e∙sense

Privacy policy

Privacy Policy

e·sense Platform – Jules Verne University of Picardy (UPJV)
Version: 1.0
Last updated: June 2, 2026

This Privacy Policy aims to inform users of the e·sense platform about how their personal data is collected, used, and protected in accordance with Regulation (EU) 2016/679 of April 27, 2016 (GDPR) and the amended French Data Protection Act.

The e·sense platform has been developed as part of a project funded by the French National Research Agency (ANR) and led by the Jules Verne University of Picardy (UPJV).

Data Controller

The data controller is:

Jules Verne University of Picardy (UPJV)
Chemin du Thil
80025 Amiens Cedex 1
France

Represented by its current President.

Data Protection Officer (DPO)

For any questions regarding the protection of your personal data or to exercise your rights, you may contact the UPJV Data Protection Officer:

Email: dpo@u-picardie.fr
Postal address: Chemin du Thil, 80025 Amiens Cedex 1, France

Data Collected

As part of the operation of the e·sense platform, the following categories of data may be processed:

Identification Data

  • First and last name
  • Institutional email address
  • Student number
  • Affiliated institution

Connection Data

  • Session token
  • Connection logs
  • IP address
  • Connection timestamps
  • Connection information

Educational Data

  • Courses attended
  • Learning progress
  • Completion status
  • Results and grades
  • Competency badges earned (image and metadata)
  • Validated prerequisites

Browsing Data

  • Pages visited
  • Time spent on pages
  • Information relating to the device used
  • Anonymized or pseudonymized statistical data collected through Matomo

Project Call Application Data

  • First and last name
  • Position
  • Laboratory or affiliated structure
  • Affiliated institution
  • Professional contact details
  • Scientific content of the submitted project
  • Documents and attachments submitted as part of A2U Alliance project calls

Scholarship Application Data

  • First and last name
  • Contact details
  • Institution of origin
  • Academic background
  • Curriculum Vitae (CV)
  • Cover letter
  • Academic transcripts
  • Supporting documents submitted during scholarship applications

Purposes of Processing

Personal data is processed in order to:

  • Authenticate users;
  • Provide access to educational content;
  • Display competency pathways and prerequisites;
  • Monitor learning progress;
  • Manage the awarding of competency badges;
  • Provide training content recommendations;
  • Ensure platform security;
  • Measure website audience and usage;
  • Communicate information related to the e·sense project;
  • Manage project calls, including receipt, evaluation, and follow-up of applications;
  • Manage e·sense scholarship applications and selection procedures.

Legal Basis for Processing (Article 6 GDPR)

The processing activities implemented are primarily based on:

UPJV processes data necessary for the implementation of the e·sense educational project as part of its public service missions in higher education and research.

Certain data may be retained to comply with regulatory obligations applicable to higher education institutions.

Certain technical data is processed to ensure information system security and website audience measurement.

Data Recipients

Data is accessible only to authorized individuals within the scope of their responsibilities:

  • e·sense educational teams;
  • UPJV Information Systems Department (DISI);
  • Authorized Moodle administrators;
  • Technical service providers responsible for development and maintenance of the platform;
  • Authorized staff participating in the ANR project;
  • A2U Alliance partners involved in the review and selection of scholarship applications.

The data is not sold or commercially exploited.

Hosting and Data Processing Subcontractors

The e·sense platform is developed using WordPress and interacts with the UPJV Moodle platform through secure APIs.

Technical processing is carried out on behalf of UPJV by:

Boeki
Service provider responsible for the development, maintenance, and integration of the platform.

Boeki acts exclusively under UPJV instructions within the framework of a data processing agreement compliant with Article 28 of the GDPR.

Data Retention Periods

Data is retained for a limited period proportional to the purposes pursued.

  • Session data: for the duration of the session (deleted when the browser is closed);
  • Educational data: for the duration of studies, then archived according to applicable obligations;
  • Matomo statistical data: maximum of 13 months (CNIL standard);
  • Security logs: rolling period of 6 months;
  • Newsletter-related data: up to 3 years after the last contact;
  • Project call applications: for the duration necessary for review and then archived according to applicable funding regulations;
  • Scholarship applications: for the duration of the selection campaign, then retained for a maximum of two years following the end of the campaign, unless legal obligations or litigation require longer retention.

At the end of the retention periods, data is deleted or anonymized.

Transfers Outside the European Union

Personal data is hosted within the European Union.

No transfers of personal data outside the European Union are carried out as part of the normal operation of the platform.

Data Security

UPJV implements appropriate technical and organizational measures to ensure the security of personal data, including:

  • HTTPS/TLS encrypted communications;
  • Centralized authentication via CAS;
  • Access rights management;
  • Connection logging;
  • Restricted administrator access;
  • Secure backups;
  • Platform monitoring and maintenance.

Cookies and Audience Measurement

Strictly Necessary Cookies

These cookies are essential for the operation of the service and user authentication. They do not require prior consent.

Matomo Analytics

The platform uses Matomo configured in accordance with CNIL recommendations, with anonymization or pseudonymization of data and without the use of advertising trackers.

As long as this configuration is maintained, user consent is not required.

Your Rights

In accordance with the GDPR, you have the following rights:

  • Right of access;
  • Right to rectification;
  • Right to erasure;
  • Right to restriction of processing;
  • Right to object;
  • Right to data portability where applicable.

You may exercise these rights by contacting the UPJV Data Protection Officer.

Complaint to the CNIL

If you believe that your rights have not been respected, you may lodge a complaint with the French Data Protection Authority (CNIL).

Changes to This Policy

UPJV reserves the right to modify this Privacy Policy to reflect regulatory, technical, or organizational developments.

The update date displayed at the beginning of this document identifies the applicable version.