This privacy statement applies to events organised by the EOSC Future consortium. We are committed to protecting your privacy and to handling your information in a transparent manner. All personal data will be processed in full compliance with the European Union’s General Data Protection Regulation (GDPR).
- The data controller for the any personal data collected through this website is Technopolis Group Belgium (Avenue de Tervueren 188A, 1150 Brussels, Belgium).
- The data protection officer is Agis Evrigenis, managing partner at Technopolis Group Belgium. If you have any questions about this privacy notice, please contact the data controller at firstname.lastname@example.org.
- Arctik srl. (part of Technopolis Group) acts as the main data processor on behalf of Technopolis Group.
Information we collect
In the course of organising EOSC Future events, we might collect personal data about you. For registration and reporting purposes, the personal data we obtain may include: your preferred term of address (optional, your name (optional), your email address, your country of residence (optional), organisation type and organisation (optional).
Additional data might be processed for speakers at EOSC Future events. Including (professional/personal) e-mail address, biography, photo and CV, bank account information (for travel reimbursements, if applicable).
In addition, the following non-mandatory personal data are collected based on your explicit prior consent: photo or video materials depicting you, your social media account handles, comments you decide to share, feedback, questions, contributions during the event or meeting.
Please note that online events or meetings may be recorded or web-streamed if so indicated and that you might be recorded. It is also possible that photographs of you will be taken during the event and might be used for online and offline communication activities related to the EOSC. Moderators and speakers will be informed by the organisers that their image will be recorded and that any audio-visual materials may be used for the creation of offline communication material and published online on communication channels, such as social media accounts, image hosting sites and other websites linked to EOSC (most notably the EOSC portal website) In the absence of consent, participants, moderators and speakers have the possibility to remain unseen by not activating their video during the event or meeting.
Using your information
Your personal data might be used to:
- register your attendance to the event and include you in the participants lists (which will not be shared publicly)
- set up networking activities for event participants (with explicit consent)
- give you access to the documents created for the EOSC (Future) community
- to inform you about follow-up activities of the events related to the topic of the event or meeting, including feedback collection and specific, related communication activities such as e-mailing, monitoring and evaluation of an event or meeting
- manage and respond to any request you submit to us
- reimburse travel and/or accommodation costs for speakers or moderators where applicable.
Sharing your information
In rare cases, your data might be shared with other partners in the EOSC consortium. This will always happen in accordance with GDPR privacy laws. If at all possible, your data will be anonymised before sharing.
Our events might use third-party applications. These applications might also process your personal data. We take utmost care, however, to ensure that any applications we use abide by European privacy law. In the course of online events, we might use the following tools:
Sharing data with third countries
In rare cases, your personal data might be shared with EOSC consortium members outside the European Economic Area, namely CERN and the Paul Scherrer Institute, both of which operate out of Switzerland. In those cases, data will still be hosted on the EOSC Future servers of SharePoint, which are located in the European Economic Area. Data will also still be processed in accordance with EU privacy law.
Data collected by third-party tools Conceptboard, Mentimeter, Slido and Zoom might also be shared outside of the EEA.
- If Conceptboard transfers data to a third country, it does so in accordance with European law. It transfers data only to third countries with a recognised level of data protection, or on the basis of special guarantees, such as a contractual obligation through so-called standard protection clauses of the EU Commission, (Article 44 to 49 GDPR, information page of the EU Commission). For more information, please see: https://conceptboard.com/privacy/.
- Mentimeter might transfer your personal data to countries other than the one in which you live. Most transfers are made to processors within the United States, under the provisions of the Standard Contractual Clauses as adopted by the European Commission or any other appropriate safeguard such as the Binding Corporate Rules in order to ensure and provide for an adequate level of protection in relation to data privacy. Mentimeter does not sell personal data to processors. For more information, please see: https://www.mentimeter.com/privacy.
- Slido will only transfer data to third countries if there are sufficient controls in place to protect it (e.g., they may make the recipients promise they will protect your data in their contracts with them). For more information, please see: https://www.sli.do/terms#privacy-policy.
- Zoom may transfer and process personal data to and in the United States and anywhere else in the world where Zoom, its affiliates, or its authorised subprocessors maintain data processing operations. Zoom shall ensure that such transfers are made in compliance with Applicable Data Protection Law and the global data processing addendum, which is available at: https://zoom.us/docs/doc/Zoom_GLOBAL_DPA.pdf.
Storing your personal data
Personal data will be stored on this website’s server and might be downloaded to a Microsoft SharePoint. In both cases, your data will be stored in the European Economic Area.
Duration of storage
Personal data will be removed from our database no later than three months after it is no longer needed for the processes outlined above.
Protecting your personal data
We have put in place appropriate physical, electronic and managerial measures to prevent the data collected through this website from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Legal grounds for processing
In keeping with the EU’s GDPR privacy law, we process your personal data based on your explicit consent, in keeping with Art. 7 and specified further in rec. 32 of the GDPR legislation
Your rights under GDPR
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
For complaints about the way we process your data and your rights with regards to your data, you can contact us.