Privacy Policy & Personal Data Protection

Data Protection Charter • European Standards

1. Identity of the Data Controller (Responsable du Traitement)

The processing of personal data collected via this information portal is executed under the institutional responsibility of:

2. Nature of Collected Data and Collection Context

Espérance Sportive adheres to the principle of data minimization (Article 5.1.c of GDPR). We collect only data strictly necessary for our educational, athletic, and administrative missions:

• Inquiry & Contact Communications: Full name, electronic mail address, telephone number, and message text submitted voluntarily through our civic contact forms to process administrative inquiries.
• Volunteer Application Records: Identity, contact information, relevant sports or first-aid qualifications, and motivational statements submitted by candidates applying for volunteer mentoring positions.
• Student Sports Registration & Medical Clearance: For enrolled student athletes, the association processes health self-questionnaires (Questionnaire de santé pour mineurs) and parental authorizations strictly to comply with sports safety standards under Article L. 231-2 of the French Sports Code. These health records are handled with heightened medical confidentiality.

3. Legal Bases and Processing Purposes (Finalités)

The association processes your personal data strictly under lawful bases recognized by Article 6 of the GDPR:

• Consent (Art. 6.1.a): Freely given when you submit an inquiry form or volunteer registration on this website.
• Performance of Association Membership (Art. 6.1.b): Administering student sports licenses, organizing training rosters, and scheduling tournament transportation.
• Legal & Regulatory Obligations (Art. 6.1.c): Compliance with French Sports Code safety mandates, prefectural association declarations under the Law of 1901, and insurance liability reporting.
• Public Interest & Student Safety (Art. 6.1.e): Ensuring emergency medical contacts are immediately reachable during off-campus athletic events.

4. Data Retention Durations (Durée de Conservation)

In accordance with CNIL guidelines and legal prescription statutes, personal data is retained only for the duration strictly necessary for the intended purpose:

• General Public Inquiries: Retained for a maximum of twelve (12) months following the final administrative exchange, after which data is permanently deleted.
• Volunteer Candidate Dossiers: Unsuccessful volunteer applications are retained for six (6) months. dossiers for active accredited volunteers are maintained throughout their period of civic commitment, plus three (3) years for institutional liability auditing.
• Student Sports Inscriptions & Health Clearances: Maintained for the duration of the current academic sports season (September to June) and archived securely for the statutory limitation period required by association insurance policies.

5. Security Measures & Technical Safeguards

Espérance Sportive implements proportionate technical and organizational safeguards to ensure confidentiality, integrity, and availability of personal data. These measures include encrypted HTTPS transport protocols (TLS/SSL), strict internal access control limitations restricted to authorized Executive Bureau members, and regular secure backups on protected servers.

6. Your Statutory Rights Under GDPR

Pursuant to Articles 15 through 22 of the GDPR and the French Data Protection Act, you possess the following rights regarding your personal information:

• Right of Access (Droit d'accès): You may request formal confirmation of whether personal data concerning you is processed, and receive a copy.
• Right to Rectification (Droit de rectification): You may request the immediate correction of inaccurate or incomplete data.
• Right to Erasure (Droit à l'effacement / "Right to be forgotten"): You may request the deletion of your personal data where retention is no longer necessary for association statutory duties.
• Right to Restriction of Processing (Droit à la limitation): You may request temporary suspension of processing while a verification dispute is resolved.
• Right to Data Portability (Droit à la portabilité): You may receive your provided personal data in a structured, standard machine-readable format.
• Right to Object (Droit d'opposition): You may object at any time to data processing grounded in legitimate association interests.

To exercise any of these rights, please address your request with proof of identity to our secretariat via email at contact@eslepassociation.com or by postal mail addressed to: ESPERANCE SPORTIVE, DPO Desk, 84 Rue du Bois Fortant, 08000 Charleville-Mézières, France. We commit to responding within thirty (30) calendar days.

7. Right to Lodge a Complaint with the Supervisory Authority (CNIL)

If, after contacting our secretariat, you consider that your data protection rights have not been respected, you possess the statutory right to lodge an official complaint with the French national supervisory authority: