The Agence Universitaire de la Francophonie (referred to hereinafter as the "AUF" is defined in its Statutes as a private Québec association.
AUF is a worldwide association of francophone higher education and research establishments. It includes over 1000 universities across every continent in approximately 120 countries.
AUF attaches great importance to protecting the personal data of those using its websites (referred to hereinafter as the "Websites") as well as its other online services and platforms (referred to hereinafter as "Platforms"). That is why we are publishing this Confidentiality Policy (referred to hereinafter as the "Policy"), which aims to explain to users of our Websites and Platforms how their personal data is collected, processed and protected.
When you provide your personal data, you consent to it being processed in accordance with the provisions of this Policy and authorise AUF along with any of its third parties and service providers, if applicable, to process personal information to the end set out herein. You are free to choose not to provide the information requested by not accessing the Websites and Platforms suggested.
The Policy complies with the Act to modernize legislative provisions as regards the protection of personal information in the private sector (Act 25) and with the European regulations in force regarding personal data as provided under the General Data Protection Regulation (GDRP).
This Policy applies to all personal data collected digitally by AUF through its Websites and Platforms.
AUF’s Websites and Platforms may contain links to external websites. The Agency shall not be held liable for the content of these Websites, nor for their practices regarding the protection of personal data.
AUF collects the data of the users of its Websites and Platforms in two ways:
• You provide information to AUF (for example, when you register to receive the newsletter, when you apply to a specific call for bids or when you submit a job application, when you accept cookies and the policy on cookies);
• AUF collects information automatically when you access the Websites and Platforms (by using cookies that are strictly necessary for the provision and improvement of the services supplied on the Websites and the Platforms).
When you use the Websites and Platforms, AUF may need to collect the following information automatically:
• Links the user clicks on when using the Websites and the Platforms;
• Content the user consults on the Websites and Platforms.
The following personal data may also be collected and preserved:
• Your email address;
• Your first and last name(s);
• Your telephone numbers;
• Your IP address;
• Your professional profile;
• Your postal address.
AUF collects only the data that helps to achieve the objective set out in this Policy. No data will be collected without your prior consent.
AUF may collect your data to provide the services available on the Websites and Platforms:
• Subscribing to the newsletter;
• Replying to a job advertisement;
• Applying to a call for bids;
• Contacting one of AUF’s specific departments.
In this context, AUF only collects your data with your consent. You can withdraw your consent at any moment by sending your request for it to be withdrawn using the contact details set out in item 13 of this Policy.
AUF also collects personal data to improve the Websites and Platforms by using cookies needed to ensure that they function correctly and can be improved. Within this framework, AUF collects your data based on its legitimate interest.
AUF may also process your personal data to meet its statutory and regulatory requirements.
Lastly, AUF may need to collect your data in relation to the use of cookies to promote project and targeted programmes. Once again, AUF only collects your data with your consent. You can withdraw your consent at any moment via our cookie managements system or by contacting us directly.
AUF ensures that only authorised persons can access your data when required to carry out their mission.
AUF may also transmit your personal data to third parties to meet its statutory and regulatory obligations.
We preserve your personal data according to the terms and conditions set out in the table below. The data will be deleted automatically in accordance with the legislation and the regulations at the end of the time limits indicated below:
| Type of data | Purpose | Period data preserved |
|---|---|---|
| Identification data (family name(s), first name(s), address, email, telephone number, etc.) | Job application | 2 years from the date upon which the application was received |
| Reply to a call for bids on projects, funding, training, etc. | 2 years from the date upon which the application was received | |
| Provision of the newsletter | 1 year from the date you unsubscribed | |
| Contacting a specific department | 2 years from the date of the last time you contacted us | |
| Browsing data (cookies, geolocation and trackers) | Provision and improvement of services on Websites and Platforms | 13 month from the date of the last time you visited Websites and Platforms |
| Targeted advertising | 6 month from the date the user made his/her choice |
Browsing the AUF’s Websites and Platforms can lead to cookie(s) being installed onto your computer.
a) Definition of a cookie
A cookie is a text file that is automatically registered by your browser onto the hard drive of your computer, tablet, telephone, etc., when you browse the internet. Cookies enhance your browsing experience by adapting to each user’s preferences and interests.
AUF’s Websites and Platforms use their own cookies and third-party cookies to offer visitors a better browsing experience.
AUF’s Websites and Platforms include the following types of cookies that you can accept or refuse when browsing:
• Session cookies : are necessary for the Websites and Platforms to function normally. They are used to create a user session.
• Analytics cookies : enable the behaviour of visitors to AUF’s Websites and Platforms to be understood and to improve how they function.
• Targeted advertising cookies: are used to register the most recent searches and interactions with the results of the search. They also store information about how you use the Websites and Platforms.
• Social media cookies : some pages of the Websites and Platforms display content of external providers, such as YouTube. The YouTube cookies can be disabled.
When you share content on some of the pages on AUF’s Websites and Platforms, you will be redirected to Facebook, Twitter, LinkedIn or Google Plus. Theses cookies are controlled directly on the social media websites.
c) Consenting to the use of cookies
When you visit the AUF’s Websites and Platforms, you will see an explanatory banner about cookies.
When you click on "Accept" or "I agree", you consent to our using cookies and extensions as described in the banner and this Policy.
It is not compulsory to install cookies but refusing a cookie may mean that you cannot access certain services.
d) Allowing, disabling and deleting cookies
You can prevent AUF’s Websites and Platforms from registering cookies on your computer by adding addresses under the domain name auf.org to the cookie exceptions in your browser settings. You can use your web browser to delete cookies automatically or manually. You can also specify that certain cookies must not be placed.
You can ask for access your personal data, to correct, update, restrict or delete it, to object to it being processed, to withdraw your consent or to ask us for a copy of your data in a structured format that is currently in use and that can be read by machine in order to send them to another entity (insofar as the applicable regulations authorises you to do so).
If you wish to do so, you can contact us using the contact details set out in item 13 of this Policy.
Before dealing with this type of request, AUF may need to check your identity.
Note that if you ask us to delete information or to suspend processing thereof whereas they are necessary for us to supply a service, it is possible that the latter be suspended.
If you are not satisfied with how your request has been dealt with, you also have the right to lodge a complaint with the competent regulatory authority for your place of residence.
We use appropriate physical, technical and organisational security measures to protect your information from being abusively accessed, destroyed, used, modified or disclosed, both during transmission and storage.
When we transmit your data to third parties, we make sure that their security measures meet the statutory and regulatory requirements regarding personal data protection.
For example, we use limited-access computer systems that located in a controlled environment. We also use technologies such as anonymization or encryption of data to protect certain information that we collect.
Please do note however that no means of communication or transmission of data on the internet is infallible. We cannot therefore completely guarantee the security of information transmitted.
Our Confidentiality Policy is updated regularly to reflect technological and statutory developments of our operations or if we consider it necessary or appropriate.
If we make changes that affect the processing of your personal data, a modification notice will be published on the Websites and Platforms.
We also indicate the date of the latest Policy update.
If you have any questions about our Policy and you wish to exercise your rights as described above, you can contact us via any of the following means:
Agence Universitaire de la Francophonie - AUF
Pavillon Jean-Marc Léger
3034, boulevard Édouard-Montpetit
Montréal (Québec) H3T 1J7 Canada
By the Form provided