IAESTE Luxembourg is a Co-operative institution within the international ONG IAESTE Asbl ( The International Association for the Exchange of Students for Technical Experience ).
The International Association for the Exchange of Students for Technical Experience (IAESTE) is an independent non-governmental organisation (NGO) based in Luxembourg (RCSL number F1180) with the following aims:
a) to provide students in higher education with technical experience relevant to their studies;
b) to offer employers well-qualified and motivated trainees;
c) to support employers and trainees with visa applications;
d) to be a source of cultural enrichment for trainees and their host communities.
IAESTE Luxembourg is an official member of IAESTE Asbl. The Services of IAESTE Luxembourg are carried out by Find a Job Sàrl ( Société à responsabilité limitée (private limited company), Authorisation number 10067853/0, RC Luxembourg B205945, VAT LU28565251.
2. Data protection and data processing
IAESTE Luxembourg is committed to achieving and maintaining trust among IAESTE Members, Associated Members, Co-operating Institutions, Students and Employers. Providing a solid security and privacy programme that carefully considers data protection matters constitutes an integral part of this mission. With this Privacy Policy, our institution wishes to provide the general public with information on the nature, scope and purpose of the personal data of our customers that we collect, use and process for the services of IAESTE Luxembourg.
The following terms are used in this Privacy Policy:
Customer means a person or institution who uses a service from IAESTE Luxembourg. This may be a student applying for a traineeship or an employer offering an internship or requesting other placement related services.
Data Controller means a person or department in charge of Data Protection, as defined in the EU Data Protection Directive . In our case, it is the organisation IAESTE Luxembourg.
EU Data Protection Directive means EU Data Protection Directive 2016/679 of 27 April 2016.
Personal Data means personal data, as defined in the EU Data Protection Directive , where such data is submitted and processed for the use of the services of IAESTE Luxembourg. This data can include the following information about our customers:
1. Name and contact data (i.e. postal and e-mail address)
2. Login-Account information (i.e. username, password)
3. Home country of the customer, date of birth
4. Technical information such as IP-address, browser and computer data collected via cookies
5. Preferences of the customer in terms of traineeships abroad
6. Name and address of the company or university
7. CV data (i.e. sex, grades, nationality of a customer)
Services means the online services provided to customers by IAESTE Luxembourg, as listed below:
8. Student registration and application for traineeships abroad
9. Student registration for cultural events
10. Student placement for employers
11. Placement-related services for employers
Third party is any natural or legal person, public authority, member or body other than the affected person, the data controller, the processor and those persons who, under the direct authority of the data controller or processor, are authorised to process the personal data. This may be a governmental institution for example.
4. Collection and processing of Personal Data
To make student exchanges possible, Members, Associated Members and Co-operating Institutions who send students must be able to submit the required personal data (passport, CV, grades, etc.) to the receiving Members, Associated Members and Co-operating Institutions, who will pass this information on to the responsible organisations such as employers, immigration authorities, etc. This exchange of information is handled via an online exchange platform, administrated by IAESTE A.s.b.l., and the website of IAESTE Luxembourg, administrated by IAESTE Luxembourg.
It is possible to use IAESTE Luxembourg’s website without specifying any personal data. However, if a customer wishes to use specific services offered by our organisation (especially online registration for students and employers, student placement service, registration for events, etc.), personal data must be processed.
The processing of personal data is always conducted in compliance with the national data protection provisions that apply to IAESTE Luxembourg and, in particular, with the General Data Protection Regulation of the EU (GDPR) and the valid Luxembourg legislation.
As the data controller in charge of processing the data, IAESTE Luxembourg has implemented various technical and organisational measures in order to ensure a gapless protection of the processed personal data. Our employees are also obliged to maintain data confidentiality as specified by law. Despite this, the nature of internet-based data transmission may potentially entail security gaps, which means that it is impossible to guarantee absolute protection. Therefore, you have the option of transmitting personal data to us by other means, such as by post or by telephone.
5. Data Protection by Design and by Default
IAESTE Luxembourg reserves the right to modify this Privacy Policy at any time, taking effect for the future. An up-to-date version is always available on the IAESTE Luxembourg website. It is your responsibility to regularly check the site for changes to the agreement and to review such changes. Please check the website on a regular basis to catch up on the valid data protection provisions.
The storage of the data concerned will be limited in the following way: Personal data related to the exchange for the traineeship, i.e. passport copy, grades, CV, etc., will be retained for two years. After two years, it will be deleted if the affected person has not agreed to the further usage of the personal data.
The personal data used to link a person with a completed traineeship exchange will be stored indefinitely to allow IAESTE Luxembourg to issue a certificate at any time upon the request of the trainee. This is sometimes required when the person is completing formalities in order to obtain employment.
6. Collection of general data and information
Offline
We collect your personal data offline, i.e. if you contact our customer service, if you are interested in one of our products or services, or if you apply for an internship or contact us via e-mail or by post. This includes collecting personal data for the purposes of managing customer relationships, providing our services, processing orders and contracts, issuing invoices, responding to questions and concerns, preparing information on as well as marketing our services, assisting with technical issues and evaluation and further developing services.
Online
Each time a customer or an automated system calls up the IAESTE Luxembourg website, the website captures items of general data and information. This general data and information is stored in the server’s log files.
When using this general data and information, IAESTE Luxembourg does not draw any conclusions regarding the customer. This information may be required in order (a) to deliver the contents of our internet pages correctly, (b) to optimize the content of our website and the advertising for it, (c) to guarantee the permanent functioning of our information technology systems and the technology of our website and (d) to provide law enforcement authorities with the information required for law enforcement in the event of a cyber-attack. This anonymously collected data and information is thus, on the one hand, statistically evaluated by IAESTE Luxembourg and on the other hand analysed with the aim of increasing data protection and data security within our company in order to ultimately ensure an optimum level of protection for the personal data that we process. The anonymous data in the server log files is stored separately from all the personal data supplied by the person concerned.
Transfer of data abroad/server locations
Personal data is transferred to third countries within the framework of the use we make of our server locations. In so doing, we comply with the requirements of the EU General Data Protection Regulation and Luxembourg law, as well as with other national laws.
7. Proprietary Rights of Website Content
Every item of content on this website, including text, pictures, video, information, music, logos, trademarks, brands, sound and other files, as well as their selection and arrangement (the “website content”), are the (intellectual) property of IAESTE Luxembourg with all rights reserved.
No website content may be modified, copied, distributed, framed, reproduced, republished, displayed, posted, transmitted or sold in any form or by any means, without the prior written consent of IAESTE Luxembourg.
The customer may not upload or republish website content elsewhere or use information for any other means without the written consent of IAESTE Luxembourg, with the exception of user content owned by the customer.
The IAESTE Luxembourg website may contain links to websites of other suppliers. Since we have no control over these websites and have no influence on their content, we recommend that you check the information on data protection provided on these websites. We are not, under any circumstances, competent to guarantee the compliance of third-party websites with the statutory data protection requirements.
Facebook, Linked In, Instagram
Links to the social networks Facebook, Linked In, Instagram are integrated into our website. You can recognize these links by the logos of the companies. We would like to draw attention to the fact that, as the provider of the pages, we do not have any knowledge of the content of the transmitted data or its use by these third-party companies.
10. Remarks concerning special internet applications
Cookies and analysis tools
IAESTE Luxembourg uses cookies and analysis tools on its webpage (such as Google Analytics, AdWords, etc.). Cookies are text files that are deposited and saved on the computer system of the customer via an internet browser.
Through the use of cookies, IAESTE Luxemboug is able to provide users of this webpage with more user-friendly services than would have been possible without cookies. By collecting cookies, the information and offers on our internet pages can be optimized for the user. The user can prevent our internet pages from collecting cookies at any time via the corresponding setting in the internet browser used and therefore permanently deactivate the collection of cookies. If the user deactivates the collection of cookies in the internet browser, they may, under certain circumstances, not be able to use all the functions of our internet page.
Google Inc., a company of the US-based holding company Alphabet Inc., is the provider of the Google Analytics service. Google does not link the anonymised IP address transmitted by your browser as part of the Google Analytics service to other data. Only in exceptional cases will the full IP address be transmitted to one of Google’s servers in the US and shortened there. According to Google Inc., the IP address is never linked to other data relating to the user.
For more information about the web analytics service used, please visit the Google Analytics website. For an introduction to how you can prevent your data from being processed by the web analytics service, visit https://tools.google.com/dlpage/gaoptout?hl=en
When these analysis tools are used, data can be transmitted to servers located in the USA and processed there. With this respect, please note the following: from the standpoint of the European Union, the USA does not offer an “adequate level of protection” corresponding to the EU standards for the protection of personal data. For individual companies, however, this level of protection can be replaced by certification with the so-called “EU-U.S. Privacy Shield”.
Right of confirmation, information & erasure
Each customer is entitled to request confirmation from IAESTE Luxembourg as to whether the organisation processes personal data relating to them. Any customer affected by the processing of personal data is entitled to obtain free-of-charge information from the organisation on their personal data saved and to receive a copy of this information and is entitled to request the rectification of incorrect personal data that relates to them. In addition, each customer is entitled to request the completion of incomplete personal data – including a supplementary declaration.
Any customer affected by the processing of personal data is entitled to request IAESTE Luxembourg to delete the personal data relating to them without delay insofar as the data processing is no longer necessary.
If the customer wishes to make use of this right to rectification, he or she may contact welcome(at)iaeste.lu about this matter at any time.
12. Confidentiality and Training
IAESTE Luxembourg shall ensure that its personnel engaged in the processing of personal data are informed of the confidential nature of the personal data, have executed written confidentiality agreements and have received appropriate training on their responsibilities. Additionally, IAESTE Luxembourg shall ensure that its personnel responsible for the development of tools used to process personal data have received appropriate training as regards their responsibilities. IAESTE Luxembourg shall also ensure that its personnel engaged in the processing of personal data are limited to those people who require such access to perform IAESTE Luxembourg obligations under applicable contracts with customers.
13. Getting in touch with IAESTE Luxembourg
If you call our service coordinators, your conversation will only be recorded in case nobody is in the office. You will be notified that your conversation will be recorded at the beginning of the call. The recordings will be deleted after two weeks.
We store all the e-mails which we receive via inbox for 12 months, after this period the e-mails will be deleted.
14. Contact, questions and suggestions
If you have any further questions or comments regarding our data protection matters, our website and our security concept, we would ask you to contact us by e-mail: welcome(at)iaeste.lu
Last update: February 2020