UBI Business School
Privacy Policy
Date: 2021/06/07

(1) General:
Privacy protection is very important to us, and we are committed to protecting and respecting your privacy. This privacy policy sets out information about how we store, process, transfer and use data that identifies you or makes you identifiable as a natural person (hereinafter “personal data”).
Please read this Privacy Policy carefully, because by using our services or delivering yours, signing an agreement with us or visiting our website you declare that you have read this Privacy Policy and that you expressly agree to its content as well as to the processing itself.

(2) Who is the data controller of your personal data?
International Institute of Business Management – Brussels (IIBM-Brussels), trading as UBI Business School – Brussels (UBI-Brussels), with a registered address at Rue de Namur 48, 1000 Brussels, Belgium, and International Institute of Business Management – Luxembourg (IIBM-Luxembourg), trading as UBI Business School – Luxembourg (UBI-Luxembourg), with a registered address at Château de Wiltz, 9516 Wiltz, Luxembourg, (collectively, UBI), is a data controller and is responsible for, and control, the processing of the personal data you submit.

UBI is responsible for processing and storing considerable amounts of personal data from students, staff, faculty, alumni and third-party experts and visitors. We process and store this data to fulfil our educational purpose and to adhere to the legal requirements necessary to provide education. We will not sell personal data for financial gain and personal data will only be transferred to a third party if there is a legal basis to do so. If you wish to contact us, you can find our contact details at the end of this privacy policy.

(3) What personal data do we collect?
UBI collects the following personal data:

  • Personal information: name, e-mail address, phone number, address, birth date, country of birth, gender, nationality, unique identifiers such as identity cards/passports, visa information, family/guardian/emergency contact information, and other information you provide during the application, use of our website and during your studies at UBI and thereafter as alumni.

  • Academic and professional information: degrees, transcripts, exam records, academic history, work history, study progress, attendance, achievements, abilities (e.g.: languages), and other information you provide during the1 application, use of our website and during your studies at UBI and thereafter as alumni.

  • Financial information: bank account details for transfers and refunds (e.g.: Dean’s award)

  • Visual information: recordings of classes held online, CCTV recordings on campus, photographs during UBI events

  • Other: information regarding user interaction (e.g.: cookies), information from your student cards

(4) How do we collect personal data?

You directly provide UBI with most of the data we collect. We collect data and process data when you:

  • Apply online on our website

  • Apply for a scholarship or financial tuition support programme

  • Use UBI’s teaching and learning infrastructure (e.g.: Moodle)

  • Request information online on our website

  • Sign-up for our newsletter online on our website

  • Sign-up to our alumni database online on our website

  • Take a UBI survey online on our website

  • Use or view our website via your browser’s cookies

  • Enter into a contract with UBI (e.g.: as a supplier, faculty member, partner, etc.)

  • Our Company may also receive your data indirectly from the following sources:

  • Student recruitment service providers (agents): for the privacy policy of the agents, please enquire with the agents.

(5) Why and on which legal basis do we collect and use your personal data?
Regularly we use your personal data for the following purposes and on the following legal grounds:

  • We use your personal data for the preparation of entering into a service agreement and/or contract with you, to perform our contractual services and/or to communicate with you.

  • We use your personal data if justified by our legitimate interests. The usage of your personal data may also be necessary for our own business interests. For example, we may use some of your personal data to evaluate and review our services and overall business performance, understand you and your preferences to enhance your experience. If necessary, we may also use your personal data to pursue or defend ourselves against legal claims.

  • We use your personal data after obtaining your consent. In some cases, we may ask you to grant us separate consent to use your personal data. You are free to deny your consent and the denial will have no negative consequences for you. You are free to withdraw your consent at any time with effect in the future. If you have granted us consent to use your personal data, we will use it only for the purposes specified in the consent form. This also includes our marketing campaigns. If you sign up for an e-mail newsletter or when providing us with your2 e-mail address allow us to use this e-mail address for e-mail marketing, we will use your data in our e-mail marketing campaigns. You may unsubscribe from such e-mail newsletter at any time by using the link contained in every e-mail we send. You may also contact us at any time to request to be removed from the email list.

  • We use your personal data to comply with legal obligations. We are obligated to retain certain data because of legal requirements, for example, tax, commercial and/or education laws or we may be required by law enforcement to provide personal data on request. We will only use your personal data for the purposes for which we have collected them. We do not use your personal data for automated individual decision-making.

(6) With whom do we share your personal data?

  • Service providers and advisors: Third-party vendors and other service providers that perform services for us, which may include providers of teaching and learning environments, tax and accounting services, services related to the registration and organization of UBI’s programmes and services related to the administration and operations of UBI’s organization. Where applicable such service providers will by appropriate data processing agreements be bound to only process the data on our behalf and under our instructions.

  • Law enforcement, regulators and other parties for legal reasons: Third parties as required by law or subpoena or if we reasonably believe that such action is necessary to (a) comply with the law and the reasonable requests of law enforcement; (b) to enforce our legal claims or to protect the security or integrity of our services; and/or (c) to exercise or protect the rights, property, or personal safety of UBI, its students, its staff and its service providers.

(7) How long do we keep your data?

We will store personal data for as long as necessary to fulfil the purposes for which we collect the data, following our legal obligations and legitimate business interests. Afterwards, or at the end of the statutory retention times, the personal information will be deleted. For example, national commercial or financial codes may require retaining certain information for up to 10 years.

(8) How do we protect your information?

We implement a variety of security measures to maintain the safety of your personal data. If any information under our control is compromised because of a breach of security, we will take reasonable steps to investigate the situation and, where appropriate, notify those individuals whose personal data may have been compromised and take other steps, following any applicable laws and regulations.

(9) What rights and choices do you have?

UBI would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

  • The right to access – You have the right to request UBI for copies of your personal data. We will charge you a nominal fee of EUR 25,00 (twenty-five euros) for this service.

  • The right to rectification – You have the right to request that UBI correct any information you believe is inaccurate. You also have the right to request UBI to complete the information you believe is incomplete.

  • The right to erasure – You have the right to request that UBI erase your personal data, under certain conditions.

  • The right to restrict processing – You have the right to request that UBI restrict the processing of your personal data, under certain conditions.

  • The right to object to processing – You have the right to object to UBI’s processing of your personal data, under certain conditions.

  • The right to data portability – You have the right to request that UBI transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us using the contact details below.
In addition to the foregoing listed rights, as an EU resident, you also have the right to complain about your local data protection authority. Further information about how to contact your local data protection authority is available at:


(10) How to contact us and the UBI’s Data Protection Officer?

If you have any questions or concerns about our Privacy Policy or if you want to exercise your rights, please send an e-mail to UBI at: [email protected]