1. Data Controller

The data controller is the MISSION INTERUNIVERSITAIRE DE COORDINATION DES ÉCHANGES FRANCO-AMÉRICAINS (MICEFA), a non-profit association under the French Law of 1901, with its headquarters at 6 rue du Douanier Rousseau, 75014 Paris, France, represented by its President.
If you have any questions regarding the protection of personal data, please contact :

• Mailing address: MICEFA, 6 Rue du Douanier Rousseau, 75014 Paris
• Email address : info@micefa.org

 

2. Data collected

As part of its academic exchange activities, MICEFA collects the following categories of data, among others :

• identification information: last name, first name, date of birth, nationality, student ID number, and a photo (if available) ;
• contact information: mailing address, email address, phone numbers ;
• academic information: home university, program of study, academic performance, language proficiency, transcripts;
• Administrative documents: copy of passport, information required for the visa application process, proof of insurance ;
• where applicable, special data (e.g., regarding health, disability, or specific needs) when strictly necessary for the preparation and smooth conduct of the stay and in compliance with applicable regulations.

3. Purposes and Legal Basis

Data is collected for the following purposes :

• management of applications and registrations for exchange programs ;
• Organization and coordination of mobility programs (France – North America) ;
• administrative and financial management (billing, payment tracking) ;
• assistance with visa and residency procedures ;
• communication with students and partner universities ;
• compilation of anonymized statistics to evaluate and improve programs.

Treatments are primarily based on :

• the performance of a contract or pre-contractual measures (management of the mobility file) ;
• compliance with legal and regulatory requirements ;
• MICEFA’s legitimate interest in organizing and improving its programs ;
• consent, when required by law (for example, for certain sensitive data or specific communications).

4. Recipients of the data and international transfers

The data may be disclosed to the extent necessary to achieve the purposes set forth above :

• to MICEFA member universities and partner universities located in the United States and Canada ;
• to the administrative and consular authorities responsible for issuing visas and residence permits ;
• service providers involved in organizing the trip (insurance companies, lodging providers, technical service providers, payment platforms, etc.).

In the context of exchanges with institutions located outside the European Union (particularly in the United States and Canada), data may be transferred outside the EU.

5. Shelf life

Personal data is retained for as long as necessary to manage mobility and fulfill contractual and legal obligations, and is then archived for a period not exceeding the applicable legal requirements and the need for evidence in the event of a dispute.
In addition, the data may be anonymized for statistical purposes.

6. Rights of Data Subjects

In accordance with applicable regulations, you have the following rights :

• right to access your data ;
• the right to correct inaccurate or incomplete data ;
• the right to erasure (“right to be forgotten”) in the cases provided for by law ;
• right to restriction of processing ;
• the right to object, on grounds relating to your particular situation, to processing based on legitimate interests ;
• the right to data portability, where applicable.

You may exercise your rights by contacting MICEFA using the contact information provided in section 1.
You also have the right to file a complaint with the relevant supervisory authority (in France, the CNIL).

7. Data security

MICEFA implements appropriate technical and organizational measures to ensure a level of security commensurate with the risks (access controls, backups, confidentiality measures, etc.).
Individuals with access to the data are bound by a duty of confidentiality.

8. Policy Update

This privacy policy is subject to change. The most recent version is available on the MICEFA website. In the event of a substantial change, specific notification may be provided.