PRIVACY POLICY
You are about to fill in an application form to a fellowship with the MAK’IT Institute.
Please take a moment to read the information below on how your personal data will be processed.
Personal data is individual information about personal or material circumstances of an identified or identifiable natural person. This includes, for example, your name, address, phone number and date of birth. The personal information you have provided us with will be stored in the system as required for the application process.
This Privacy Policy relates to the collection, use, transfer, and retention of your personal data in connection with your application and /or participation in any Fellowship Programs of the MAK’IT Institute at the University of Montpellier.
1. Name and contact details of theinstitution in charge of data storage
UNIVERSITÉ DE MONTPELLIER 163 rue Auguste Broussonnet 34090 Montpellier France
Phone: +33 467417400
2. Contact details of the data protection officer
You can reach our data protection officer at: dpo@umontpellier.fr
3. Purpose and legal basis for data processing
If you send us an application, we will process your application data in order to contact you and assess your skills and qualification for the fellowship you have applied for.
The University undertakes to collect only the personal data necessary for the purposes for which they are collected. These data may relate to the following cases:
1. identity of the persons
2. current location and their nationality
3. age
4. gender
5. job experience
6. identity of the family members that might live with them in Montpellier
7. centers of interest
The University of Montpellier's selection process is based on the following legislation: law n° 78-17 of 6 January 1978 (French Law).
The legal basis for processing data in the context of a selection process for a civil service / employment relationship is Article 6 para 1 lit. b) and e) in connection with para. 3, General Data Protection Regulation (GDPR). If you agree to be included in our pool of applicants, we will process your data as per Article 6 para. 1 lit. a) GDPR
4. Access to personal data
We will share your application with
- the person(s) responsible for the selection procedure (Institute MAK’IT)
- leading internal (University of Montpellier) or external experts of your field of research who provide written evaluation of your application
- members of the selection committee (Scientific Council) who are non-UM personnel
Personal data that is requested for visa/ residence permit/ registration card and accommodation purpose will only be shared with the University unit responsible for such tasks, unless instructed otherwise by you.
The University shares only those data with external parties which are needed to perform the specific service and we require a data processing agreement to be signed before any data transfer. We require all third parties and data processors to respect the security of your personal data and to treat it in accordance with the local privacy law.
To process applications, our service provider Limesurvey will have access to the personal data.
5. Storage duration
Your personal data / application documents are stored and deleted in accordance with the legal requirements after the application process has closed. This applies unless longer storage is required to defend legal claims.
If you have agreed to be included into our pool of applicants, your data will be deleted after two years.
We’ll delete the unsuccessful candidates’ data 2 years after the selection process has been closed. Selected candidate’s personal data will be kept for a period of 2 years after the signature of the Grant Letter.
We’ll keep the personal data of a referee (i.e. invitation letter) for as long as the candidate’s data for whom he/she was a referee is kept.
Exit Questionnaires are deleted 3 months after they were provided, while your name and e-mail address will be stored as long as you remain a MAK’IT alumni.
Personal data that is requested for visa/ residence permit/ registration card and accommodation purpose will be deleted 1 year after the end of the MAK’IT program.
Your online profile published on the University of Montpellier’s website will be retained until the University terminates its operation.
6. Your rights
• In accordance with Article 15 GDPR, you have the right to request information from the University of Montpellier about any data it stores that is related to your person and/or to have incorrect data corrected as per Article 16 GDPR.
• You also have the right to demand that your data be deleted (Article 17 GDPR) or that the processing and use thereof be restricted (Article 18 GDPR), as well as to object to the processing and use of your data (Article 21 GDPR).
• If you raise an objection while in a contractual relationship with the university, it may no longer be possible to fulfil the contract.
• You have the right to data transfer as per Article 20 GDPR.
• You can withdraw your consent to your data being stored at any time and without incurring disadvantages, e.g. if you decide to apply again at a later time. The processing of personal data is lawful until consent is withdrawn. Requests for data deletion are subject to compliance with the legal obligations of the University of Montpellier in particular regarding archiving or retention of certain documents and that the data concerned are no longer necessary for the performance of services provided by the University of Montpellier or the execution of a contract.
• To better understand and exercise your rights, please contact our data protection officer via email: dpo@umontpellier.fr.
• You also have the right to file a complaint with the regulating authority if you believe that the processing and use of your personal data is in violation of the law (Art. 77 GDPR). The responsible contact person at the regulating authority is the “Commission Nationale de l'Informatique et des Libertés” (National commission for data protection) (www.cnil.fr).
