1 – Definition and nature of personal data

During the different steps, you will take with IAESTE France, Grenoble-Alpes to find an internship abroad or to benefit from the services of the association once you have found an internship by your means, we will be led to ask you to transmit personal data concerning you. We refer to all data which directly or indirectly identifies an individual and all documents concerning an individual as personal.

In this context, we collect the following data:

1.1 – Information you give us

• Information allowing you to be identified when creating your membership or registering for the process called “Reserved Offer”: first name, last name, e-mail address, postal address, nationality, date of birth, telephone number.
• Information about your education and professional background during the candidate selection process: school certificate, transcript, language certificate (e.g. TOEIC, Bulats, Linguaskill, …), curriculum vitae, cover letter
• Reimbursement information when we reimburse you for certain expenses we have charged you: bank details (IBAN)
• Experience report and photos: at the end of your internship, one of the conditions for the reimbursement of the deposit is that you provide us with an experience report (testimony) and, if you wish, photos that you have taken

1.2 – Information we collect automatically through our digital tools registered under the iaeste-france.fr domain

• Payment information when you pay the various fees we may charge you via our provider HelloAsso (www.helloasso.com): first name, last name, email address, school you are enrolled in, payment amount
• Information about your membership: start date, end date
• Information about your IAESTE internship: start date, end date, field of the internship, reference of the internship offer, country of destination, statement of requested expenses (paid or reimbursed)

2 – Purpose of this Charter

The purpose of this charter is to inform you about the means we use to collect and process personal data, in strict compliance with your rights and freedoms.

We inform you that we comply with the French law n°78-17 of January 6, 1978 relating to information technology, files and freedoms, in the following terms In this respect, we inform you that we comply, in the collection and management of your personal data, with the law n°78-17 of 6 January 1978 relating to information technology, files and freedoms, in its current version, as well as with the General Data Protection Regulation (hereinafter “GDPR”).

3 – Identity of the person responsible for the collection and processing of personal data

The person responsible for the collection and processing of personal data is the 1901 association IAESTE France, Grenoble Alpes registered in the Répertoire National des Associations (RNA) under the number W381019497, whose registered office is located at Bâtiment Eve, 701, avenue Centrale, 38400 Saint-Martin-d’Hères (referred to in this charter as “We”).

4 – Collection and processing of personal data

Your personal data is collected and processed for one or more of the following purposes:

• Manage your membership and your rights arising from your membership
• Manage and track your various applications
• You communicate possible internship offers in the context of a particular event (e.g. the Annual Conference) or in the context of a partnership established with your study institution
• Carry out regular monitoring during your internship abroad
• Carry out statistical studies. These statistics can be requested when applying for grants from organisations such as universities, engineering schools and local authorities.

When collecting your personal data, we inform you whether certain data is mandatory or optional. We will also inform you of the possible consequences of not answering.

4.1 – Special case of the experience report and photos

At the end of your placement we ask you to write a short report on your experience, which can be accompanied by photos if you wish, in order to know your feelings about the experience. We ask you to let us know what use we are allowed to make of your experience report and any accompanying photos. You have three options:

• Option #1: you agree that we may keep your report and any photos that may accompany it in our archives and publish all or part of it in our marketing materials. This includes: social media, brochures and flyers presented to companies and universities, posters displayed at forums and our website.
• Option #2: you agree that we may keep your report and any photos that may accompany it in our archives, but you do not authorise its publication. The report will therefore only be accessible to volunteers of IAESTE France, Grenoble-Alpes.
• Option #3: if you do not agree to the retention of the report and any photos that may accompany it, the report and photos will be deleted at the end of the retention period. During this period, the report and photos may only be accessible by volunteers of IAESTE France, Grenoble-Alpes.

5 – Recipient of the data collected and processed

Volunteers from IAESTE France, Grenoble-Alpes will have access to your personal data.

We pass on the personal data needed by the recruitment process and the hosting process to the members of the national committee and the local committee who host the internship offer and who will host you. We also pass on your personal data necessary for the recruitment process to the organisation with which we have a direct relationship and to which you are applying for a traineeship. The National Committee and the Local Committee of the country hosting the traineeship vacancy for which we have provided your personal data as well as the recruiting organisation are responsible for complying with their legal and reporting obligations (in accordance with the legislation in force in the country where the traineeship vacancy is located) in the context of the processing of your personal data which they carry out on their own, with their own means and for their own purposes. We are only responsible for our use of your personal data.

We are committed to the protection of your personal data.

We undertake to verify that the policy concerning your personal data of a possible service provider external to IAESTE France, Grenoble-Alpes, is in compliance with the RGPD as well as the law n°78-17 of January 6, 1978 relating to data processing, files and liberties.

Your personal data may be sent to public bodies, exclusively to meet our legal obligations, court officers, ministerial officers.

As regards the experience report and the photos that may accompany it, their potential recipients are defined according to the choice you may have made about their use (part 4.1).

6 – Transfer of personal data

Your personal data will not be transferred, leased or exchanged for the benefit of third parties, with the exception of the national or local committee which is responsible for the traineeship offer to which you are applying and the recruiting organisation to which you are applying.

However, we inform you that some of your data may be communicated in completely anonymised and aggregated statistical forms, i.e. in a form that does not allow you to be identified in any way, to organisations such as universities, engineering, architecture or management schools or local authorities in the context of a grant application. These same anonymous statistics can be compiled in an activity report.

7 – Duration of retention of personal data

7.1 – Concerning personal data in general

Your personal data will be kept for one year beyond the necessary period, i.e. 1 year to the day from the date of the end of the last membership or one year after the date of the end of the course in the case of booked offers. Once this one-year period has expired, all documents and photos relating to you will be destroyed and all personal data will be deleted. Only data which can be used for statistical purposes but which is anonymous and in aggregate form (i.e. in a form which does not allow you to be identified in any way) will be retained without time limit.

7.2 – Concerning the experience report and the photos that may accompany it

The length of time your report and photos are kept depends on the choice you have made regarding their use (part 4.1 of this charter). If your choice is #1 or #2, then we will keep the report and the photos that may accompany it for an unlimited period of time, while respecting the use that you have authorised us to make of them. If your choice is #3, then the retention rule described in section 7.1 of this charter will apply.

8 – Access to your personal data

In accordance with the French law 78-17 of 6 January 1978 on data processing, files and liberties, as well as the RGPD, you have the right to access your data (article 15 of the RGPD) to obtain communication and, if necessary, rectification or deletion of data (articles 16 and 17 of the RGPD), through online access to your file. You can also contact :

• The IT team: it@iaeste-france.fr
• President of the association: Vaëa TESAN (vaea.tesan@iaeste-france.fr)
• By postal mail: Bâtiment Eve, 701, avenue Centrale, 38400 Saint-Martin-d’Hères

It is recalled that any person may, on legitimate grounds, request the restriction of the processing of data concerning him or her (Article 18 of the GDPR) or object to such processing (Articles 21 and 22 of the GDPR).

We will inform you that in the event of rectification or deletion of your personal data, as well as limitation of the processing carried out following a request from you, we will notify the persons to whom we have communicated your data of such changes, unless such communication proves impossible (article 19 of the RGPD).

9 – Portability of your personal data

You have a right to the portability of the personal data you have provided to us, understood as data that you have actively and consciously declared in the context of accessing and using the services, as well as data generated by our digital tools in the context of the performance of our services (Article 20 of the GDPR). We remind you that this right does not apply to data collected and processed on a legal basis other than consent or the performance of the contract binding us.

10 – Security

We inform you that we take all necessary precautions and appropriate organisational and technical measures to preserve the security, integrity and confidentiality of your personal data and, in particular, to prevent it from being distorted, damaged or accessed by unauthorised parties.

11 – Consent

When you choose to provide your personal data for the purpose of performing the services we offer through our various digital tools, you expressly give your consent to the collection and processing of such data in accordance with the provisions of this Privacy Policy and the legislation in force.

12 – Making a complaint to a supervisory authority

You are also informed that you have the right to lodge a complaint with a competent supervisory authority, the Commission Nationale Informatique et Libertés (CNIL) in France, in the Member State in which you usually reside, your place of work or the place where the violation of your rights would have been committed, if you consider that the processing of your personal data, which is the subject of this charter, constitutes a violation of the applicable texts.

This recourse may be exercised without prejudice to any other recourse before an administrative or judicial jurisdiction. Indeed, you also have the right to an effective administrative or judicial remedy if you consider that the processing of your personal data which is the subject of this charter constitutes a violation of the applicable texts.

13 – Communication regarding a personal data breach

If we become aware of a security breach in the processing of your data that could result in a high risk to your rights and freedoms, we will inform you as soon as possible (Article 34 of the GDPR). At that time, we will detail the nature of the breach and the measures put in place to put an end to it.

14 – Amendments

We reserve the right, at our sole discretion, to change this policy in whole or in part at any time. Such changes will be effective upon publication of the new policy. Your use of our digital tools following the entry into force of these modifications will be deemed to be recognition and acceptance of the new charter. If you do not agree with the new charter, you should no longer access any of our digital tools.

15 – Entry into force

This charter comes into force on 2021-10-25