Enrolled students

The University of Lille is responsible for the processing of personal data, particularly in relation to education.

The Data Protection Officer is Jean-Luc Tessier

This section describes the data held about you by the university, the reasons why it is held and your rights concerning this information.

This processing is compulsory, and you may not object to it unless you wish to withdraw your enrolment at the university. In order to minimise the amount of data collected, certain pieces of information are marked as optional.

The Student Affairs Department collects and processes a range of information about you. This data concerns the management of teaching and students and includes:

About you:

• identity (full name);
• title;
• sex;
• photograph for student card. Use of the photo for other teaching purposes is optional
• date and place of birth;
• nationality;
• address;
• mobile number (optional);
• e-mail address;
• nature of any disability (optional);
• specific student number;
• Campus and Student Life Contribution (Contribution Vie Étudiante de Campus; CVEC) number;
• your social situation: family and military situation, housing, professional life, financial situation (employee, grant recipient), sports activities, PCS (professions and socio-professional categories);
• accounting statement for your enrolment.

About your parents:

• PCS (professions and socio-professional categories);
• address.

About your school and university career:

• baccalauréat series with year obtained, equivalences, year and institution of first enrolment;
• mention of the existence of a temporary or permanent ban on enrolment;
• last diploma obtained at a French public university and/or any other diploma obtained outside France (type, course, title, place, year);
• area of study leading to a diploma (specialisation, purpose, discipline, cycle, curriculum, associated European credits, doctoral school, stage, number of enrolments, examination attendance).

Data is collected for:

• administrative management of student teaching and education (enrolment management, notably via digital services, accounting management of fee payments and reimbursements, preparation of examination sessions and test management, entry of grades and results, management of internships, thesis management, management of information retrieval for student social security affiliation, management of student social application registrations with CROUS)
• the implementation and execution of optional processing for statistical purposes: studies, surveys, indicators relating to the monitoring of students during their studies (particularly with regard to living and study conditions, evaluation of courses and teaching, monitoring of courses of study, etc.)

Information is transmitted between different university entities for operational reasons:

• to the General Digital Affairs Department (Direction générale déléguée au numérique) to feed the digital identity repository and thus give you access to all the university’s digital services, in particular the online teaching platforms;
• to the Preventive Medicine Department: SUMMPS (administrative data on civil status);
• to the Legal Department for the organisation of elections;
• to the student affairs departments of the member schools, faculties and institutes responsible for the courses in which you are enrolled;
• to the Studies Department Observatory (ODiF - odif.univ-lille.fr/)for the implementation and execution of optional processing for statistical purposes: studies, surveys, indicators relating to the monitoring of students during their studies (particularly with regard to living and study conditions, evaluation of courses and teaching, monitoring courses of study, etc.);
• to the General International Relations Department.

Information is transmitted to external organisations to which the university has obligations, such as:

• authorised employees of social security and student mutual insurance organisations, and regional university and educational works centres;
• the French Ministry of Education, for student and graduate numbers (SISE application), as well as for surveys on student living conditions organised by the Student Life Observatory(Observatoire de la vie étudiante; OVE-national),and for professional integration surveys organised by the Centre for Qualifications Studies and Research(Centre d’Études et de Recherche sur les Qualifications;CEREQ);
• other universities. If you change university during your studies, your administrative file is forwarded to the university to which you are transferring.

Data is stored for the duration of the student’s enrolment at the university, and then for a maximum of 10 years (unless otherwise stipulated by law or regulation). Beyond that, the data is archived on a separate medium with limited access, in accordance with the rules applicable to public and private archives.

You have the following rights:

• right to be informed;
• right of access;
• right to rectification;
• right to restrict processing;
• right to data portability;
• right to object if your data is used for other purposes for which there is no legal obligation.

If you do not receive a response to your request within a reasonable period of time, you may lodge a complaint with the supervisory authority (CNIL) in accordance with Article 13 of the GDPR.

You can contact the representative for the exercise of these rights by e-mail at 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

More information and details of the processing declared on the university’s electronic document management system (GED) in identified mode only.

On behalf of the President of the University of Lille, the Student Affairs Department processes personal data as part of its ‘student support’ service. This service is implemented using the GLPI platform.

Its legal basis is the exercise of the universities’ duties in serving the public interest (and in particular education) referred to in Article 6(1) point e) GDPR.

It has been recorded in the University of Lille’s data processing register under number 2020-102243.

The data collected during this processing includes the following:

• Data collected via the data entry form: surname, first name, e-mail address, date of birth, telephone number.
• All supporting documents related to the student’s circumstances.

This data is collected to provide assistance to students:

• applying for a course offered by the university via the eCandidat application;
• wishing to enrol or re-enrol on a course offered by the university;
• reporting a problem with the ConPERE application.

The recipients of the data processed are employees of:

• the Student Affairs Department (Student Affairs and Enrolment Office) located on the various campuses (Pont-de-Bois, Cité scientifique, Moulins-Ronchin, Santé, etc.);
• the iUT A and B student affairs departments.

The data processed in this way will be stored:

• for data collected via the data entry form: until the support request ticket is closed;
• for supporting documents: up to 24 months after the support request ticket is closed.

Beyond that, and in accordance with the rules applicable to public and private archives, such data may be archived on a separate medium with very limited access.

You have the following rights:

- right to access and rectify your personal data;
- right to request the restriction of processing and to object to such processing;

You can contact the representative for the exercise of these rights by e-mail at 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

On behalf of the President of the University of Lille, the Student Affairs Department processes personal data using the ConPERE software.

The legal basis for this processing is the university’s legal obligation arising fromArticle 5 of the order of 30 July 2018 on the licence degree.

This system is recorded in the University of Lille’s data processing register under number 2020-248. The Data Protection Officer is Jean-Luc Tessier(dpo@univ-lille.fr).

The data collected during this processing includes the following:

• Data from the ‘Apogée’ application: surname (family surname and surname of use), first name, (other first name), student number, date of birth, university e-mail address, internal university course of study;
• All supporting documents related to the student’s particular circumstances.

This data is collected for the purpose of:

• drawing up a learning agreement for success for students enrolled in licence programmes at the University of Lille;
• offering remedial and success support services to all students enrolled in the university’s licence programmes;
• implementing and carrying out optional processing for statistical purposes: studies, surveys, indicators relating to the monitoring of students during their studies.

The recipients of the data processed are:

• the administrator of the ConPeRe application;
• the director of undergraduate studies;
• the student affairs department managers in charge of the year of study;
• the teachers involved in the year of study;
• sUAIO guidance counsellors;
• authorised members of the Studies DepartmentObservatory(ODiF)

The data subject to this processing will be stored for as long as the student remains enrolled at the University of Lille.

Beyond that, and in accordance with the rules applicable to public and private archives, such data may be archived on a separate medium with very limited access.

You have the following rights:

• right of access to and rectification of your personal data;
• right to request restriction of processing.

To exercise these rights, please contact the Data Protection Officer by e-mail at dpo[at]univ-lille[point]fr. or by post:

Délégué à la Protection des Données
Université de Lille
42 rue Paul Duez
59000 LILLE

On behalf of the President of the University of Lille, the University of Lille’s Studies Department Observatory (Observatoire de la Direction des Formations; ODiF) processes personal data for the purpose of having students evaluate the course they have taken (according to an annually defined programme).

This processing has been declared in the University of Lille’s data processing register under reference no. 201887. Its legal basis is the university’s duty in serving the public interest (Article 6(1) point e) GDPR).

The data collected includes:

• Surname, first name and e-mail address of respondents;
• Course evaluation data.

This data is collected in order to gather student feedback on teaching organisation, study conditions and other study-related topics, and thus provide means by which to evaluate and improve the study policy implemented by the University of Lille.

The data is communicated in various aggregate or summary forms to the FTLV-VE Vice-Presidents, as well as course and programme directors.

Personal data is stored for the duration of the survey and until the end of the current calendar year. Beyond that, and in accordance with the rules applicable to public and private archives, such data may be archived on a separate medium with very limited access.

You may access and rectify your personal data. You may also exercise your right to restrict or object to the processing of your data (See the website cnil.fr for more information on your rights).

To exercise these rights or if you have any questions about the processing of your data under this system, you can contact the representative for the exercise of these rights by e-mail at 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

On behalf of the President of the University of Lille, the University of Lille’s Studies Department Observatory (Observatoire de la Direction des Formations; ODiF) processes personal data for the purpose of monitoring health courses over several years, focusing on access to the diplôme de formation générale de santé (general health studies diploma) (bac+2).

This optional processing has been declared in the University of Lille’s data processing register under reference no. 2021251. Its legal basis is the consent of respondents to the various surveys carried out as part of this scheme (Article 6(1) point a) GDPR).

The main categories of data collected are:

• Connection data;
• Data relating to the identification of the persons concerned;
• Contact information;
• Answers to the questions asked.

The data is stored for a period of (from the publication of the survey results):

• 1 year for: surnames, first names, date of birth and contact details; connection data;
• 5 years for INE (national pupil ID) data;
• 10 years for other data.

You have the following rights:

• right of access, rectification and erasure of your data;
• right to request restriction of processing;
• right to data portability;
• right to withdraw your consent to the processing of your data at any time.

To exercise these rights, you can contact the Data Protection Officer by e-mail at: 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

Authorised ODIF employees have access to this data. The aggregated results will be communicated to the ‘Formation tout au long de la vie’ Vice-Presidents and to the University of Lille’s ‘Parcours Accès Santé Spécifique’ (PASS) and ‘Licence avec option “Accès Santé”’ (LAS) project managers.