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FAQ GDPR and working from home

Which tools can I use for online lectures and/or video conferencing?

The UT has agreements with several parties for the use of conferencing tools.

Please visit this website for possibilities for online lectures. 

Additionally, for other meeting you can safely use the following video conferencing tools with your UT account:

  • Microsoft Teams (currently for employees only, soon also for students)
  • Google Meet (for students and employees with an G Suite account; streaming and recording is now possible)
  • BlueJeans (must be requested via Servicesdesk LISA)  

Do you want to use other tools? Ask TELT about the possibilities. Permission must be given before new tools are deployed. Among other things, advice is given based on the privacy considerations. 

The use of ZOOM is permitted under certain conditions but only for UT conferences.

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Can I use other tools, such as Zoom and Discord?

ZOOM can be used for UT conferences under certain conditions.

  1. ZOOM is set up for the UT with the right measures by LISA and only UT-licences are used;
  2. The organiser of a conference determines whether there are no privacy risks. For this purpose LISA delivers a checklist;
  3. The organiser of the conference makes sure that the participants will receive instructions on how to safely use ZOOM during the conference, for which LISA will provide a template with the instructions.

The use of ZOOM is not (yet) allowed for education purposes other than experiments.

There is not yet an arrangement with Discord. There is still an active advice on the basis of which use is not permitted within the UT.

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Can I use a private device to send and receive e-mail relating to the University of Twente?

Short answer (explanation below): Yes, but the device must be properly secured. It must be properly password protected, it should not be shared with others and your laptop’s hard disk must be encrypted.

Explanation: Most mail clients store mail, temporarily or not, on your laptop or phone. A password, or pin code, is the first protection if someone steals your device or it gets lost.

If you do not encrypt your hard drive, criminals can still access your data. They can remove the disk from your laptop and connect it to another system. If that disk is encrypted, the data is still inaccessible.

All modern phones encrypt internal storage. With a pin code or password, that data is therefore safe.

If you work with flash drives, we also recommend encrypting them. You lose them more easily than a laptop or phone, and it can also contain sensitive information. LISA recommends Kingston encrypted USB drives or, if you need more storage, the Samsung Portable SSD T3.

Information about encrypting hard drives can be found on our data protection page.
More tips on strong passwords can be found in the 10-step plan.

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