Privacy and personal data

Introduction

This page aims to inform you about the use of your personal data on this site.

The multidisciplinary open archive HAL is intended for the deposit and dissemination of research-level scholarly papers - whether published or not - and PhD theses, from French or foreign educational and research organizations, and public or private laboratories.

This information note concerns the data of (A) the users of the services of the HAL platform and (B) the Internet users who consult the site. The security measures (C) and the rights of persons are common to users of the services and Internet users (D), the management of cookies (E) concerns only functional cookies.

In order to benefit from a HAL institutional portal, the head of the institutions agree to comply with the general conditions of use proposed by the CCSD[PDF, 370 Ko].

A – Personal data of users

To provide personalized services, such as document deposit, email alerts, personal information is required. This includes, for example, information identifying your consultations, registration for an alert service, or information collected when creating an account allowing you to submit documents or create a CV.

The data controller is the CCSD (Centre pour la Communication Scientifique Directe), 28 Rue Louis Guérin, F-69100 Villeurbanne, France

Purpose of the processing

The data processing concerns the deposit and dissemination of research-level scholarly papers - whether published or not - and PhD theses, from French or foreign educational and research establishments, and public or private laboratories.

It includes :

  • user account management
  • hosting and diffusion of publications
  • creation of IdHAL identifier
  • hosting of the CV created by researchers
  • collections to improve the visibility of the publications of a team, a laboratory, a project
  • the offering of HAL institutional portals, which is a web service allowing any ESR institution to manage the scientific production of its researchers
  • the supply of a long-term preservation service for publications resulting from scientific work, HAL platform.

Legal basis for processing

The collection of data is carried out on the basis of the legitimate interest of the data controller (article 6 of the GDPR).

Data recorded

Personal data may be collected by the CCSD (Centre pour la Communication Scientifique Directe) for the purposes specified above.

Account creation

In the context of the account creation form, the personal data collected are:

  • Title (free and optional field);
  • Last name (required);
  • First name (required);
  • Additional name;
  • E-mail address (required);
  • Photo/avatar;
  • Login/identifier (required);
  • Password (required).

Submission preferences

In the context of the My submission preferences form:

  • Scientific domain (field by default)
  • Automatically add as author (Should HAL automatically associate you as the author of your new deposits?)

Mail preferences

In the context of the Mail preferences form:

  • Receive a confirmation mail for each submission
  • Receive a mail when identified as co-author
  • Receive notifications as portal administrator

CV

In the context of the CV creation:

  • title of the CV webpage
  • free presentation text
  • the user account photo/avatar can be used in the CV

IDHAL

In the context of the IdHAL creation form:

  • IDHAL

Deposit of documents

In the context of submission form:

We record the nature of your actions and your user ID, for example to know who has submitted, modified, moderated a document.

Data retention period

Personal data is kept until the account or the CV is deleted.

Recipients of the data

The recipients of the data collected are CCSD staff and portals administrators. Data such as your photo or your first and last names may be made public if you choose to create a CV on our site.

The processing does not involve automated decision making (Article 22 of the GDPR).

Transfer of data outside the European Union

When you choose to transfer your deposit to arXiv (USA), your email address is also transferred. arXiv Privacy Policy

B – Personal data of internet users

Consultation of the site is free and does not require a user account. Personal data is collected for the purpose of technical management of the site: connection data is collected for technical management, site security, traffic statistics.

The controller is the CCSD; the basis for data collection is the legitimate interest of the data controller.

The data is kept for a maximum of one year.

The recipients of the data are the persons in charge of the security of the information systems and the general managements of the organizations composing the CCSD, in particular to organize their defense in case of a dispute, a control or a procedure initiated by a supervisory authority.

C - Data security and privacy

The Data Controller undertakes to take all necessary measures to preserve the security and confidentiality of the data and in particular to prevent unauthorized third parties from accessing it, altering it, disclosing it or destroying it.

The information systems security policy applied is based on the CNRS PSSI (resulting from the State PSSI).

D - Personal rights

In accordance with the applicable legal and regulatory provisions, in particular Law No. 78-17 of 6 January, as amended, relating to information technology, files and freedoms and European Regulation No. 2016/679/EU of 27 April 2016 (applicable since 25 May 2018), you have the following rights:

  • Exercise your right of access, to know the personal data concerning you;
  • Request the update of your data, if it is inaccurate;
  • Request the portability or deletion of your data;
  • Request the deletion of your account;
  • Request the restriction of the processing of your data;
  • Object, on legitimate grounds, to the processing of your data;
  • Withdraw your consent to the processing of your data.

To exercise these rights

Contact the CCSD team : hal.support@ccsd.cnrs.fr

You can also contact the Data Protection Officer at the following address:

DPD
dpd.demandes@cnrs.fr
17 rue Notre Dame des Pauvres
54519 Vandoeuvre lès Nancy Cedex

Right to lodge a complaint

If, after contacting us, you feel that your rights with regard to information technology and civil liberties have not been respected, you may lodge a complaint online with the CNIL or by post.

Cookies

The management of cookies on this site is developed in line with its missions. The domains at the origin of the cookies are either the domain of the portal you are consulting, or the domain piwik-hal.ccsd.cnrs.fr

You can consult the site anonymously by refusing all cookies thanks to the parameters of your browser, however some functionalities will be impossible such as authentication, keeping your language preference for the interface, etc.

Types of cookies used

- Required cookies

These are cookies exclusively deposited by the CCSD. They are essential for navigation on the site. These cookies cannot be deactivated or configured, otherwise you will no longer be able to access the site, the services or alter their display. They enable to use the main features of the site and to secure the connection. Thus the deposit of these cookies does not require prior consent.

- Functional cookies

These cookies are necessary for the operation of the site. To date, these are cookies exclusively deposited by the CCSD. The deposit of these cookies does not require prior consent. These cookies allow us to:

  • to constitute anonymous statistics of visits and use of the various components of the site to allow the CCSD to administer and improve this site. We store IP addresses such as 1.1.XXX.XXX which do not identify a user ;
  • to adapt the display of the site to the display preferences of the user's device (language used, display resolution, operating system used, etc.) during his visits to the site, depending on the hardware and software viewing or reading available on the device

This document was updated on March 21, 2023