International mobility

The information contained in the MI | Hotline application is processed by the International Centre (Maison internationale; MI) on behalf of the President of the University of Lille (no. 202184).

The legal basis for this processing is the university’s duty in serving the public interest for the benefit of international cooperation and the development of the European Higher Education and Research Area (Art. 6(1) point f) GDPR; Article L123-3 French Education Code).

The personal data collected concerns users of the University of Lille’s IM and falls into the following categories:

• user IDs;
• civil status;
• contact details;
• course cycle and location;
• legal status in French territory.

The data collected will be used for the sole purpose of providing answers to all questions relating to IM users’ stay in France.

The data processed will be disclosed only to authorised member of the MI staff.

This data will be stored for as long as MI users have a login assigned by the University of Lille, but may be deleted before this period expires, 12 months after their last activity on MI Hotline.

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

Data subjects have the right to access and rectify their data. They may object to its processing and exercise their right to restrict it.

If you have any questions about the processing of your data under this system, please send your request to the following address: helpdesk-freemover[at]univ-lille[point]fr or contact our Data ProtectionOfficer(dpo@univ-lille.fr).

If, after contacting us, they feel that their rights have not been respected or that this system does not comply with data protection rules, they may lodge a complaint with the French Data Protection Authority (Commission Nationale de l’Informatique et des Libertés; CNIL).

The University of Lille is responsible for the processing of personal data, particularly with regard to the management of incoming and outgoing student transfers.

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 cannot object to it unless you renounce your inward or outward transfer. In order to minimise the amount of data collected, certain pieces of information are marked as optional.

The International Relations Department collects and processes a range of information about you. This information is required to manage incoming and outgoing transfers and includes:

• your identity (surname, first name, gender, date of birth, place of birth, nationality);
• national pupil ID (INE) number and student card number;
• your permanent address, telephone number and e-mail address;
• your passport photo (optional);
• your emergency contact and details;
• your current course (member school/faculty/institute, discipline, level);
• your transfer (type of transfer, programme, country and institution of origin and receiving country and institution, transfer period);
• your mother tongue and language skills (language tests);
• type of accommodation required (optional and for incoming students only);

Copies of the following supporting documents may be requested:

• identification;
• enrolment certificates for outgoing and incoming dual degree programme students;
• European health insurance card or proof of insurance;
• student card;
• transcripts and diplomas (translated into French for incoming students);
• study contract and certificate of attendance;
• cover letter and curriculum vitae, depending on the course applied for;
• signed internship agreement (internship transfer);
• welcome letter;
• supporting documents of a professional nature (individual students);
• birth certificate (translated into French for incoming students).

For requests for financial assistance:

• the type of grant applied for;
• if you receive a grant during your transfer: notification of award from CROUS for the current year;
• if you are applying for a grant from the Hauts-de-France Regional Council (Bourse Mermoz): notice of tax assessment for the reference tax household;
• bank details (name of bank, IBAN, BIC/SWIFT, account holder, country of account).

At the end of the stay for outgoing students:

• Erasmus+ end-of-stay report (mandatory);
• your testimonial (optional).

This data is collected by the International Transfers Department in the context of incoming or outgoing transfers for the purposes of managing these transfers and ensuring that your stay is as pleasant as possible.

This data may be forwarded to the student affairs department of your member school, faculty or institute, 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 follow-up of students during their studies (in particular with regard to living and study conditions, evaluation of the courses and teaching, monitoring courses of study, etc.) and after completion of their course (in particular with regard to professional integration, etc.) as well as to partner universities to which you have applied to transfer.

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.
If an application is rejected, personal data will not be stored.

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