, IP address, duration, and time of the visit to the website, and use of social media.

Within the compass of surveys or scientific research, we may, in addition to the above, process additional personal data for each survey or study. The nature and scope of the personal data can vary in these cases; further information on this will accompany the survey or study concerned.

  1. For what purposes do we process personal data?

We process personal data for our service provision, within the framework of education and research, and to comply with statutory obligations.

Personal data supplied by students (or prospective students) is processed for the following purposes:

  • registration for education.
  • to provide education (including online education) and organize examinations (including online examinations).
  • administrative purposes, to enable courses to be attended and the payments for these to be collected.
  • to process requests for information about study programs or publications.
  • to provide study choice support.
  • to monitor study progress.
  • to provide study counseling.
  • information purposes.
  • to provide (more detailed) updates on current developments, conferences, seminars, etc.
  • to email newsletters, invitations to participate in (student) surveys, information on your student account, your study status, and other (necessary) information from the CWU.
  • to insure students.
  • to prevent and investigate suspected plagiarism and fraud and to take measures (including legal measures) if a violation is confirmed.

the continuous improvement of the quality and accessibility of teaching by, among other things, conducting (statistical) research and carrying out and processing surveys and their results; and

the recommendation for a membership, prize, or nominations,

The personal data supplied by visitors to our websites is processed for the following purposes:

  • to compile user statistics.
  • to promote security and improvement of our websites, and
  • to improve our services.

Within the compass of surveys or academic research, personal data is processed for the survey or study concerned. Further information on how personal data is processed will accompany the survey or study concerned.

  1. Grounds for processing personal data

To be allowed to process your data, there must be a legitimate basis for doing to set out in the GDPR. In the case of the CWU, this legitimate basis will be – depending on the type of personal data concerned – performance of an agreement, a legal obligation, a legitimate interest, or consent. If you do not provide certain personal data, you may not be allowed to attend any course of education, conduct research, or benefit from all website functionality.

Agreement

We need to process personal data to fulfill certain contractual obligations. Examples include processing personal data in connection with agreements between the CWU and a contract student, or in connection with an authorization to collect tuition fees.

Legal obligations

We need to process (and, in particular, save or hand over) certain personal data under such legislation as the Higher Education and Research Act, General Administrative Law Act, Higher Education, and Research Funding Regulation, and tax law.

Legitimate interest

We have an interest in being able to carry out certain surveys or research, to safeguard the quality of education, and to provide information. On the grounds of these interests, we will process your personal data unless your privacy interests outweigh our interests. For that reason, we sometimes carry out surveys in the public domain with personal data being processed, carry out student satisfaction surveys, and keep a record of your use of the website.

Consent

If none of the bases for processing apply, then we will request your consent to process certain personal data. An example of a situation for which we could ask for your consent is issuing your personal data to an insurer and a university abroad, within the compass of an exchange project. You are free to withdraw your consent at any time.

  1. To whom does the CWU issue personal data?

The starting point is that your personal data are only used by the CWU. In several cases, we do share your personal data with other parties.

These other parties can be divided into the following categories.

Government agencies

Sometimes we are required by law or a court forces us to share personal information with other government agencies. Examples include the Tax Authorities, the Ministry of Education, the criminal investigation department, or an inspector. The CWU is careful in providing personal data and only provides those personal data to which it is legally obliged.

Other educational and research institutions

The CWU can share your personal data with other educational and research institutions when this is necessary for providing education or doing scientific research. For example, think of a study program that is carried out in collaboration with another institution (a joint degree), an exchange program, and collaborations in the context of scientific research. The CWU formalizes the processing and security of personal data through agreements with these parties.

Third parties

Finally, the CWU shares personal data with third parties to support the performance of its duties. You can think of a software supplier, an administration office, or other service providers who need personal data to deliver their services. Furthermore, think of third parties involved in appointments, nominations, and awarding prizes. The CWU formalizes the processing and security of personal data through agreements with these parties.

  1. Your rights about personal data

You are entitled, under certain circumstances, to access any personal data processed by us or to have it corrected or deleted or restrict its processing. Sometimes you can also object or request a transfer of your personal data. To submit a request to us in this respect, please contact us by sending an email to info@cwu.edu.tr. If in doubt about your identity, we are entitled to ask you to provide proof of your identity first.

Access and correction

If you wish to know whether we are processing your personal data or would like to amend your personal data, please get in touch with us.

Erasure

Under certain circumstances, the GDPR allows you to have personal data erased. We will assess whether it is possible to implement such a request: in some cases, we will have to retain your personal data, e.g. to comply with a statutory obligation, to facilitate education, or (as a one-off action) to see to it that you will no longer receive messages from us.

Restriction

You are entitled to contact us with a request to restrict the processing of your data if you think that your personal data is incorrect, the processing of it is unlawful, you require it for legal action or you have objected to its being processed.

Objection

if we process your personal data based on a legitimate interest, then you can object to further use of your personal data on the grounds of your specific reasons.

Objection to receiving messages

If you no longer wish to receive email messages or any other electronic messages from us, then you can deregister for these by clicking on the unsubscribe button in an email message received from us. You can also deregister by contacting us.

  1. How do we secure your personal data?

We have taken appropriate technical and organizational measures to prevent loss or unlawful processing of personal data. For example, your personal data can only be viewed by staff authorized to view it on the grounds of their role.

  1. How long do we keep your personal data?

We will not keep your personal data for longer than is necessary for the purposes for which we use it. We are required by law to keep some data for a certain period.

For example, it could be that after you have completed a course of study, we must keep certain personal data for administrative purposes or due to a legal obligation. Wherever possible, we will fully pseudonymize or anonymize your personal data possible.

  1. Questions and complaints

If you have any questions about how we process your personal data, please let us know by sending an email to info@cwu.edu.tr. We will be happy to help.