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LEGAL TERMS AND GENERAL CONDITIONS

English Version - 26/03/2020

English Version - 26/03/2020        1

LEGAL MENTIONS        2

GENERAL CONDITIONS        2

Object        2

Definitions        2

Legal scope - Duration        3

Platform’s management        3

Access procedure        3

User’s obligation        3

Personal data processing        4

Legal responsibilities as for the General Data Protection Regulation 2016/679 -dit (“GDPR”)        4

Legal basis        4

Preliminary formalities        4

Data processing procedures        4

People concerned by personal data processings        5

Objectives        5

Retention, archive, destruction of data        5

Categories of personal data processed and sources        5

Data collected on the Platform        5

Data processed by the Platform by interconnections with Sciences Po information systems        6

Rights        6

Exercise of rights        6

Data recipients        7

Sciences Po        8

Sciences Po students, student candidates (during  the admission interview), Meeting guests        8

The subcontractor and its affiliates and subcontractors        8

Transfers subject to express consent (opt-in) from the User        8

Access, use and availability of the Platform        8

General informations        8

Login password        9

Availability of the Platform        9

Obligations of the User        9

Intellectual property rights        10

Cookies        11

Hypertext links        12

Applicable and legally competent law        12

  1. LEGAL MENTIONS

THE INSTITUT D’ETUDES POLITIQUES DE PARIS, a public scientific, cultural and professional establishment registered under the SIREN number 197 534 316 and whose declaration of activity is registered with the Prefect of the Ile de France region, under the number 11 75 P 00 12 75, managed, by virtue of the provisions of Article L758-1 of the French Education Code by the Fondation Nationale des Sciences Politiques, a private foundation domiciled at 27, rue Saint Guillaume 75337 Paris Cedex 07, France, represented by Frederic Mion.

Number Siren                FNSP : 784 308 249                IEP de Paris : 197534316

Publication director of the Plateform is Bénédicte Durand, Provisional Administrator of the FNSP and Director of the IEP de Paris.

Sciences Po acts as the Controller of the processing of the personal data of the User of the Platform. The User can exercise his rights whenever he wants (cnil@sciencespo.fr).

The service in charge of editing the Platform is the Academic Department of Sciences Po.

The development and the storage of the Platform are ensured by Zoom, acting as the subcontractor of Sciences Po.

  1. GENERAL CONDITIONS

  1. Object

The purpose of these General Conditions is to determine the terms and conditions that the User agrees to comply with as he uses the visioconference tool of Sciences Po and in particular:

  1. Definitions

In these General Conditions, the following terms starting with a capital letter will have the following respective meanings:

“General Conditions” means these General Conditions in their latest version. The General Conditions may be subject to modifications by Sciences Po.

"Platform" means the service of visioconference online that Sciences Po offer to the User (https://sciencespo.zoom.us).

"User" means any User of the Platform accessing the service either as the Organizer of a videoconference session, as the Administrator of the Platform or as a Participant.

The Organizer and the Administrator are responsible for the configuration of the Meetings. They necessarily have a firstname.lastname@sciencespo.fr.

The Participant may have a firstname.lastname@sciencespo.fr or not:

  1. Legal scope - Duration

The User agrees to comply with the terms and conditions of these General Conditions.

The User is informed that the General Conditions may be subject to modifications. Those modifications may be claimed to the User. The User is therefore invited to regularly read the provisions of the General Conditions.

The General Conditions remain applicable for the duration of availability of the Platform to Users.

  1. Platform’s management

Sciences Po administers the Platform. The company Zoom, acting as a subcontractor, is responsible for hosting the data and maintening the Platform. The User is informed that Sciences Po can at any time subcontract all or part of the aforementioned missions without prior notice to the User and subject to compliance with the provisions provided for in the General Conditions.

Sciences Po is committed to making its best efforts to provide continuity of availability of the Platform to Users. However, Sciences Po can in no way be held responsible for any interruption of services occurring on the Platform.

  1. Access procedure

To access the videoconferencing service, the User must download and install the "Zoom" application on their computer hardware (computer, tablet, etc.)

To access the service, the User must log in to the Platform with his firstname.lastname@sciencespo.fr if he has one.

Invited Participants use the Meeting access number provided to them by the Meeting Organizer. The User acknowledges being solely responsible for the mobilization of his IT equipment and its proper functioning to access the Meeting.

  1. User’s obligation

In order to use the Platform, the User must follow the procedure as described in article e) of the General Conditions. As such, the User is responsible for the information he shares during the Meeting: Sciences Po can in no way be held responsible for text, image, sound, audio or video content transmitted by the User which would be not respectful of laws and rights in force (privacy and personal data, morality, author, image, intellectual property, etc.). If necessary, or in the event of abusive behavior within the meaning of the Charter for the use of information systems of  Sciences Po , the User must inform Sciences Po as soon as possible when he becomes aware of it.

  1. Personal data processing

  1. Legal responsibilities as for the General Data Protection Regulation 2016/679 -dit (“GDPR”)

Sciences Po acts as the Controller for the processing of personal data within the Platform (when using the visio conferencing tool described in article 2.g.vi).

Sciences Po reserves the right to subcontract data processing for all of its information systems.

The persons concerned by the processing (defined below) recognize and authorize Sciences Po to subcontract the processing to any other party. In this context, Sciences Po undertakes to ensure that its subcontractor respects the same obligations as those under its responsibility described in these General Conditions, in particular in terms of the implementation of technical and organizational measures to ensure the protection of the data. Sciences Po and its service provider undertake to respect and ensure respect by their staff and any subcontractors of the data protection principles laid down by law, in particular: The principle of purpose of the processing, the principle of relevance, the minimization and proportionality of the data collected, the principle of a limited period of data retention, the principle of data security and confidentiality, the principle of information and respect for the rights of the persons concerned by the processing.

The User is informed that using a visio conference tool, and in particular using the Platform, leads to entrust his personal data to the subcontractor chosen by Sciences Po, and this, until the end of his contractual relationship established between Sciences Po and the subcontractor.

As such, in accordance with the contract concluded between Sciences Po and Google, the User is informed that Sciences Po uses the Google Apps For Education collaborative suite (messaging service and collaborative cloud applications). In this context, the User is informed that their personal data may be processed according to the contractual terms made between Sciences Po and Google. The User may at any time request Sciences Po to find out how to process their data. Google stores email and data.

  1. Legal basis

Under the European General Data Protection Regulation 2016/679 (known as “GDPR”), the personal data processed within the Platform are necessary for the execution of Sciences Po's public service mission (see under article 6.1.e). The legality of certain functionalities of the Platform is supported by the consent of the persons concerned (Cf. article 6.1.a of the same text).

The processing of personal data does not provide for automated decision-making within the meaning of the article 22 of the GDPR.

  1. Preliminary formalities

In accordance with the General Data Protection Regulation 2016/679, the processing of personal data stored within the Platform has been declared in the Sciences Po data processing register and have been subject to a privacy impact assessment.

The personal data collected within the Platform by Sciences Po are hosted in France.

  1. Data processing procedures

The use of the Platform gives rise to the facultative activation or deactivation of certain options pre-configured by the Organizer intended to set up the conditions most suitable for the Meeting. The User understands that this results in the collection of his personal data (such as the image through the camera and the sound through the microphone), which can, at his convenience, be deactivated. Likewise, he understands that his connection to the service allows his calendar to be automatically updated as soon as it is interoperable with the Platform (which is the case for firstname.lastname@sciencespo.fr accounts). Similarly, the option to record Meetings is deactivated by default when the Platform is used for virtual classroom purposes. In the event that the registration of virtual classes is necessary (to meet, for example, the needs of students back to their country of origin, and therefore possibly limited by the jetlag with the virtual class session organized by Sciences Po), the User can limit the recording of his personal data by deactivating his camera and microphone. Access to recorded meeting (virtual class) for all students can be ensured and will ensure the continuity of lessons.

  1. People concerned by personal data processings

Data processing concerns:

  1. Objectives

The Zoom Platform is Sciences Po's visio conferencing tool allowing in particular the implementation of virtual classes, the continuity of pedagogic activities, the organization of remote meetings, webinars, online chat, admissions interview, and the sharing of content data (video, audio, text and image). The service is implemented in the context of a health crisis in order to continue education, research and documentation activities and to maintain Sciences Po’s public service mission.

  1. Retention, archive, destruction of data

Data relating to the traceability of access to the Platform is stored for the legal period of one year and destroyed when it expires.

Personal data processed on the Platform is hosted in the United States.

The data collected or generated automatically when using the service is kept for up to 12 months in our current archives, hosted by our service provider in the United States. The data is then deleted.

  1. Categories of personal data processed and sources

By using the Platform, the User accepts that Sciences Po collects his personal data for the purposes detailed above.

  1. Data collected on the Platform

        Some personal data is collected directly from the User, others indirectly by the management and         administration of the tool.

  1. Data processed by the Platform by interconnections with Sciences Po information systems
  1. Rights

  1. Exercise of rights

The User is informed that he has a right to access, be informed, modify and erase his personal data.

The User also has a right to oppose, in particular if the data is used for marketing or commercial prospecting purposes, and a right to limit the processing of his data for legitimate reasons.

The tool is made available to Users in the context of a health crisis and the academic continuity plan. Sciences Po informs the Users of the Platform that a setting of cookies set by default is recommended: The User must modify the setting of cookies installed by default on his computer, so that only the cookies necessary for the functioning of the site are installed (particularly when first connected). After logging in with his Google account firstname.lastname@sciencespo.fr, the User selects "Display cookie settings" in the following window:

The User can then reduce the deposit of cookies on his workstation. The configuration recommended by Sciences Po is as follows:

The User determines his preferences for video and audio capture in a free and informed manner.

The collection and use of the User's image are subject to their express consent and are subject to image rights.

All of these rights are exercised by email at any time, to ingenum@sciences-po.fr

The User can then email the Data Protection Officer of Sciences Po (To: cnil@sciencespo.fr). Thirdly, he can eventually send a request to the French National Data Protection Authority (CNIL). 

  1. Data recipients

Any User using the Platform can have access to the data shared during the Meeting and more generally to the functionality and data according to his rights and authorizations set by the Administrator of the Platform (in accordance with his class for example).

The personal data collected is used for the purposes specified above by:

  1. Sciences Po
  1. Sciences Po students, student candidates (during  the admission interview), Meeting guests
  2. The subcontractor and its affiliates and subcontractors
  1. Transfers subject to express consent (opt-in) from the User

The User is informed and understands that his participation, as an organizer or participant, generates the collection of his personal data, and in particular possibly of his image and of his audio and video contents which he could share. The User understands that activating his camera or his microphone is optional. The User can deactivate these options at any time. The participant can also rename their display name using the appropriate pseudonym.

  1. Access, use and availability of the Platform

  1. General informations

The personal information that the User transfers on the Platform is his full responsibility, without Sciences Po being held liable. Sciences Po does not accept responsibility for any damage, direct or indirect, linked to or caused by the communication of this information, except in cases of fraud or gross negligence.

Without limitation of the previous terms, the User formally acknowledges that Sciences Po cannot be held responsible for any damage, of any kind whatsoever, direct or indirect, linked to (a) the use of material, information, any other document, service provided and / or controlled by a third party operator at Sciences Po, which he would use to assist him in his online registration; (b) any virus imported or transmitted by the User into the Sciences Po information system.

Sciences Po makes every effort to offer Users available and verified information and / or tools. Despite all the care, the information is provided without warranty of any kind.

They are not contractual, may contain technical or typographical inaccuracies and are subject to change without notice. Sciences Po cannot be held responsible for errors, lack of availability of information, accuracy, updates, completeness and / or the presence of a virus on the Platform.

Sciences Po invites Users of the Platform to let the administration services know and to specify the nature of any omissions, errors or corrections, by sending an email to the address ingenum@sciences-po.fr.

Similarly, Sciences Po cannot be held responsible in the event of improper use of the service by the User or in the event of temporary unavailability of the service (force majeure, maintenance period or technical incident, whatever is).

Sciences Po invites Users to inform its services as soon as possible in the event of a data breach. Then complete the Notify of a data breach form or send an email to dataprotection@sciencespo.fr

It is expressly understood by the User of the Platform that Sciences Po cannot be held responsible for any damage, direct or indirect, material or immaterial, resulting in particular from the consultation and / or use of the Platform (or other sites linked to it) and any downloadable applications, such as the use of textual or visual information, which could have been collected and in particular from any financial or commercial damage, loss of programs or data in its information system.

By using this Platform, the User acknowledges having had the opportunity to become aware of this warning.

The User of the Platform acknowledges having the skills and means necessary to access and use this Platform.

The User of the Platform acknowledges having verified that the computer configuration used does not contain any virus and that it is in perfect working order.

  1. Login password

Entering the Username and Password of the User constitutes proof of their connection to the https:///sciencespo.zoom.us Platform. This username and password are strictly personal and confidential. They will be requested from the User each time they connect to the Platform.

They must not be communicated or shared with third parties. The User also guarantees that his username and password will not be saved automatically by his browser. Failing this, the User acknowledges being the sole responsible, with regard to Sciences Po and / or any other person (natural or legal), for the use of his identification elements by third parties or actions or declarations made through the referral of his username and password.

In order to ensure the security of the Platform, of the Sciences Po information system and to avoid any fraudulent intrusion by unauthorized persons, the User must take care to respect the rules and good practices set out in the Password Policy of Sciences Po.

After accessing their account, the User must log out of it by clicking on the "Logout" tab so that any unauthorized person cannot access it. Sciences Po invites the User to be vigilant in this regard, especially when they log into their account from public stations (internet cafes, libraries, universities, etc.).

  1. Availability of the Platform

Sciences Po and/or its suppliers may (at any time) modify or interrupt, temporarily or permanently, all or part of the access to the Site. Sciences Po is not responsible for any modification, suspension or interruption of this tool.

  1. Obligations of the User

Users are required to comply with the provisions of the GDPR and, the violation of which is liable to prosecution. They must in particular refrain, with regard to the nominative and personal data to which they access, from any collection, any misuse and, in general, from any act likely to infringe the privacy or reputation of individuals or the related copyright.

When using the service, the User must:

The User is reminded that:

Any violation of these principles is subject to appeal to civil and / or criminal courts.

If during a class or a meeting, Participants are planned to be all part of Sciences Po (i.e. they all have an account firstname.lastname@sciencespo.fr), the Organizer must set the meeting by checking the box “Allow only signed-in users to join”.

The use of recordings is dedicated only to teachers whose students cannot access the virtual classroom directly (jet lag constraint) or who have material constraints on their work station, as well as students for the preparatory exam (course registration is included in their program). When the User is the Organizer of a meeting and there is no need for registration (e.g. time difference between participants in the case of students returned to their country of origin), it does not must activate the option “Record the meeting automatically in the cloud”). The setting to be obtained is as follows:

If a public broadcasting of a recording may be needed, the Organizer is reminded that the prior consent of the persons whose data have been recorded is mandatory. When setting up meetings, it is recommended not to activate participants' camera and microphone option by default.

When he is the Organizer, the User must also guarantee that the duration of the videoconferences cannot not be considered excessive (e.g. recording of uninterrupted videoconferences, recordings made for the purposes of information systems security).

The Organizers are responsible for closing access to the session as soon as the participants are gathered. In the event that unauthorized Participants access a session, the Organizers, in particular teachers, are responsible for excluding them and blocking access to new entries.

Sciences Po generally recommends that Organizers configure polls by checking the anonymity option when they use the “Polling” option.

  1. Intellectual property rights

The Platform, its general structure, as well as the texts, images, animated or not, sounds, know-how, drawings, graphics (…) and any other element making up the Platform, are the exclusive property of Sciences Po or the editor of the Plateform.

The same applies to the databases appearing on the Sciences Po Platform which are protected by the provisions of the law of July 1, 1998 transposing into the Intellectual Property Code of the European directive of March 11, 1996 relating to the protection database, and of which Sciences Po is a producer.

The brands of Sciences Po and its partners, as well as the logos appearing on the Platform, are registered trademarks (semi-figurative or not).

Any use or reproduction, total or partial, of the Platform, of the elements which compose it and / or of the information which appears there, by any process whatsoever, is strictly prohibited and constitutes an infringement punishable by the Code of intellectual property, unless prior written agreement from Sciences Po.

Sciences Po reserves the right to pursue any act of infringement of its intellectual property rights.

Any User depositing a logo on the Platform expressly authorizes Sciences Po to distribute it on the media concerned.

Any User submitting a photo on the Platform expressly authorizes Sciences Po to use their image within the framework of the event.

  1. Cookies

The User is informed that, during his visits to the Platform, a cookie can be automatically installed on his browser software. The cookie is a small program that does not identify the User. The cookie stores information relating to the navigation on the Platform (the pages that the User has consulted, the date and time of the consultation, etc.). Sciences Po may read this information during future visits by the User, in order to improve the browsing experience.

The configuration of the navigation software allows you to be informed of the presence of the cookie and possibly to refuse it (see the help manual for your browser).

As the cookie indirectly collects nominative information the User, the latter also has the right to consult, withdraw and modify.

All websites now use cookies. Here are the different types of cookies used on our site:

Required Cookies / CCPA Opt-Out: These cookies are necessary for the proper functioning of the Platform and cannot be deactivated. They ensure:

Functional cookies: These cookies make it possible to analyze the use of the site in order to be able to measure and improve its performance. These cookies are optional. They:

Advertising cookies: These cookies are used by advertising agencies to send advertisements that correspond to areas of interest. Sciences Po asks Users to deactivate these cookies when they log in to the Platform, and in particular when they log in for the first time. They:

The subcontractor may use a website usage analysis service provided by Google Inc. (Google analytics and Google Ads). The data resulting from these cookies and related to your use of the Platform will be transmitted and stored by Google on its servers. These data will allow the Platform to be evaluated and attendance statistics linked to the use that the User may make of them. Google will use this data to provide other services relating to the activity of the Platform and the use of the Internet. Google may transmit this data to its subcontractors as well as to third parties related to its legal obligations.

The User can deactivate the use of these cookies by configuring your Internet browser: The User can configure his browser to refuse or delete certain cookies.

The CNIL website allows you to obtain more information (Cf. the following address http://www.cnil.fr/vos-droits/vos-traces/les-cookies/)

  1. Hypertext links

The Platform may contain hypertext links to other websites.

Sciences Po cannot, however, be held liable for a third party site to which the User has had access via the Platform and which presents illegal or inaccurate content. Sciences Po does not have any means of controlling the content of third-party sites. The decision whether or not to activate these hypertext links therefore rests exclusively with the Users.

Likewise, Sciences Po cannot be held responsible for the unavailability or malfunction of these third-party sites.

Sciences Po undertakes to terminate links to other websites at the first request from the companies to which the linked sites belong.

Sciences Po must give its written authorization before setting up a hypertext link to the Platform and reserves the right to have this link deleted at any time.

  1. Applicable and legally competent law

These contractual clauses are subject to French law.

Any dispute relating to the contractual clauses of the Platform will come under the jurisdiction of French courts.

Sciences Po thanks you for your visit.

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