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Privacy and Cookie Policy

Médecins sans Frontières France (hereinafter "MSF") offers the LIGObot ChatBot to support you in the use of LIGO, the human resources management software, to which you have access as an employee (employees, work-study trainee, interns, etc.).

MSF attaches the utmost importance to the confidentiality of its employees' information and you will find in this privacy and cookie policy information on how your personal data is collected and used in connection with the use of the LIGObot ChatBot.

This policy is not intended to inform you about how MSF processes your data in general as employees, work-study trainee or interns. This information is available on myMSF.

This Privacy Policy was last updated in March 2025.

Preamble

Personal data means any information that can be used to identify you, directly or indirectly.

For example, your contact details (e.g. name, first name, email) but also an identifier number (e.g. IP address), etc. are considered to be personal data.

MSF only collects the personal data that is strictly necessary for the LIGObot ChatBot to answer your questions and help you access and use LIGO.

1. The applicable legislation

This Privacy Policy is based mainly on two texts:

- Regulation (EU) 2016/679 of 27 April 2016, (hereinafter "GDPR");
- Law No. 78/17 of 6 January 1978 as amended (hereinafter "Data Protection Act").

2. The controller and the data protection officer

In accordance with the regulations (GDPR, Art. 7), the data controller is the entity that determines the purposes and means of the processing.

The data controller of the personal data collected in the context of the use of the LIGObot ChatBot from the https://ligo-chatbot.msf.net website (hereinafter the "Site") is:

Médecins Sans Frontières

14-34 Avenue Jean Jaurès

75019 Paris

Tél. : +33(0)1.40.21.29.29

The Data Protection Officer can be reached at the following email address: dpo@paris.msf.org.

3. How we process your personal data

3.1. How does MSF collect your data?

Your personal data is collected directly from you based on the information you provide during your conversation with the LIGObot ChatBot.

In addition, information about you may be collected through cookies placed on the hard drive of your terminal when you browse the Site: https://ligo-chatbot.msf.net. For more information on the use of cookies, please see paragraph 5 of this policy.

3.2. What data is collected?

You do not need to provide your MSF email address or LIGO credentials to use the LIGObot ChatBot.

The only information collected by MSF is your request and the information you filled in your messages during your conversation with the LIGObot ChatBot.

Filling in your request in the ChatBot is necessary to use the service, but you do not need to fill in any information that can identify you.

3.3. Why do we collect this data?

Your request entered in the LIGObot ChatBot is collected and processed in order to provide you with appropriate support and answer your questions regarding access to and use of LIGO. The LIGObot ChatBot uses artificial intelligence to analyze your request and provide appropriate responses in an automated way. The information you provide and the answers that are provided are not reused to train the artificial intelligence model used by the LIGObot ChatBot. This data processing is based on MSF's legitimate interest in optimising the support of its employees in the use of HR management software.

Your requests are also used for statistical purposes to understand how the LIGObot ChatBot is used and to improve the support provided to you. This data processing is based on MSF's legitimate interest in measuring the performance of the ChatBot, understanding its use and improving it to optimize support of the employees.

3.4. How long is your data kept?

Your request and the information you provide in your request are only kept for a short period of time allowing the artificial intelligence model used by the ChatBot to analyze the request and provide the appropriate response. Therefore, your data is not stored and the conversation with the ChatBot will disappear when you close the browser window.

3.5. Who are the recipients of your data?

To provide you with support via the LIGObot ChatBot, MSF uses the Azure OpenAI model. Therefore, Microsoft is the recipient of your data to be able to provide the answers to your requests sent to the ChatBot. However, no information you enter or receive is transmitted to OpenAI. In addition, Microsoft does not reuse them to train its artificial intelligence model or its products or services or those of third parties.

The artificial intelligence model is trained by MSF on the basis of the documentation produced by MSF for the LIGO support.

3.6. Is your data transferred outside the EU?

The data you enter into the ChatBot and the answers provided to you may temporarily transit outside the European Union in Microsoft resources, but they are not stored.

In addition, certain data, in particular the data concerning your device and your connections, may also be transferred outside the European Union, for instance to the United States, by Microsoft, for security purposes or for the routing and delivery of content for Microsoft resources.

MSF ensures that any such transfer of data outside the European Union is (i) carried out to a country subject to an adequacy decision by the European Commission under Article 45 of the GDPR, or (ii) subject to appropriate safeguards under Article 46 of the GDPR, in particular the European Commission's Standard Contractual Clauses, as well as by technical and organisational measures to ensure a high level of data security and confidentiality, similar to that required by the GDPR.

3.7. Clarification on artificial intelligence

The LIGObot ChatBot is a conversational agent that uses artificial intelligence to help you use LIGO. When you converse with this chatbot, you are conversing with artificial intelligence.

The artificial intelligence model is trained by MSF on the basis of the documentation produced by MSF for the LIGO support. The data you provide and receive is not used to enter the AI model.

Your data is only used for a short period of time to analyse the request and provide the appropriate response, but it is not stored.

4. Your individual rights regarding your data

4.1. What rights do you have over your personal data?

Under the GDPR, you have the following rights over your personal data:

- the right to request confirmation as to whether or not your personal data is being processed by MSF;

- the right to request access, rectification and deletion of personal data concerning you that is processed by MSF;

- the right to request the restriction, i.e. the freezing of the processing of your personal data or to object at any time to the processing of your personal data by MSF.

Please note that your data is not stored and is not reused to train the artificial intelligence model of the LIGObot Chatbot. It is therefore unlikely that the data used will identify you, in which case your individual rights over your data will not apply.

4.2. How to exercise them?

You have the possibility to exercise your individual rights over your data by sending a request to the following address: dpo@paris.msf.org.

Your request will indicate the right(s) you wish to exercise. In accordance with Article 12.6 of the GDPR, where MSF has reasonable doubts about the identity of the person exercising their rights, MSF can ask additional information that is necessary to confirm your identity.

If you believe that you are unable to exercise your rights with MSF, you have the right to lodge a complaint with the supervisory authority, the Commission nationale de l'informatique et des libertés (CNIL).

5. The use of cookies on the Site https://ligo-chatbot.msf.net

When you visit our Site, information relating to your browsing via your device (computer, tablet, smartphone, etc.) on our Site may be recorded in "Cookies" files on your browser and consequently on your device or unique identifiers assigned to your device may be collected.

Only the issuer of a cookie is likely to read or modify the information contained therein. We use cookies on our Site to improve the service based on your expectations.

5.1. What is a "cookie"?

A "cookie" is a text file stored on the hard drive of your terminal (computer, tablet, smartphone, etc.) through your browser software when you consult an online service. There are also other types of trackers that are deposited or read when consulting a website, such as identifiers generated by software or an operating system.

Different types of cookies and trackers may be placed through the Site, some are necessary for browsing and others are used for audience measurement. No targeted advertising cookies are placed on the https://ligo-chatbot.msf.net Site.

5.1.1. Strictly necessary

These cookies are necessary for the operation of the Site and cannot be disabled in our systems. They are usually established as a response to actions you have taken that constitute a request for services. You can set your browser to block or be notified of the existence of these cookies, but some parts of the Site may be affected. These cookies do not store any personally identifying information.

55.1.2. Performance (audience measurement)

These cookies allow us to determine the number of visits and traffic sources, in order to measure and improve the performance of our Site. They also help us to identify the most/least visited pages and to evaluate how visitors navigate the Site. All information collected by these cookies is aggregated and therefore anonymised. If you do not accept these cookies, we will not know that you visited our Site.

5.2. How do we use cookies?

5.2.1. Cookies issued by Médecins Sans Frontières (MSF) on the https://ligo-chatbot.msf.net Website

When you connect to our site, subject to your browser preferences and settings, we may place cookies on your device in order to recognize the browser of your device for the duration of the validity of the cookie concerned.

These cookies will allow us to:

1. To establish statistics and volumes of traffic and use of the various elements that make up our Site (sections and content visited, paths) in order to improve it;

2. Adapt the presentation of our Site to the display preferences of your device (language used, display resolution, operating system used, etc.) during your visits to our Site;

3. Implement security measures.

5.3. In practice

5.3.1. Setting your cookie choices

When you first visit the Médecins Sans Frontières (MSF) https://ligo-chatbot.msf.net Site, a banner informs you of the use of cookies and trackers and allows you to accept, refuse cookies or configure them.

You can change your settings to accept or reject cookies at any time by clicking on the button at the bottom left of each page. Please note that the setting of cookies will influence your navigation.

If you have accepted the storage of cookies on your device, the cookies integrated into the pages and content you have viewed may be temporarily stored in a dedicated space on your device. The cookies may only be acceded by their issuer.

5.3.2. Refusal of cookies

If you refuse to save the cookies we issue, or if you delete those we have saved, certain features of the Site may be disabled. You can change the settings at any time. Refusing cookies no longer allows us to track your browsing.

5.3.3. How long cookies are stored

The storage period of a cookie placed on your browser is a maximum of 13 months. At the end of the 13 months, the cookie is deleted.

In addition, we store your cookie choices for 6 months, after which you will be presented with the cookie banner again for further cookie acceptance.

6. Updating the Privacy and Cookie Policy

MSF may change this Privacy and Cookie Policy. If we wish to use your personal data in a manner different from that which we have already brought to your attention, you will be notified of those changes on our Site.