Privacy Policy

ALUMNIL NETWORK PERSONAL DATA PRIVACY POLICY

The ALUMNIL Network is a service of the University of Lausanne (UNIL). Its purpose is to bring graduates from UNIL’s seven faculties together in an exclusive network, to help them develop their personal and professional contacts, keep their knowledge up to date and maintain a link with UNIL.

By staying in touch with UNIL alumni, the ALUMNIL Network contributes to the institution’s wider influence and helps to promote its research and teaching activities.

Students who enrol in the University of Lausanne are invited, on the enrolment form, to consent to their personal data being passed on to the ALUMNIL Network, as soon as they are awarded their first academic qualification.

Students who have been awarded their first qualification will be asked to renew their consent at the point of requesting their degree.

The Alumni Office processes these data purely for the purposes set out in this document. We take protecting the data and privacy of members of the network extremely seriously.

Types of personal data collected and processed:

1. Identification data
Last name, first name, gender, date of birth, private e-mail address, private postal address and phone numbers while studying, postal address at the point of enrolment and after leaving UNIL, pernum (UNIL personal ID number) and UNIL enrolment number.

Purposes of processing
These data are collected and recorded:

  • To open a personal account on the ALUMNIL Portal (the ALUMNIL Network’s management and communications tool) after gaining an initial academic qualification awarded by UNIL
  • To communicate useful information relating to:
    • UNIL’s academic and scientific activities and events
    • events organised specifically for UNIL alumni
    • job offers or professional opportunities related to the academic courses taken at UNIL
  • To send out the ALUMNIL Network’s monthly newsletter
  • To allow members of the network to be put in touch with students preparing to take part in a university exchange abroad and seeking information about the place where they will be studying (relay persons)
  • To encourage networking between members of the network.

2. Data about the graduate’s academic pathway at the University of Lausanne
Degree awarded, year and semester of award, main fields of study, grade's specialisation, institution, faculty, location, country, degree code (internal UNIL identification number).

Purposes of processing
These data are collected and recorded:

  • To create a personal account on the ALUMNIL Portal after gaining an initial academic qualification awarded by UNIL
  • To update the graduate’s personal account on the ALUMNIL Portal automatically whenever they gain a new academic qualification awarded by UNIL.
  • To manage invitations and registrations for graduation ceremonies organised by UNIL
  • To send out targeted information, depending on the degree obtained or faculty in which the graduate studied
  • To consult with holders of a particular degree to evaluate a university course
  • To allow members of the network who have a number of years’ professional experience to be put in touch with young graduates who are seeking advice on their future careers (professional relay persons).

3. Student mobility data
Year of studies abroad, country, city and name of university

Purposes of processing
These data are collected and recorded:

To allow members of the network to be put in touch with students preparing to take part in a university exchange abroad and seeking information about the place where they will be studying.

4. Career data
Name and address of employer, sector, type of organisation, size of business, department, professional status, career level, work e-mail address, website, phone number and Skype ID

Purposes of processing
These data are collected and recorded:

  • To encourage networking between members of the network seeking information on potential employers
  • To allow the Alumni Office to identify potential speakers for ALUMNIL Careers events
  • To allow members of the network who have a number of years’ professional experience to be put in touch with young graduates who are seeking advice on their future careers (professional relay persons).

5. Data visibility on the ALUMNIL Portal
By default, the network directory shows only the following data on each profile: Last name, first name, academic data.
All members of the network can, however, select the data they wish to display to other users. They may also hide their entire profile.

6. Data retention period
Data are recorded on the ALUMNIL Portal when an account holder enrols at UNIL to take an additional academic course.
If, following his graduation, the account holder has not confirmed his membership to the network and consequently, this privacy policy and the terms of use of the Portal, the data listed above will be kept for five semesters, to allow him to keep his profile on the ALUMNIL Portal and take advantage of free membership to a UNIL alumni association.
For account holders who have confirmed their membership to the network and consequently, this privacy policy, the data will be kept until the account holders state their wish to have them deleted.

7. Change or closure of account
The account holder may deactivate his account on the ALUMNIL Portal at any time. He will then lose his access to the Portal and his profile will be invisible to other users. The deactivation procedure is available online on the ALUMNIL Portal (article visibilité de votre profil).

8. Communication of data to third parties
The ALUMNIL Network may communicate members’ personal data:

  • to course directors in UNIL faculties for the purpose of evaluating a specific course
  • to UNIL alumni associations (with which UNIL has a service contract), which members intend to join or have already joined.

Except as indicated above, no personal data are communicated to third parties without the member’s prior consent.

9. Rights of access and rectification available to the ALUMNIL Network
Any person who can prove their identity has the right, by sending a letter or e-mail, signed and dated, to the data controller indicated below:

  • to receive a copy, free of charge, in an intelligible form, of the personal data concerning him that is actually processed by the Alumni Office, as well as any information about the source and actual destination of said data
  • to have any incorrect personal data concerning him rectified free of charge
  • to have any personal data which, in light of the purposes of processing, are incompatible or irrelevant, or the recording or retention of which is unlawful or which have been kept beyond the period stipulated in article 6, erased free of charge.

Anyone may request confirmation that no data concerning him have been collected.

10. Cookies / social media
The use of cookies is limited to the technical requirements of the ALUMNIL Portal, such as user log-ins and ensuring that the servers are functioning correctly. No tracking is carried out.

Single-sign on (SSO): Members of the ALUMNIL Network can grant permission to log in to the ALUMNIL Portal using the credentials they use on social media such as Facebook – LinkedIn or Google.
By logging in using the credentials from their social media account, members of the ALUMNIL Network authorise these social media to communicate their identification information (last name, first name, e-mail address, profile photo, gender, username and the user’s URL and location).

Passwords are never communicated under any circumstances and no personal data are imported. The sole purpose of the process is to ensure that users have identified themselves on the social media of their choice and that their identity has been verified.

LinkedIn profile integration on the ALUMNIL Portal
Holders of an account on the ALUMNIL Portal can allow some professional data from their LinkedIn profile to be imported.

11. Alumni associations
UNIL alumni associations which have entered into a service contract with UNIIL are entitled to an area on the ALUMNIL Portal. These associations have access to the personal data of account holders who are members of their association, solely to allow them to communicate with their members and make any amendments to personal data.

12. Processor
UNIL has appointed Intraworlds GmbH, Erika-Mann-Strasse 7, D-80636 Munich to handle the processing of UNIL graduates’ data.

Said processor is subject to the General Data Protection Regulation – GDPR (regulation 2016/679). UNIL has established the necessary guarantees to ensure that the processing of personal data by the processor is carried out in accordance with the applicable data protection legislation, notably the Swiss Federal Act on Data Protection (FADP).

Data are stored in Germany. They are not communicated to third parties by the processor.

13. Controller
The controller is the University of Lausanne, Unicentre, CH-1015 Lausanne.
Alumni who wish to exercise the rights indicated above should contact: UNIL, Alumni Office, Unicentre Building, CH-1015 Lausanne
Email : mes-donnees.alumnil@unil

Lausanne, 30 August 2018

To the extent that any translated version of the Data Privacy Policy (or any other terms, policies, or guidelines) that the operator provides conflicts with the French version, the French version will be taken into account.