Personal data: applications, stays and events

This page explains what the Institut Natura e Teoria en Pirenèus (INTP, a French nonprofit association) does with the information you give us when you apply, stay with us or join an event, and how to use your rights under the GDPR.

Who is responsible

Institut Natura e Teoria en Pirenèus, 173 route de la Courbière
Quartier Lina
09400 SURBA. Contact for any question or request: contact@intp.science.

What we collect and why

  • Identity and contact details (name, email, language, possibly phone and affiliation): to consider your application, answer you and organise your stay (steps before a contract, and the contract itself, GDPR art. 6.1.b).
  • Your answers to our forms (background, project, dates, travel, preferences): same purpose.
  • Diet, allergies, health or accessibility needs: only if you choose to tell us, so that we can host you properly. Only the INTP team sees them (and, for an event, its organisers when needed). This rests on your explicit consent (art. 9.2.a), which you can withdraw at any time.
  • Adhesion (membership of the association for the year): register of members (membership agreement).
  • Payments, quotes and invoices (amounts, payment method, invoice address): accounting obligations (art. 6.1.c). Online payments are handled by HelloAsso; we never see your card details.
  • Mentioning your visit, your picture, a quote on our website or social media: only what you ticked (consent, art. 6.1.a), which you can change at any time.
  • Register of stays and statistics (number of visitors, nights, countries): the association's legitimate interest in reporting on its activity; published figures are anonymous.
  • Expressions of interest in a future event: to let you know when it takes shape.

The website uses no advertising or audience-measurement cookies: only the technical cookies it needs (language, forms, members' login).

Who can see it

  • The two people who manage stays at INTP.
  • For an event (school, workshop…), its organisers and teachers, read-only and for that event only; health, diet and payment details are hidden from them by default.
  • Logged-in members of the association see names and dates of stays (not contact details or answers).
  • Our technical providers, who process data on our behalf: website hosting (DigitalOcean, servers in Amsterdam), sending emails (Purelymail), online payments (HelloAsso). Some of them are US companies; they are bound by contract (the European Commission's standard contractual clauses) to protect your data.

We never sell or hand over your data to anyone.

For how long

  • Form answers, photo, health or diet information, invoice address: 3 years after your last stay or application.
  • Expressions of interest not followed by an application: 3 years (you can remove yourself at any time from your personal link).
  • Name and dates of stays (register, statistics): kept as the association's records, unless you ask for erasure.
  • Invoices and accounting documents: 10 years (French Commercial Code, art. L123-22).

Your rights

You can ask to see, correct, receive a copy of (portability) or erase your data, to restrict its use, to object to processing based on legitimate interest, and withdraw a consent at any time: write to contact@intp.science. We answer within one month. You can also complain to the French data protection authority, the CNIL (cnil.fr).