Skip to content

Data management

1. Rights and roles management

In the CO₂ calculator tool, robust management of application rights and permissions is in place to ensure strict data protection, particularly of personal data. It is structured around five different user roles:

  • Unit Manager: only the person in charge of the unit has the full access to the tool. He or she can view the entire unit and has access to all modules. The unit manager explicitly grants access rights to staff within his/her unit. the Main User role may be delegated to one or more people.
  • User: For data entry, the remaining members of the unit have access only to their own data in the External Cloud and AI and Professional Travel modules. These users can also view the unit’s results in aggregated form.
  • IT Manager: The IT Manager is responsible for the technical management of the tool.
  • Back-office Manager: The person responsible for EPFL Sustainability and the person in charge of managing institutional sustainability data have full access to the tool’s data and reporting. This access is strictly reserved for them.
  • Back-office user: Within the faculties, staff in the sustainability offices have the role of Restricted Professional Manager, meaning they can monitor the units within their faculty.

The CO₂ Simulator space is, however, open to everyone.

2. Best practices

Certain data is particularly sensitive, notably personal data relating to human resources and professional travel. It is therefore essential to follow certain best practices to ensure the confidentiality of information:

  • The role of Unit Manager must be assigned to no more than two people.
  • Results must be disseminated solely in the form of aggregated data, and not based on individual data.

3. Data storage

Data is maintained and stored internally. The retention period for entry and exit data is ten years. For professional travel, only the years of travel will be retained beyond the current year (LEX 5.6.2, Article 25 §3) for a period of five years.

  • Equipment: The EPFL inventory is governed by LEX 5.9.1.
  • Professional travel: LEX 5.6.2 and 5.6.3