Privacy Policy

When you use the contact form on this site, we collect your name, email address, the subject you pick from the list, and your message.

We use this only to reply to your request — nothing more.

If you subscribe to our newsletter from the site footer, we collect your email address, the exact wording and version of the consent text you agreed to, the date and time of your sign-up, and your IP address, kept only as proof of consent and never included in any export.

That proof of consent stays in our own database, hosted by Cloudflare. Your email address — and only your email address — is also added to our sending list at Brevo, the provider we use to send the newsletter. The consent wording, the sign-up date and your IP address are never sent to Brevo: they are evidence we keep, not information a sending tool needs.

Every newsletter carries an unsubscribe link. Using it stops the emails immediately. We keep the record of your original consent for the retention period below, because we have to be able to demonstrate that consent was given — you can ask us to erase it sooner at dpo@aegeetoulouse.com.

You can become a member and sign up for events directly on this site. The membership form asks for your first and last name, your email address, your phone number, your date of birth and your nationality.

It then asks what brings you to Toulouse: studies, an internship, work, or something else. If you are studying, it asks which university or higher education institution, at what level, and in which field. If you are working or interning, it asks in which sector. It asks everyone how long they are staying, roughly when they arrive, whether they have found accommodation, how they heard about us, what interests them about AEGEE, and whether they want to hear about our Erasmus Jobs, Study Buddies and Event Facilitators activities. Every question the form shows you has to be answered before it will submit, apart from the free-text box that appears when you pick Other, and the optional link to a social profile on the request form.

If you tell us you have found accommodation, temporary accommodation included, we also ask for the postal code where you live and how you are housed: alone, in a shared flat, in a university residence, or with family or a host. We ask for a postal code and never for a street address, because the only use we have for it is counting, in aggregate: how many members live in the commune of Toulouse and how many in the towns around it, which is a figure grant applications ask us for every year. The same goes for what brings you here and what you study or work in. We send no postal mail to anyone, and we hold nothing that would let us.

If you apply through the public request form, we also ask for a short motivation, an optional link to a social profile, and a photo of you. Only our volunteer board sees these, to review your request by hand before confirming membership and to help keep our community safe. We delete the photo as soon as that decision is made, whichever way it goes.

When you register for an event or join a waiting list we collect your email address and the record of which events you signed up for.

Applying for membership asks you to agree to three things: our Statutes, our Membership Rules, and the use of your personal data for the association's activities. The first two are published in full on this site and linked from the form itself, so nothing asks you to confirm you have read something you cannot read. We record each agreement with the date and time you gave it, because otherwise we could not demonstrate later what you actually agreed to. Each of these documents carries its own version and date, and a revised one is published under a new name instead of replacing the file you accepted, so the text you were shown stays identifiable. That record stays in our own database and is never sent anywhere.

This runs on our own membership and events platform, stored in our database hosted by Cloudflare in the EU. The confirmation email for each registration carries a personal link you can use to cancel it.

For paid events, payment goes through Stripe Checkout: you enter your card details on a page hosted by Stripe and we never see or hold them. We keep the payment reference, amount and status in our accounting records.

BilletWeb, the ticketing platform we used before, still holds the records made through it. The membership records have been copied across to this platform so that your membership carries over and you do not have to sign up again: the name, email address, phone number, date of birth and nationality you gave BilletWeb, and the answers you gave to the same membership questions listed above. Your payment history and your event participation history were not copied and stay on BilletWeb.

Some events ask you a question or two of their own, and only what that event needs: a dietary requirement for a dinner, which language and level for a workshop, or a document proving you have bought your travel ticket for a day trip. Each answer is attached to that registration alone, used to run that event, and never reused for anything else.

A document you upload as proof carries more than we need to keep: a travel ticket shows your full name and a booking reference, a certificate of enrolment shows your identity and your school. We delete these files seven days after the event. The record that proof was provided stays, the document itself does not. Everything else you answer follows the retention period below.

We use PostHog Cloud (EU region) to understand how visitors use this site — page views, traffic sources, and which pages are popular.

By default, this runs in cookieless mode: no cookie or persistent identifier is stored on your device, and we cannot recognise you across visits. This includes basic device and location information (device type, browser, approximate location from your IP address) used only in aggregate — never to identify you individually.

This also includes aggregate interaction data — where on a page visitors tend to click or tap, and technical performance metrics like page load speed — used to spot usability issues and improve site performance. What you type into forms is never included: those fields are excluded from this collection entirely.

If you accept our cookie banner, we additionally record session replays (a playback of your on-page interactions, for spotting usability issues) and can recognise repeat visits from the same browser. This uses cookies and is only active with your consent, which you can withdraw at any time from the cookie preferences link in the footer.

While that consent is active, the page views and interaction data described above are linked to that browser identifier rather than kept aggregate-only, so we can follow a whole journey across pages and visits. The identifier is a random one generated for your browser: it is never linked to your name, your email or your membership record. Withdraw your consent and we go straight back to the anonymous measurement described above — we do not stop measuring, we stop recognising you.

Separately from anything running in your browser, our server counts two events when a form is submitted successfully: one for the contact form, one for a newsletter sign-up. These are counters and nothing else — a random one-off identifier that is never reused, no profile, and none of what you typed. Because they are sent by our server, they do not depend on the cookie banner and are recorded even if you refused it or block analytics scripts. We keep them because otherwise we cannot tell a working form from a broken one.

Separately from the analytics above, our hosting provider Cloudflare keeps short-lived technical logs of requests to our servers (Workers Logs), used only to debug problems when something breaks.

Cloudflare also applies its own protections to traffic arriving at the site, including always-on DDoS mitigation, a browser integrity check that refuses requests carrying known-abusive signatures, and a reputation-based security level that can challenge a visitor before any page is served. These see the IP address, the request headers and the request pattern of incoming traffic, in order to tell legitimate visitors from malicious or automated ones.

We do not filter automated visitors by the name they give themselves. Every public page of this site is served identically to everyone who asks for it: to a person's browser, to a search engine, to an assistant fetching a page because someone has just asked a question, and to the crawlers that copy pages in order to train AI models. This is a deliberate decision of the association, not an oversight. Our robots.txt allows everything, and we send no machine-readable signal reserving our rights against text and data mining, so the pages published here should be treated as freely collectable, training included. It follows that anything you see on our public pages may be read, copied and reused by an automated system — which is one more reason we never publish your membership record, your registration or anything you send us through a form.

The contact form, the newsletter sign-up, the membership application (including the eligibility check before you apply), and event registration are all protected by Cloudflare Turnstile, a human-verification challenge, to stop automated abuse. It doesn't publish or share anything beyond your IP address and whether you passed the check.

Your browser can also send us an automatic report when our content security policy blocks something on a page. This is a browser feature rather than a script of ours, and the report is sent to this site and nowhere else. We record the rule that fired, the file, line and column involved, and the address of the page you were on, cleaned first of anything that could carry a secret or a personal detail: the query string and the fragment are dropped, any secret carried in the path of a link is masked out, and the excerpt of blocked code that browsers offer to include is never stored.

The traffic counters Cloudflare produces for our domain are copied to Datadog, the monitoring service our volunteer board uses to see whether the site is up and how much traffic it is taking: numbers of requests, unique visitors, page views, bandwidth, and requests blocked as threats, broken down by country, response status and content type. Only those counts leave Cloudflare. No IP address, no page address, no form content and no membership record is sent to Datadog, and the access token used for this export is deliberately limited to traffic analytics so that it cannot read anything else. Datadog also runs uptime checks against our public pages from its own machines, which measure our servers and not our visitors.

None of this is used to build a profile of you, to track you across visits, or to personalise anything you see. It exists purely to keep the site working and secure.