FOR WOMEN IN SCIENCE COMMUNITY

PRIVACY POLICY

Fondation L’Oréal ambition is to help make the world a more beautiful place. We place great value on honesty and clarity and we are committed to building a strong and lasting relationship with you based on trust and mutual benefit. Part of this commitment means safeguarding and respecting your privacy and your choices. Respecting your privacy is essential to us. This is why we set out “Our Privacy Promise” and our full Privacy Policy below.

OUR PRIVACY PROMISE

We respect your privacy and your choices.
We make sure that privacy and security are embedded in everything we do.
We do not send you marketing communications unless you have asked us to. You can change your mind at any time.
We never offer or sell your data.
We are committed to keeping your data safe and secure. This includes only working with trusted partners.
We are committed to being open and transparent about how we use your data.
We do not use your data in ways that we have not told you about.
We respect your rights, and always try to accommodate your requests as far as is possible, in line with our own legal and operational responsibilities.

For more information about our privacy practices, below we set out what types of personal data we may receive from you directly or from your interaction with us, how we may use it, who we may share it with, how we protect it and keep it secure, and your rights around your personal data. Of course all situations may not apply to you. This Privacy Policy gives you an overview of all possible situations in which we could interact together.

When you share personal data with us or when we collect personal data about you, we use it in line with this Policy. Please read this information. If you have any questions or concerns about your personal data, please contact us at: [email protected].

WHAT WILL YOU FIND IN THIS PRIVACY POLICY?

Who are we?

What is personal data?

What data do we collect from you and how do use it?

How do we collect or receive your data?

Who may access your personal data?

Where we store your personal data?

How long do we keep your personal data?

Is my Personal data secure?

Links to third party sites and social login

Social media and user generated content

Your rights and choices

Contact

WHO WE ARE

Fondation L’Oréal, governed by law n°87-571 of July 23, 1987 is responsible for the personal data that you share with us. When we say “Foundation”, “us”, “our” or “we”, this is who we are referring to L’Oréal Foundation. L’Oréal Foundation is the “data controller” for the purposes of applicable data protection laws.

FONDATION L'OREAL

14 rue Royale, 75008 Paris, France

Representative: Charlotte DE TILLY,

https://www.fondationloreal.com

WHAT IS PERSONAL DATA?

“Personal data” means any information or pieces of information that could identify you either directly (e.g. your name) or indirectly (e.g. through pseudonymized data such as a unique ID number). This means that personal data includes things like email/home addresses/mobile phone, usernames, curriculum vitae, diplomas, scientific publications and potentially financial information. It could also include unique numerical identifiers like your computer’s IP address or your mobile device’s MAC address, as well as cookies.

WHAT DATA DO WE COLLECT FROM YOU AND HOW DO WE USE IT?

How do we collect or receive your data?

We might collect or receive data from you via our websites and all related platforms. Sometimes you give this to us directly (e.g. when you create an account, when you contact us or when you apply for a scholarship or an award or when you launch a fundraising appeal ), sometimes we collect it (e.g. using cookies to understand how you use our websites/apps) or sometimes we receive your data from other third parties, including other L’Oréal Group entities.

When we collect data, we indicate the mandatory fields via asterisks where such data is necessary for us to:

Perform our contract with you (e.g. when you apply for a scholarship);
Provide you with the service you have asked for (e.g. in order to handle your scholarship, award application or your fundraising appeal, participate to For Women in Science Community); or
Comply with legal requirements.

If you do not provide the data marked with an asterisk, this may affect our ability to provide the services.

We set out further details in the table below, explaining:

During what interaction your data may be provided or collected? This column explains what activity or situation you are involved in when we use or collect your data. For example, when filing (for the laureates) or evaluating (for the jury and the experts) an application, when appealing for fundraising, when participating to For Women in Science Community or browsing a website/app.
What personal data may we receive from you directly or resulting from your interaction with us? This column explains what types of data we may collect about you depending on the situation.
How and why we may use it? This column explains what we may do with your data and the purposes for collecting it.
What is the legal basis for using your personal data? This column explains the reason we may use your data.

Depending on the purpose for which the data is used, the legal basis for the processing of your data can be:

Your consent;
Our legitimate interest, which can be:
- Improvement services: more specifically, our interest in improving our websites and applications, as well as our legitimate interest in maintaining a lasting relationship with our award and scholarship winners.
- Securing our tools: to keep tools used by you (our websites/Apps/devices) safe and secure and to ensure they are working properly and are continually improving.
The performance of a contract: more specifically to handle your scholarship, award application or your fundraising appeal;
Legal grounds where a processing is required by law.

Information overview on your interactions with us and their consequences on your data

During which interactions may you provide and we may collect your data?

What personal data may we receive from you directly or resulting from your interaction with us?

How and why we may use your data ?

What is the legal basis for using your personal data?

Account Creation and management

Information collected during the creation of an account on the following L’Oréal websites:

https://forwomeninscience.com including For Girls in Science

https://projets-fondation-loreal.com

https://www.sharedfoundation.com

http://reporting.fondationloreal.com

https://community.forwomeninscience.com/

Depending on how much you are interacting with us, those data may include:

· Name and surname;

· Gender;

· Email address;

· Address;

· Phone number;

· Photo;

· Birthday or age range;

· ID, username, and password;

· Information related to your scientific researches (only to help the evaluation of your application)

· Diplomas;

· As part of Beauty For a Better Life, the information you provided to us in the context of your call for project and of your bi-annual reports on your “beauty for all” activity (including information on your program and your organization)

To:

· Manage and evaluate your applications

· Respond to your questions and otherwise interact with you ;

· Allow you to manage your preferences;

· Draft reports on the “Beauty for all” activity of the organizations receiving the support of Fondation L’Oréal in the context of the program Beauty for a Better Life.

· Give you access to the alumni network enabling you to keep in contact with other alumni, keep you updated on latest news, build your own professional network between known scientific women and benefit from all services provided within the platform etc.

· Performance of a contract

To provide you with the service you requested (e.g. create an account, apply for a scholarship), evaluate your applications in order to offer a scholarship, an award, a fundraising appeal or a call for project in the context of the Beauty for a better Life program,

To ensure the follow-up of our partnership mainly by drafting bi-annual reports.

· Send you non-commercial communications (where you have asked us to) which may be tailored to your “profile” and mainly to invite you to events concerning you or send you newsletters(i.e. based on the personal data we know about you and your preferences);

· Consent

To send you communications and information with regard to the programs of Fondation L’Oréal

· Monitor and improve our websites/apps ;

· Run analytics or collect statistics

· Secure our websites/apps and protect you and us against fraud;

· Legitimate Interest

To ensure our websites/apps remain secure, to protect them against fraud, and to help us better understand your needs and expectations and therefore improve our services.

Online browsing

Information collected by cookies or similar technologies (“Cookies”*) as part of your browsing on the following websites:

https://forwomeninscience.com

https://projets-fondation-loreal.com

https://www.sharedfoundation.com

https://fondationloreal.com

http://reporting.fondationloreal.com

https://community.forwomeninscience.com/

For information on specific Cookies placed through a given website/app, please consult the relevant cookie table made available within the relevant website.

* Cookies are small text files stored on your device (computer, tablet or mobile) when you are on the Internet, including on L’Oreal Group’s websites.

Depending on how much you are interacting with us, those data may include:

· Data related to your use of our website.

· Where you came from;

· Login details;

· Pages you looked at;

· Videos you watched;

· Ads you click or tap;

· Your location;

· Duration of your visit;

Technical information:

· IP address;

· browser information;

· device information.

A unique identifier granted to each visitor and the expiration date of such identifier.

We use Cookies, where relevant, with other personal data you have already shared with us for the following purposes:

· To allow proper functioning of our website/apps:

o proper display of the content;

o creation and remembering of your login;

o interface personalisation such as language;

o improvement of our websites/apps, for example, by testing new ideas;

o proper display and use of the chat;

· To ensure the website/app is secure and safe and protect you against fraud or misuse of our websites or services, for example through performing troubleshooting.

· To run statistics:

o To avoid visitors being recorded twiceTo know how you discovered our website.

o To evaluate the components of our For Women in Science and Beauty For a Better Life programs for statistical purposes (number of applicants, field of science, number of partners etc.)

· Social networks buttons to enable you to share information within your social accounts.

· Legitimate interest:

To ensure we are providing you with websites/apps, advertising and communications that are working properly and are continually improving for cookies that are (i) essential for the functioning of our website s, (ii) used to keep our website

· Consent

For all other cookies.

Management of applications in order to offer a scholarship, an award or a donation

Information collected when you apply for one of our For Women in Science programs or via the platform dedicated to call for projects on the following websites:

https://forwomeninscience.com including For Girls in Science.

https://projets-fondation-loreal.com

Depending on the frequency of your interactions with us, this information may include:

· Name and surname or alias;

· Birth date ;

· Family situation ;

· E-mail ;

· Presentation or personal preferences;

· CV

· Diplomas;

· Letters of recommendation

· Scientific publications ;

· Projects;

· Titles;

· Etc

For the management of applications for scholarships, awards and donations and more specifically:

· Receive applications submitted by candidates

· In accordance with the specific conditions you have accepted, instruct and get your application evaluated by the members of the jury of calls for projects.

· Performance of a contract

· For statistics purposes

· Legitimate interest

· Study applications worldwide.

· Make statistical studies to obtain an annual global report related to our programs (international scale)

Selection and management of experts in the context of the “For Women in Science” program on the following website:

https://forwomeninscience.com including For Girls in Science.

Depending on how much you are interacting with us, those data may include:

· Name, Surname

· Birthdate

· E-mail

· Job position

· Organization

· Phone number (optional)

We use this data in order to:

· Build and manage our team of experts

· Give them access to the applications for a scholarship, an award, or a call for projects

· Consent

· You send reminders and information about the evaluation of the applications for which you are responsible.

User Generated Content

http://reporting.fondationloreal.com

https://www.sharedfoundation.com

https://community.forwomeninscience.com/

Information collected when you publish content on our websites or you accept that we reuse the content you have posted (including data related to the results of your activity of socio-aesthetic, “beauty for all”, but also in the information that you provide as part of the call for projects “Beauty for a Better Life”.

Depending on how much you are interacting with us, those data may include:

· Name and surname or alias;

· Email address;

· Photo;

· Personal description or preferences;

· Information that you provided to us in the context of the call for projects, in your bi-annual reports on your “beauty for all” activity (including information on your program and your organization) and published within the For Women in Science Community

In accordance with the specific terms and conditions accepted by you:

· Use of your information on the context of the evaluation of the Beauty for a Better Life program of Fondation L’Oréal

· Enable you to benefit from services offered by the professional network between alumni of our programs (comments, messages, publications etc.).

· Performance of a contract

Provide you with the service you requested (eg, create an account, apply for a call for project, evaluate your application, etc.).

Allow us to access information from your programs / projects as part of our partnership and call for projects.

· For statistics purposes.

· Legitimate Interest

To help us better understand how to improve and make sustainable our “beauty for all” activities and the support of Fondation L’Oréal.

Enquiries

Information collected when you ask questions relating to our programs or activities on the following websites:

https://forwomeninscience.com including For Girls in Science

https://projets-fondation-loreal.com

https://www.sharedfoundation.com

https://fondationloreal.com

http://reporting.fondationloreal.com

https://community.forwomeninscience.com/

Depending on how much you are interacting with us, those data may include:

· Name and surname;

· Phone number;

· Email address;

· Other information you have shared with us about yourself in relation to your enquiry

We use your data in order to :

· To answer your enquiries;

· Where needed, to connect you with the relevant services

· Consent

To process your enquiry.

· For statistics purposes.

· Legitimate interest

To help us better understand our candidates’ and stakeholders’ needs and expectations and therefore improve our services.

Who may access your Personal data?

The recipients of your personal data may be the following:

Authorized employees within the Fondation L'Oréal teams responsible for managing applications, for scholarships, awards, fundraising or calls for projects.
The service providers in charge of the hosting of the websites;
The experts in charge of evaluating the application for scholarships, awards or calls for projects;
CRI (“Centre de Recherche Interdisciplinaire”) for the Program “For Girls in Science”.

We may share your personal data with other entities of the L’Oréal Group in order to comply with our legal obligations and upon your consent

Depending on the purposes for which your data were collected, and only if necessary, some of your personal data may be accessible to L'Oréal Group entities worldwide in pseudonymized form (not allowing direct identification) and if this is necessary for statistics purposes.

Your personal data may also be processed on our behalf by our trusted third party providers.

We rely on trusted third parties to perform a range of business operations on our behalf. We only provide them with the information they need to perform the service, and we require that they do not use your personal data for any other purpose. We always use our best efforts to ensure that all third parties we work with keep your personal data secure. For instance, we may entrust services that require the processing of your personal data to:

Email routing providers who assist us with the sending of newsletters and event management.
Third parties that assist and help us in providing IT services, such as platform providers, hosting services, maintenance and support on our databases as well as on our software and applications that may contain data about you (such services could sometimes imply access to your data to perform the required tasks);

We may also disclose your personal data to our partner:

In the event the service you subscribe to was co-created by Fondation L’Oréal and a partner (for example, a co-branded app). In such case, L’Oréal and the partner process your personal data each for their own purposes and as such your data is processed:
- By Fondation L’Oréal in accordance with this Privacy Policy;
- By the partner acting also as a data controller under its own terms and conditions and in accordance with its own privacy policy.
In the event you agreed to receive marketing and commercial communications from a Fondation L’Oréal partner through a dedicated opt-in (for instance, through an App branded by L’Oréal and made available to its partners). In such case, your data is processed by the partner acting as a data controller under its own terms and conditions, and in accordance with its privacy policy.
We may publish on our supports content from social networks. In the event you consult content from social networks on our website/apps, a Cookie from such social network may be stored on your device. We invite you to read the Cookie Policy of these social networks for more information;
When we use Google advertising services on our websites/apps, Google will access and use your personal data. If you wish to learn more on how Google uses your personal data in this context, please consult their Google Privacy & Terms, which govern these services and data processing.

Information that Facebook collects and shares with us

All Facebook features and services available on our website/app are governed by the Facebook Data Policy, in which you can get more info about your privacy rights and settings options.

By using this website/app, you may:

Sign-up with your Facebook login. If you do so, you consent to share some of your public profile information with us;
Use the Facebook social plug-ins, such as “like” or “share” our content on the Facebook platform;
Accept cookies from this website/app (also identified as “Facebook Pixel”) that will help us understand your activities, including information about your device, how you use our services, the purchase you make and the ads you see, whether or not you have a Facebook account or are logged into Facebook. When you are using those Facebook features, we collect data that help us to:
Show you adds you might be interested in on Facebook (or Instagram, Messenger or any other Facebook services);
Measure and analyze the effectiveness of our website/app and ads

We may also use the personal information you gave us on this website/app (such as your name and surname, email, address, gender and phone number) to identify you in Facebook (or Instagram, Messenger or any other Facebook services) in order to show you ads that are even more relevant for you. While doing this, Facebook will not share your personal information and will delete the information promptly after the match process is complete.

We do not offer or sell your personal data.

Where we Store your Personal data

The data that we collect from you may be transferred to, accessed from, and stored at a destination outside the European Economic Area ("EEA"). It may also be processed by staff members operating outside the EEA who work for us or for one of our service providers.

Fondation L’Oréal transfers personal data outside of the EEA only in a secure and lawful way. As some countries may not have laws governing the use and transfer of personal data, we take steps to make sure that third parties adhere to the commitments set out in this Policy. These steps may include reviewing third parties’ privacy and security standards and/or entering into appropriate contracts (based on the template adopted by the EU Commission).

For further information, please contact us as per the “Contact” section below.

How Long Do We Keep Your Personal data

We only keep your personal data for as long as we need it for the purpose for which we hold your personal data, to meet your needs, or to comply with our legal obligations.

To determine the data retention period of your data, we use the following criteria:

Where you contact us for an enquiry, we keep your personal data for the duration needed for the processing of your enquiry;
Where you create an account, we keep your personal data until you require us to delete it or after a period of inactivity (no active interaction with Fondation L’Oréal) of two years;
If you create an account or if you submit an application to the “For Women in Science” program or the “For Girls in Science” Program, we keep your personal data for four years.
If you submit an application in the context of the “Beauty For a Better Life” call for projects, we keep your personal data for two years;
If you activated your account on “For Women in Science Community” (alumni network), we keep your personal data until you require us to delete it or after a period of inactivity (no active interaction with this platform) of two years.
Where you have consented to non-commercial marketing, we keep your personal data until you unsubscribe or require us to delete it or after a period of inactivity (no active interaction with Fondation L’Oréal) of two years;
Where cookies are placed on your computer, we keep them for as long as necessary to achieve their purposes (e.g. for the duration of a session for session ID cookies) and for a period defined in accordance with local regulations and guidance.
If you signed the For Women in Science manifesto, which ended in March 2018, we will keep your personal data for two years;
If you have generated content as part of the Beauty For a Better Life program, we keep your personal data for two years;
If you are selected as an expert to manage For Women in Science applications, we keep your personal data for four years. This duration is likely to be extended as part of a new selection, with your agreement.

We may retain some personal data to comply with our legal or regulatory obligations, as well as to allow us to manage our rights (for example to assert our claims in Courts) or for statistical or historical purposes.

When we no longer need to use your personal data, it is removed from our systems and records or anonymised so that you can no longer be identified from it.

Is Your Personal data Secure?

We are committed to keeping your personal data secure, and taking all reasonable precautions to do so. We contractually require that trusted third parties who handle your personal data for us do the same.

We always do our best to protect your personal data and once we have received your personal data, we use strict procedures and security features to try to prevent unauthorised access. As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our sites. As such, any transmission is at your own risk.

Links to Third Party Sites and Social Login

Our websites and Apps may from time to time contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we are not responsible or liable for these policies. Please check these policies before you submit any personal data to these websites.

We may also offer you the opportunity to use your social media login. If you do so, please be aware that you share your profile information with us depending on your social media platform settings. Please visit the relevant social media platform and review its privacy policy to understand how your personal data is shared and used in this context.

Social Media and User Generated Content

Some of our websites and Apps allow users to submit their own content. Please remember that any content submitted to one of our social media platforms can be viewed by the public, so you should be cautious about providing certain personal data e.g. financial information or address details. We are not responsible for any actions taken by other individuals if you post personal data on one of our social media platforms and we recommend that you do not share such information.

YOUR RIGHTS AND CHOICES

Fondation L’Oreal respects your right to privacy: it is important that you are able to control your personal data. You have the following rights:

Your rights

What does this mean?

The right to be informed

You have the right to obtain clear, transparent and easily understandable information about how we use your personal data, and your rights. This is why we are providing you with the information in this Policy.

The right of access

You have the right to access to the personal data we hold about you (subject to certain restrictions).

We may charge a reasonable fee taking into account the administrative costs of providing the information.

Requests manifestly unfounded, excessive or repetitive may not be answered to.

To do this, please contact us at the details below.

The right to rectification

You have the right to have your personal data rectified if it is incorrect or outdated and/or completed if it is incomplete.

To do this, please contact us at the details below. If you have an account, it may be easier to correct your own data via your “My Account” function.

The right to erasure/right to be forgotten

In some cases, you have the right to have your personal data erased or deleted. Note this is not an absolute right, as we may have legal or legitimate grounds for retaining your personal data.

If you would like us to delete your personal data, please contact us at the details below.

The right to object to non-commercial communications

You can unsubscribe or opt out of our various communications at any time.

It is easiest to do this by clicking on the “unsubscribe” link in any email or communication we send you. Otherwise, you can contact us using contact detail below.

The right to withdraw consent at any time for data processing based on consent

You can withdraw your consent to our processing of your data when such processing is based on consent. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. We refer to the table inserted in section “what data do we collect from you and how do we use it” especially the column “What is our legal basis for processing your data?” to identify where our processing is based on consent.

If you would like to object to withdraw your consent, please contact us at the details below.

The right to object to processing based on legitimate interests

You can oppose at any time to our processing of your data when such processing is based on the legitimate interest. We refer to the tables inserted in section “what data do we collect from you and how do we use it” especially the column “What is our legal basis for processing your data?” to identify where our processing is based on legitimate interests.

To do so, please contact us at the details below.

The right to lodge a complaint with a supervisory authority

You have the right to contact the data protection authority of your country in order to lodge a complaint against the data protection and privacy practices of L’Oréal.

Do not hesitate to contact us at the details below before lodging any complaint with the competent data protection authority.

The right to data portability

You have rights to move, copy or transfer data from our database to another. This only applies to data that you have provided, where processing is based on a contract or your consent, and the processing is carried out by automated means. We refer to the tables inserted in section “what data do we collect from you and how do we use it” especially the column “What is our legal basis for processing your data?” to identify where our processing is based on the performance of a contract or on consent.

For further details, please contact us at the details below.

The right to restriction

You have the right to request restriction of our processing of your data. This right means that our processing of your data is restricted, so we can store it, but not use nor process it further.

It applies in limited circumstances listed by the General Data Protection Regulation which are as follow:

· the accuracy of the personal data is contested by the data subject (i.e. You), for a period enabling the controller to verify the accuracy of the personal data;

· the processing is unlawful and the data subject (i.e. You) opposes the erasure of the personal data and requests the restriction of their use instead;

· the controller (i.e. L’Oréal) no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defense of legal claims;

· the data subject (i.e. You) has objected to processing based on the legitimate interests of the data controller pending the verification whether the legitimate grounds of the controller override those of the data subject.

If you would like to request restriction, please contact us at the details below.

The right to deactivate Cookies

You have the right to deactivate Cookies. The settings from the Internet browsers are usually programmed by default to accept Cookies, but you can easily adjust it by changing the settings of your browser.

Many cookies are used to enhance the usability or functionality of websites/apps; therefore disabling cookies may prevent you from using certain parts of our websites/apps as detailed in the relevant Cookie Table.

If you wish to restrict or block all the cookies which are set by our websites/apps (which may prevent you from using certain parts of the site), or any other websites/apps, you can do this through your browser settings. The Help function within your browser should tell you how. For more information please consult the following links:

http://www.aboutcookies.org/;

To deal with your request, we may require proof of your identity.

CONTACT

If you have any questions or concerns about how we treat and use your personal data, or would like to exercise any of your rights above, please contact us at: [email protected] or by writing to us at:

La Fondation d’Entreprise L’Oréal

41, rue Martre

92117 Clichy Cedex

France

You may also contact the data protection contact of Fondation L’Oréal for any questions related to the processing of your personal data at the following address: [email protected]