gROW and privacy
The learning platform is provided and hosted by Defacto.
Radboud University has entered into a processing agreement with this supplier.
Furthermore, the RU's privacy statement is leading here. See: https://www.ru.nl/en/about-us/policies-and-regulations/privacy-and-security/privacy-statements.
Questions and answers
What data about me is processed in gROW
Personal data
The data stored in gROW are:
employee number, first and last name, RU email address, department and position. This data is provided and updated via RBS.
Data regarding my activities in gROW
gROW keeps track of which training courses you have attended, which courses you are or were registered for, which e-learning modules you have started or completed, and which articles you have read. This data is only visible to a very limited number of HR back-office employees working with gROW and is not shared.
In a limited number of cases, data from gROW may be shared. This will only happen where necessary for operational purposes.
Allocation of training costs: where training costs need to be charged to a department, your name, employee number, position and cost centre/allocation code will be shared with the relevant Finance department. This information is required to process the charge correctly.
Mandatory training courses: where a training course is mandatory, your name, employee number and department code will be shared with the relevant HR department. This is done to monitor compliance with mandatory training requirements and to support business operations.
In all cases, only the minimum data required will be shared, and only with the departments that need this information to perform their duties.
This data is also important for you, as it allows you to retain access to the events and learning activities you have attended.
What happens to my data after my employment at the RU?
As soon as your Radboud University account expires, your data in gROW will be deactivated. This means that you can no longer log in and that only your employee number, name and email address remain in the system. One month after deactivation, your personal data will be automatically anonymised. The only information that remains visible is your learning activity. In other words, any training courses or learning activities you have completed in gROW will remain visible, but they can no longer be linked to you.
Who can see what I'm doing in gROW?
The following groups have access to your activities:
• Teachers and trainers: only for the activities they provide.
• Event and course managers: can view the details of participants in their own training courses and/or events. The information visible to them includes: employee number, first and last name, email address, department and position.
• ExpO Training Office support staff and back-office key users: all data is visible to them.
• Back-office staff – in addition to Training Office staff, this includes a content owner and the Head of ExpO: all data is also visible to them.
To be clear, managers cannot monitor the activities of employees in gROW.
What happens to my data if the training is provided by an external agency?
ExpO enters into data processing agreements with external providers. The RU privacy rules referred to above also apply to these parties.
In some cases, participants may be asked to provide additional consent before data is shared with external parties (for example, where a telephone number or private email address is requested).
Descriptions of events and courses may sometimes contain links to external websites. Needless to say, you should remain vigilant when providing personal data on such websites (for example, your email address).
Do you have any questions about privacy and gROW? Please email [email protected].