Privacy Policy

General Provisions

Data Controller

The Data Controller is the University of Toulouse:
+33 (0)5 61 55 66 11
118 Route de Narbonne
31062 Toulouse Cedex 9, France

The legal representative of the Data Controller is Odile Rauzy, President of the University of Toulouse.

Definitions

What is Personal Data?

Personal data is defined as any information relating to an identified or identifiable natural person, whether directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the person’s physical, physiological, genetic, mental, economic, cultural, or social identity. This identification may be achieved through a single piece of data or by cross-referencing data about you. 

What is the processing of personal data?

Data processing refers to any automated or non-automated operation involving personal data, such as access, collection, recording, organization, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure, interconnection, restriction, erasure, or destruction.

Purpose

To ensure its proper functioning, the University of Toulouse (hereinafter “UT”) is required to implement and manage the processing of personal data relating to users of the UT website and its affiliated sites.

The purpose of this personal data management policy is to fulfill the university’s obligation to provide information and thereby formalize the rights and obligations of users of the UT website and its affiliated sites with regard to the processing of their personal data.

None of the personal data processing activities carried out by UT via its website or affiliated sites involve automated decision-making as defined in Article 22 of the GDPR.

Applicable Provisions

This personal data management policy applies to any person who browses the UT website or its affiliated sites, uses the various services intended for the administrative and academic management of students available on the website, and/or interacts with the UT in connection with the use of the website.

By providing personal data in connection with the use of the UT website or its affiliated sites, the user acknowledges having read and understood the terms of this Personal Data Management Policy.

General Obligations

The University of Toulouse undertakes to:

• process personal data solely for the purposes described below;
• ensure the confidentiality of the personal data processed;
• ensure that individuals authorized to process personal data commit to respecting the confidentiality of such data;
• implement all technical, organizational, and human measures necessary to ensure the protection of personal data.

Data Collection and Use

On the UT website, users’ personal data may be collected through:

Method	Data Recipient	Purpose of Processing	Retention Period
Event registration	See the event's specific privacy notice	To record event registrations to facilitate event organization	See the event’s specific privacy notice
Contact form	Departments involved in the request	To process contact requests Forward the request to the relevant department	1 year
Equipment/room reservation form	Departments involved in the request	Process requests for equipment or room reservations	1 year
Service request/complaint	Departments involved in the request	Process service requests/complaints Forward requests to the relevant departments for a response	2 years
Classified Ads Submission Form	DFVE Student Life and Support Division	Process requests to submit classified ads; publish ads on the university’s website and digital campus platform	For the duration of validity
Applications	Department responsible for the application	Record applications; contact the applicant	2 years

 

Data Hosting and Retention Periods

All data you provide to us through this website and our affiliated sites is hosted by the University of Toulouse.

The data will be retained for the administrative retention period defined by the regulations governing public archives or for the period necessary to provide the service, after which it will be deleted or archived. In exceptional cases, data of administrative interest—particularly in the event of a legal dispute—may require a longer retention period to comply with applicable statutes of limitations.

All retention periods related to the processing of personal data carried out through this website and its affiliated sites are specified in the summary table of processing activities.

Transfer of Data Outside the European Union

The University of Toulouse does not transfer any personal data to a country outside the European Union or to any other international organization in connection with its website and related sites.

Required Information When Collecting Data

When you interact with our various departments, and in order to best process your request, we may ask you to provide identification information as well as your contact details. Required information is marked with an asterisk “*” and the word “required.”

Cookies: Session Cookies and Audience Measurement

To learn more about cookies, please visit the dedicated page.

Your Rights

In accordance with applicable regulations, you have the right to access your personal data, to correct it, to object to its processing, or to request that its processing be restricted, that it be erased, or that it be transferred to another controller, to the extent applicable.

Furthermore, you may at any time withdraw your consent for processing activities based on such consent, or request to no longer receive communications regarding information, announcements, greetings, newsletters, and invitations to events organized by the UT.

Depending on the processing activities detailed below, you have the following rights:

• Right of access: You have the right to obtain information about your personal data held by the UT.
• Right to rectification: You have the right to request the correction of inaccurate or incomplete information in your personal data.
• Right to object: You have the right to object to the processing of your personal data.
• Right to withdraw consent: For processing based on consent, you may withdraw the consent you have given for such processing at any time.
• Right to erasure: You have the right to have your personal data erased for any of the following reasons:
  • The data is no longer necessary for the purposes for which it was collected.
  • You withdraw your consent to the processing, and there is no other legal basis for the processing.
  • You object to the processing of your personal data, and there are no compelling legitimate grounds for the processing.
  • The data is being processed unlawfully.
  • The data must be erased to comply with a legal obligation.
• Right to data portability: As part of our public service mission, the right to data portability for data transmitted for processing in connection with the provision of a service does not apply.

If data is deleted or anonymized in a way that irreversibly prevents identification, it will not be possible to exercise the rights mentioned above.
 

Name of Data Processing Activity	Legal Basis	Your Rights
Event Registration	Contract	Access Correction Restriction
Contact Form	Legal Obligation	Access Correction Restriction
Equipment/Room Reservation Form	Contract	Access Correction Restriction
Service Request/Complaint	Legitimate Interest	Access Correction Restriction Objection
Classified Ads Submission Form	Consent	Access Correction Restriction Objection Erasure Withdrawal of Consent
Unsolicited Applications	Legitimate Interest	Access Correction Restriction Objection

 

How to Exercise Your Rights

If you wish to exercise your rights, you may submit your request to our Data Protection Officer (DPO) at the following email address: dpo@utoulouse.fr.

If, after contacting us, you believe that your data protection rights have not been respected, you may file a complaint with the CNIL.