The General Data Protection Regulation (GDPR) entered into force in France on May 25, 2018. It aims to harmonize European legislation on data protection, by giving more rights to individuals and warranting better protection on the use of their personal data by organizations.

In order to be able to carry on its activity of managing the community of HEC graduates by updating a database of Alumni data, as well as organizing events in France and overseas, HEC Alumni uses data collected from: HEC Paris business school, the HEC Foundation (exceptionally), the HEC Alumni website, in the context of HEC Alumni relations or events it organises.

HEC Alumni ensures strict compliance with data confidentiality and thrives to earn the trust that all Alumni expect in this matter.

Introduction

The purpose of this policy is to advise you of the practices and circumstances in which HEC Alumni collects and processes your personal data.

This policy applies to all data collected from HEC Paris, the HEC Foundation, the HEC Alumni association’s website and alumni relations activities (during events, workshops or other events organized, whatever their nature).

As controller, HEC Alumni undertakes to comply with amended French Law no. 78-17 of January 6, 1978, and the General Data Protection Regulation published in the Official Journal on April 27, 2016 and in force since May 25, 2018.

To ensure compliance with these rules, HEC Alumni has appointed a special contact person for the French Data Protection Authority (CNIL), the point of reference within the organization for matters relating to data protection. This person can be contacted by writing to HEC Alumni, GDPR, 9 avenue Franklin Roosevelt, 75008 Paris, or by sending an e-mail to the following address: privacy@hecalumni.fr.

Personal data (referred to hereinafter as “Data”) is defined as any information relating to an identified or identifiable natural person. A natural person is deemed “identifiable” if they can be directly or indirectly identified, especially by reference to an identifier such as a name, an identification number, location data, an online identifier or one of several special characteristics, which express the physical, physiological, genetic, mental, commercial, cultural or social identity of natural persons.

Data collected

HEC Alumni only collects and processes data that is strictly necessary in relation to the purpose(s) for which they are processed.

HEC Alumni also takes all useful measures to ensure that your data are accurate, complete and, where applicable, updated.

Data collected include:

- Form of address, first name and surname of Alumni,
- Date of birth, nationality,
- Family status, name of spouse,
- University education and career details,
- Online and phone contact details,
- Website user accounts: log in.

Statutory bases for processing

HEC Alumni only collects and processes personal data concerning you for which it has statutory bases. Statutory bases include your consent (when you have agreed to data processing), the contract (when data processing is required for performance of the contract entered into between you and HEC Alumni) and the “legitimate interests” of HEC Alumni.

Purposes of data collection

HEC Alumni uses your data solely in the context of its activity of managing the community of HEC graduates, and for specific and limited development purposes and purposes relating to the monitoring of:

• alumni relations,

• the provision of information and external communication (newsletters, subscription forms, leaflets and brochures and so on),

• the design of a Yearbook. A new concept, between the Magazine and the Yearbook, the book will compile important information and events of the calendar year, offering the reader a varied panorama. Graduate rankings will also be included, in order to maintain an intergenerational link. The Yearbook will be distributed digitally (searchable on the Internet and referenced in search engines) and in print.
This edition, which is scheduled to be distributed from January 2023, is produced by the company EM-COM, which is responsible for canvassing potential advertisers. All the information communicated to EM-COM is intended to be used only in this precise context. If you wish to object, please contact Annick Drouet : annick.drouet@hecalumni.fr
If you wish to insert an advertisement, do not hesitate to contact the company EM-COM by phone 0033 1 43 97 40 82 / contact@em-com.fr / www.em-com.fr.

• canvassing on behalf of HEC Alumni or its partners

• organizing workshops or events. Exceptionally, HEC Alumni may send participants at an event it is organizing and the institution hosting this event, a list of participants at that event, limited to their first name, surname and declared employer.

HEC Alumni also uses your data in the context of creating the database of former HEC students, and management of user accounts on the specific platform at www.hecalumni.fr.

Recipients of data

HEC Alumni only communicates the data it collects to its internal departments, its volunteers (Presidents of Alumni Chapters overseas, regional Clubs and so on) and to its partners (HEC Paris business school and the HEC Foundation), and also to its service providers and their staff with regard to rendering the services entrusted to them, and which they have to carry out on behalf of HEC Alumni.

All individuals with access to your data are authorized and named, and are bound by an obligation of confidentiality.

Conservation of data

Your data will be kept by HEC Alumni for a period not exceeding the period required for the purposes for which they have been collected or are being processed, in accordance with the provisions currently in force. As such, HEC Alumni keeps your personal data for as long as your “Alumni” profile is active, or for as long as the membership agreement (particularly the life membership agreement) concluded with you continues.

Transfer of data outside the European Union

HEC Alumni outsources some of its processing activities and may, in this context, organize transfers of data outside the European Union. In this case, HEC Alumni undertakes to enter into, with the recipients of the transferred data, an undertaking relating to confidentiality and security of data ensuring an appropriate level of protection.

Data security

HEC Alumni endeavors to protect and secure your personal data.
< In this context, HEC Alumni introduces the appropriate technical and organizational measures so as to avoid, insofar as possible, any alteration or loss of your data as well as any unauthorized access to said data.

However, no method of transmission via the Internet or any method of electronic storage can be 100% secure. Therefore, whilst HEC Alumni protects your personal data on a best effort basis, it does not control the risks associated with the functioning of the Internet, and would like to draw your attention to any risks in terms of occasional data losses or breaches of the confidentiality of the data transferred via said network.

Cookies

Regarding the use of cookies, please refer to the specific page on the HEC Alumni website: Find out more.

Your rights

In accordance with amended French Law no.78/17 of January 6, 1978, the “Data Protection Act", and the General Data Protection Regulation (EU) 2016/679 of April 27, 2016, “GDPR”, you have:

- a right of access (Article 15 of the GDPR): right to confirmation as to whether or not personal data concerning you are being processed, and, where that is the case, access to these personal data;
- a right to rectification (Article 16 of the GDPR): right to obtain, without undue delay, the rectification of inaccurate personal data concerning you, and to have incomplete personal data completed;
- a right to deletion (‘right to be forgotten’) (Article 17 of the GDPR): right to obtain, without undue delay, the deletion of your personal data when you have withdrawn your consent to processing, when you object to the processing, when the data are no longer necessary in relation to the purposes for which they were collected, when they have been unlawfully processed, or when they have to be deleted for compliance with a legal obligation;
- a right to restriction of processing (Article 18 of the GDPR): right to obtain restriction of processing including if you contest the accuracy of the data, when their processing is unlawful, or if they are required for the establishment, exercise or defense of your legal claims;
- a right to object (Article 21 of the GDPR): right to object at any time to the processing of data, except when the processing is necessary for the performance of a task carried out for reasons of public interest or for the legitimate grounds of the controller, and the right to object to processing for direct marketing purposes;
- a right to data portability (Article 20 of the GDPR): right to receive the data in a structured, commonly used and machine-readable format and to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where the processing is based on consent or on a contract, and carried out by automated means;
- a right to lodge a complaint with the CNIL (Article 77 of the GDPR).
These rights are exercised with the Marketing Department of the HEC Alumni Association (apart from the right to lodge a complaint, which is exercised directly with the CNIL), by sending your request, accompanied by a copy of a signed identity document, by post to the following address: HEC Alumni, GDPR, 9 avenue Franklin Roosevelt, 75008 Paris, or by sending an e-mail to the following address: privacy@hecalumni.fr.
If you no longer wish to receive newsletters and canvassing letters from HEC Alumni, you can click on the unsubscribe link at the bottom of any correspondence or send a letter stating your wishes to HEC Alumni, GDPR, 9 avenue Franklin Roosevelt, 75008 Paris or send an e-mail to the following address: privacy@hecalumni.fr.

Hypertext links

HEC Alumni provides links to other websites, primarily partner sites (e.g. edflex, HEC Pulse, CapFinancials, D&B Hoovers, and so on), or links to other pages (e.g. to the pages of the HEC Paris business school and the HEC Foundation). On its website, HEC Alumni also provides links for booking and paying on line for an event, or for membership fees.

When you make a payment, some details are collected, including the date, purchase amount and other details relating to the transaction. HEC Alumni is never aware of the information associated with your bank card when you make an online purchase. These confidential data are processed automatically and only via the secure online payment management tool Stripe.

These webpages are not part of HEC Alumni portals. They do not therefore, engage the liability of the HEC Alumni Association regarding their content. We recommend that you consult the privacy policy of these providers, as their terms and conditions may differ from those of the HEC Alumni Association.

Contact

For any request for information about the data protection policy, you can write to us at HEC Alumni, GDPR, 9 avenue Franklin Roosevelt, 75008 Paris or send us an e-mail to the following address: privacy@hecalumni.fr.

Amendments

This policy may change if required by the statutory and regulatory context, and also in accordance with the standards of the CNIL.

Legal notice

1/ Legal notice

The Editor and Manager of the website
This website is the property of HEC Alumni, the association of HEC Paris graduates. It is published by HEC Alumni, an association recognized as being a public utility, with its registered office at
9, Avenue Franklin Roosevelt
75008 Paris, France
Phone number : +33(0)1 53 77 23 23.
The design, editorial responsibility and production functions are exercised by the President of HEC Alumni, and by the Executive Director of HEC Alumni.

Design, Technical Development and Hosting
AlumnForce, the professional social network for third level education
MEVIA - Digital Web Mobile & Video Agency
93-97 Rue Eugène Caron
92400 COURBEVOIE, France
Tel: +33 (0)1 83 62 11 83
http://www.alumnforce.com
http://www.mevia.fr
Hosting is carried out by the OVH company The layout of the content is designed by Hugo Chague

2/Information Technology and Personal Freedoms

In accordance with the French Law No.78-17 of January 6, 1978 as modified on August 6, 2004, concerning Information Technology, Databases and Personal Freedoms, any persons whose contact details appear on-line on this website have a right to access, amend, rectify or delete the data that concerns them. If you wish to amend or delete your personal information, you may employ one of the following options:
- amend the information transmitted on the website in the section “My Profile”
- send us an e-mail at privacy@hecalumni.fr
- write to us by conventional mail at HEC Alumni – 9 Avenue Franklin Roosevelt – 75008 Paris – FRANCE

HEC Alumni has computerized resources designed to simplify the management of the HEC alumni directory. The information recorded is reserved for use by HEC Alumni and may only be transmitted to the HEC Paris Business School and the HEC Foundation. It may not be shared with any other third party.

Users should know that the collecting of information to create or enlarge a database of personal information is prohibited.

3/ Limitation of responsibility

The information transmitted on the website (texts, graphics, photographs, etc.) is purely of a general and informative nature and is given on an indicative basis. This website cannot be considered as a contractual document and cannot be used as the basis for legal action.

Furthermore, HEC Alumni shall not be held responsible for any damage resulting from any users gaining access to the website and/or from their use of the website, or from their inability to gain access to the said website. HEC Alumni shall not be held responsible in any way whatsoever for the content of the information appearing on this website, which is not necessarily complete, accurate, truthful, free from errors or up-to-date. HEC Alumni shall nevertheless make every effort to keep the information updated and to check its accuracy on a regular basis.

In order to notify us of any error or omission, please do not hesitate to contact
webmaster@hecalumni.fr or info@hecalumni.fr.

4/ Cookies

Users are informed that, during their visits to the website, a cookie may be automatically inserted in their web browser as required. A cookie is a file of reduced size that is stored on your computer. As such, it acts as a database which does not identify users, but serves to record information concerning users’ browsing activities on the website. Cookies are used on the one hand to facilitate browsing on the website, and on the other hand for statistical purposes.
In order to learn more about the use of the website, we measure the number of visits, visitors and pages visited, together with visitors’ activities on the website and the frequency with which they return.
Users have the right to access, to remove and to amend any personal data transmitted by means of cookies.

To find out more : https://www.hecalumni.fr/page/cookie-usage

5/ Links

Users of, and visitors to, the website must not establish a hypertext link toward this website without the express prior authorization of HEC Alumni. HEC Alumni shall not be held responsible for any access gained by users via hypertext links installed on the website toward other resources to be found on the Internet.

6/ Cancellation of subscriptions

You may choose to no longer receive messages published by HEC Alumni by accessing the section “My Profile” / “Communication preferences” and deselecting the boxes provided for this purpose.

7/ Photographic Credits

Unless indicated to the contrary, any photographs, diagrams, drawings, graphs or logos are the property of HEC Alumni. The elements of this website may not be used, either partially or in their entirety, for any commercial purpose, reproduction, representation, use, adaptation, modification, incorporation or translation, without the prior written agreement of HEC Alumni.

8/ Modifications

This Legal Notice may be modified and/or adapted at any time. HEC Alumni invites you to view this Legal Notice on a regular basis.

January 2020: Some of the photos used on our website come from https://unsplash.com/