On behalf of the President of the University of Lille, the Legal Affairs Department (direction des affaires juridiques; DAJ) processes personal data for the purpose of internal elections.
This processing includes:
- drawing up the electoral lists;
- setting up digital workspace (ENT) and internet pages dedicated to the election;
- setting up mailing lists;
- setting up the poster campaign;
- drawing up the candidate lists;
- transmitting connection IDs to the voting platform;
- the voting operation carried out exclusively online using an external service provider (Kercia Solutions);
- announcing the results.
This processing has been the subject of a privacy impact assessment and an independent external appraisal. It has been declared to the University of Lille’s data processing register under reference no. 2023-174. Its legal basis is the university’s legitimate interest in using a remote electronic voting procedure to renew the councils of its member schools/faculties/institutes (Article 6(1) point f) GDPR).
For voters, the following information is collected from the HR information systems of the Experimental Public Institution’s member institutions: Surname, surname of use, first name, gender, date of birth, department of birth, country of birth, institution, place of employment, laboratory, college, professional e-mail address.
For voters, the following information is collected from the HR information systems of the Experimental Public Institution’s member institutions: Surname, surname of use, first name, gender, date of birth, department of birth, country of birth, institution, place of employment, laboratory, college, professional e-mail address.
This processing has been subcontracted to KERCIA Solutions and implemented via the Alpha Vote platform as part of a public procurement procedure.
The data processed by the processor is stored in an electronic safe and then destroyed, accompanied by a certificate of elimination or erasure of the data, after transmission of the CD-ROMs and acknowledgement of receipt by the university. CD-ROMs are kept by the university for two years. Once it is no longer required for administrative purposes, the data is erased, except for the candidate lists with declarations of candidacy and statements of support, election minutes and the acts appointing polling station members.
You can access your personal data, ask for it to be erased, rectify it or exercise your right to restrict the processing of your data. You may also object to this (See the website http://cnil.fr for more information on your rights).
To exercise your data protection rights or to obtain more information about this system, please contact the university’s Data Protection Officer at the following e-mail address: dpo[at]univ-lille[point]fr or by post at:
Délégué à la protection des données
Université de Lille
42 rue Paul Duez
59000 LILLE