The purpose of this policy is to regulate the processing of personal data and the respect of the rights of the persons concerned within the framework of the activities of the Committee for the Jean-Pictet Competition (CCJP – Comité pour le Concours Jean-Pictet), a French non-profit association.
The reference texts of this policy are the GDPR (General Data Protection Regulation) and the French law known as "Informatique et Libertés".
The concepts used in this policy are defined in the GDPR, including the concepts of processing, personal data, data subjects and data controller.
1. General principles
Confidentiality and respect for people are an integral part of the CCJP culture. The CCJP guarantees at all times the confidentiality and the security of the information of its contacts and allows the access, modification or deletion of the personal data of the persons concerned; however, for the persons selected to enter the Competition as candidates or as volunteers, the personal data necessary for the successful running of that Edition of the Competition may not be deleted before the end of the Competition.
The following confidentiality rules are intended to indicate what information the CCJP collects, for what purposes and how it deals with it. In accordance with current regulations, this policy strives to use clear and understandable terminology and wording.
In any case, the CCJP does not give access to third parties to the personal information entrusted to it for commercial use of this information. This information is only used to ensure a high quality of services provided by the CCJP.
In addition, the CCJP website (www.concourspictet.org) does not collect personal data - no “cookies”. The CCJP does not collect connection data or location data. For social networks (mainly Facebook, LinkedIn and Twitter), data protection is defined by the data protection policy of the social network concerned.
The Competition Administrator, who can be contacted at email@example.com, is the preferred contact for questions relating to personal data. The Administrator ensures compliance with the GDPR within the CCJP, accompanies volunteers during the implementation of treatment of data, assists the processing of requests related to the protection of personal data, informs and educates volunteers. The Administrator is also responsible for the Security of Information Systems (RSSI) and ensures the proper management of information security. The controller is the CCJP, which determines the purposes and means of treatment.
2. The purpose of the processing, the transfers and the relevance of the data
2.1 Holding of the Competition
The processing of personal data collected via the process of application to the Competition as a participant or volunteer, with the explicit consent of the person concerned, has several objectives:
- Check the compliance of the candidates with the conditions laid down by the Regulations and proceed to the selection of teams and volunteers (name, surname, date of birth, information as included in the CV provided);
- Allow communication between the Administrator of the Competition and the candidates and volunteers (email address);
- Facilitate the administrative processes related to travel and accommodation (surname, first name, gender, nationality, copy of passport, travel time, data required for support to obtain a visa). According to the legislation applicable to the Competition venue, the names, first names, gender, nationality, copy of the passport may be communicated to the company providing accommodation for participants and volunteers. If necessary, these data may also be transmitted to the entities in charge of issuing or supporting the visa and / or to the companies issuing the tickets used to travel to the competition venue. The attention of those concerned is drawn to the fact that transfers may in this context take place to countries considered as unsuitable. The CCJP will be particularly attentive to the risks that such transfers might imply;
- Allow the participants, the jury and other persons involved in the organization to have the list of names of persons, in connection with their home institution and their identity photo, for the "trombinoscope" (last name, first name, photo);
- Allow tutors to have the CV of the participants they will follow (CV);
- Allow the preparation of the annual report to the Competition donors as well as reports to the teams and designated contact persons of their home institution. The same caveat as above also applies to transfers made in this context;
- To keep track of the winners of the Gilbert-Apollis Prize or other prizes awarded on the Competition website (surname, first name and home institutions of the laureates);
- Take into account the difficulties that participants might face due to their physical or mental condition, as well as data to be used in case of emergency and dietary constraints (data included in the administrative form).
Other data may need to be processed in order to ensure the proper functioning of the Competition, for example bank details for reimbursement of expenses incurred by participants or volunteers.
By his/her application, each person expresses his/her consent to the processing of his/her personal data as described above. Otherwise, a person cannot be selected to enter the Competition. Explicit consent is requested at this stage for cases where such consent is required.
2.2 « Directory of Picteists »
The objectives of the “Directory of Picteists”, an electronic document produced by the Committee for the Jean-Pictet Competition (CCJP), are as follows:
- Maintain or enhance links between the “Picteists” - alumni of the Jean-Pictet Competition and other persons involved in the organization, either currently or in a past edition;
- Allow information necessary to inform these persons about the news of the Competition, including future sessions, and opportunities to support these sessions in various ways.
The personal data processed in the framework of the Directory of “Picteists” are in the Appendix below. Their purpose is to allow Picteists to establish and maintain connections with their peers. Only the first and last names, the University of origin, the function and / or the current employer and the current city of residence are required to participate in the Directory. Other data (contact details, personal life, details of professional life ...) are optional and left to the discretion of the person concerned.
Twice a year, the Administrator contacts the persons appearing in the Directory, offering the possibility of modifying the data, subject to answer within a defined timeframe, in view of inclusion of those data in the next edition of the Directory.
The CCJP undertakes:
- Not to transmit to a third party the email of a person without his/her authorization;
- Not to give or sell to third parties the data of the Directory or the database used to establish it;
- To send all the circular messages related to the Directory in "bcc" - and without using the "bcc" for individual messages;
- To limit the number of circular e-mails (in principle, two update requests plus two dispatches of the Directory sent per year, possibly with reminders). Occasionally, messages relating to events related to the Competition may be sent to certain specific recipients, for example in a given geographical area; - To implement the appropriate technical and organizational measures to guarantee a level of security adapted to the risks and to take the necessary measures in case of data breach.
3. The limited storage of data
The CCJP does not keep the personal data beyond the time necessary to achieve the purpose of the processing, while respecting the applicable legal and regulatory limits applicable under French and/or European legislation.
The data used for an edition of the Competition is kept until the end of the calendar year of the said edition. The administrative form is destroyed in the month following the end of the edition.
Reports to donors and universities are kept for an indeterminate length of time (archives). The list of participants, possibly in the form of a trombinoscope, is also kept for an indeterminate length of time to allow proper application of the Competition Rules and for archiving purposes.
Directory data is kept as long as the Directory is edited. In case of interruption of publication for more than two years, only data useful for statistical or historical purposes will be kept. The required measures will also be implemented to guarantee the rights and freedoms of the persons concerned.
For accounting reasons (example: invoice bearing the names of participants in the Competition), security or management, some data may be kept according to the legal deadlines in force.
4. Restricted access to data
Only duly authorized recipients can access, as part of an access management policy, the information necessary for their activity. The rules of access and confidentiality applicable to the personal data processed are defined for this purpose.
The CCJP determines and implements the necessary means to protect the processing of personal data to prevent any access by an unauthorized third party and prevent any loss, alteration or disclosure of data.
6. Information and persons’ rights
Prior to the implementation of processing, the CCJP informs the persons concerned. The information is made via this policy.
In accordance with the laws and regulations in force, in particular the GDPR and the law known as “Informatique et Libertés”, the data subjects have the following rights: access, rectification, cancellation, limitation, opposition, lodging a complaint with the CNIL; and, where applicable: portability, withdrawal of consent, organization of the fate of personal data after death.
Each person concerned can at any time check and update or delete the information concerning them (apart from the data necessary for the good progress of a session, before the end of the latter, and archived data).
Each person concerned remains free to terminate any data processing (out of archives) by simple request and even if it had authorized it in the past. Requests should be addressed to firstname.lastname@example.org. Data processing (if any) will be terminated as soon as possible and personal information in the system will be destroyed. In order to validate the legitimacy of the request, a signed application, accompanied by a photocopy of a valid identity card bearing the applicant's signature, may be requested. It will also be necessary to provide contact details to the CCJP to send a response.
NB: In the event of an unsatisfactory response, a complaint may be lodged with the National Commission for Informatics and Liberties (CNIL): https://www.cnil.fr/en/complaints. Any subsequent judicial action would fall within the jurisdiction of the French courts in accordance with the rules applicable before the administrative and judicial courts, subject to the application of the relevant rules of the GDPR.
Appendix – data used for the Directory
A single Excel document containing the necessary data is used for the exclusive purposes of establishing the Directory. It is managed by the Administrator of the Competition who is the only person authorized to access it. The Directory is established from the transformation of these data into a Word document and then into a document in pdf format.
Are also kept by the Administrator exchanges between people who have accepted or refused to appear in the Directory - either by email or through a social network, usually LinkedIn.
The data structure of the Excel document is as follows:
A. Unique number of Picteist, incrementally defined during each session.
B. Year of participation, or first appearance in the Competition for persons other than the participants
C. Session (French, English or Spanish speaking)
D. Status during the year referred to in B: participant, jury, coach, tutor / tutor, "Petit-Bras", member of the organization...
F. First name
G. Last name
H. Team number, incrementally defined at each session
I. Current name of the University (or other institution), in French
J. Current name of the University (or other institution), in English
K. City where the University (or other institution) is located, in French
L. City where the University (or other institution) is located, in English
M. Country where the University (or other institution) is located, in French
N. Country where the University (or other institution) is located, in English
O. T eam code (from 2005)
P. Name of the coach / tutor
Q. Picteist number of the person targeted in the P field
R. Result in the Competition (semi-finalist, finalist, Prix Jean-Pictet)
S. Result for the Prix Gilbert-Apollis
T. Current type of situation - see point 5 above
U. Subcategory, for categories NGO and international organizations in field T, indicating the name of the NGO or international organization
V. Title of the current function
W. Current city (geographical area), in French
X. Current city (geographical area), in English
Y. Current country, in French
Z. Current location, in English
AA. Source of information (LinkedIn, Direct Contact, URL)
AB. LinkedIn Status vs. Administrator's LinkedIn Account (OK, DEM, InMail)
AC. Email address
AD. Reliability of the email (OK, Likely, Missing)
AE. Approval of the publication (OK, DEM, OK see text)
AF. Additional text to be entered in the Directory, if the AE field is "OK see text", eg email, phone, etc. Field limited in number of characters by the maximum size of an Excel cell