The University of Geneva, through the Scienscope platform, processes personal data in accordance with the Geneva Act on Public Information, Access to Documents and Personal Data Protection (LIPAD, A 2 08) and its implementing regulation (RIPAD, A 2 08.01).
University of Geneva
Faculty of Science
30, quai Ernest-Ansermet
1211 Geneva 4
T +41 22 379 12 66
Michel Gauthier-Clerc, Director of Scienscope
Contact: Michel.Gauthier-Clerc@unige.ch
Personal data collected is processed for the following purposes:
- Managing scientific workshop reservations for school classes
- Administering teacher and scientific mediator accounts
- Communicating reservation-related information (confirmations, reminders, cancellations)
- Planning and assigning mediators to workshops
- Producing anonymised statistics on workshop attendance
Data processing is based on art. 35 LIPAD (execution of a legal task). The University of Geneva's public service mission in the field of scientific knowledge dissemination is founded on the University Act (LU, C 1 30, art. 1 para. 1).
Teachers: first name, last name, email address, phone number, school, school address, language preferences
Reservations: number of students, student age, school, address, optional remarks
Birthday workshops: child's first name, child's age. This data is collected solely for workshop personalisation and is anonymised after 2 years.
Mediators: first name, last name, email address, phone number, availability
Data is shared with scientific mediators involved in reservations and scope administrators. Data is primarily processed in Switzerland. Some subcontractors operate outside Switzerland with appropriate safeguards (see Subcontractors section).
The following subcontractors are involved in data processing:
1. Infomaniak Network SA (Geneva, Switzerland)
- Service: web hosting and emails
- Data location: Switzerland
- Privacy policy: https://www.infomaniak.com/en/legal/privacy-policy
2. Google LLC (United States)
- Service: Google Analytics GA4 (audience measurement)
- Transfer governed by EU Standard Contractual Clauses (SCCs)
- Privacy policy: https://policies.google.com/privacy
3. Functional Software Inc. / Sentry (United States)
- Service: application error monitoring
- Transfer governed by Standard Contractual Clauses (SCCs)
- Privacy policy: https://sentry.io/privacy/
Personal data is retained according to the following durations, in compliance with the principle of proportionality (art. 40 LIPAD):
- User accounts: anonymised after 3 years of inactivity
- Reservations: anonymised 2 years after the workshop date
- Audit logs (IP addresses): anonymised after 1 year
- Notification emails: deleted after 6 months
- Consent logs: retained for 180 days
Users may request account deletion at any time via their profile page.
Primary hosting is provided in Switzerland by Infomaniak Network SA, Geneva. Some third-party services (analytics, error monitoring) may process data outside Switzerland with appropriate safeguards (Standard Contractual Clauses). See the Subcontractors section for details.
In accordance with art. 44 to 48 LIPAD, you have the following rights:
- Right of access: obtain disclosure of your personal data (art. 44 LIPAD)
- Right of rectification: request correction of inaccurate data (art. 47 LIPAD)
- Right of deletion: request deletion of your data (art. 47 para. 1 let. c LIPAD)
- Right to information: know the origin of your data and the recipients (art. 45 LIPAD)
To exercise these rights, write to:
Michel Gauthier-Clerc, Director of Scienscope
Faculty of Science, University of Geneva
30, quai Ernest-Ansermet, 1211 Geneva 4
Email: Michel.Gauthier-Clerc@unige.ch
You can also modify your personal information and delete your account directly from your profile page.
In case of a dispute regarding the processing of your personal data, you may refer the matter to the Cantonal Commissioner for Data Protection and Transparency (PPDT) in accordance with art. 49 LIPAD.
Before referring the matter to the Cantonal Commissioner, you may request prior mediation from the LIPAD officer of the University of Geneva in accordance with art. 30 LIPAD and art. 10 RIPAD. Contact: lipad@unige.ch
This platform uses three categories of cookies:
1. Strictly necessary cookies (session)
- NextAuth authentication cookie
- Duration: browser session
- These cookies are essential for the site to function and cannot be disabled.
2. Analytics cookies (Google Analytics GA4)
- _ga: unique identifier, duration 2 years
- _gid: session identifier, duration 24 hours
- Third party: Google LLC (United States), transfer governed by Standard Contractual Clauses (SCCs)
- Purpose: anonymised audience measurement
3. Monitoring (Sentry)
- No cookies are set
- The Sentry JavaScript SDK collects session data (error replays) for stability monitoring
- Third party: Sentry (Functional Software, Inc.)
You can manage your cookie preferences at any time via the "Manage cookies" link at the bottom of the page. Your consent is valid for 6 months and can be withdrawn at any time.
In accordance with art. 37 LIPAD, appropriate technical and organisational measures are implemented to protect your data: encrypted communications (HTTPS/TLS), password hashing (bcrypt), content security policy (CSP), login attempt limiting, role-based access control (RBAC).
In accordance with art. 43 LIPAD and art. 18 RIPAD, the personal data file of the Scienscope platform is registered with the Cantonal Commissioner for Data Protection and Transparency (PPDT). This catalogue is available from the PPDT.
The detailed processing registry is presented below:
1. User Accounts
- Purpose: registration and authentication on the platform
- Data categories: email, surname, first name, phone, institution, password (hashed)
- Access: scope administrators, super administrators
- Retention period: duration of active account; anonymisation after 3 years of inactivity (art. 40 LIPAD)
2. Workshop Reservations
- Purpose: management of registrations for scientific workshops
- Data categories: institution, address, number of students, grade level, remarks, child name/age (birthday workshops), VIP notes
- Access: teacher concerned, scope administrators, assigned mediators
- Retention period: 2 years after the workshop date, then anonymisation
3. Scientific Mediators
- Purpose: mediation team management and planning
- Data categories: phone, weekly availability, vacation periods
- Access: scope administrators, super administrators
- Retention period: duration of mediation contract; deletion upon mediator account deactivation
4. Audit Logs
- Purpose: security, traceability and anomaly detection
- Data categories: user ID, action performed, resource concerned, IP address
- Access: super administrators only
- Retention period: IP addresses anonymised after 1 year; entries retained for archiving
5. Email Queue
- Purpose: sending confirmation, reminder and cancellation notifications
- Data categories: recipient address, subject, message content
- Access: automated system only
- Retention period: 6 months after sending, then deletion
6. User Preferences
- Purpose: experience personalisation (favourite workshops)
- Data categories: ID of the workshop added to favourites
- Access: user concerned only
- Retention period: duration of active account; deletion upon account deletion
Contact person for the processing registry:
LIPAD Officer of the University of Geneva
Uni Dufour, 24 rue du General-Dufour, 1211 Geneva 4
Email: lipad@unige.ch
Reservation data (email address, first name, workshop name, date and time) is used for the automated sending of notification emails:
- Reservation confirmation
- Workshop reminder
- Cancellation or modification notification
These emails are sent automatically by the system. No personal data is shared with third parties for this purpose. Sent emails are retained for 6 months, then deleted in accordance with the retention policy.