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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).

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:

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.

Third-party applications

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.

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:

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.


This privacy notice might be updated to reflect changes to our data practices or the legislation that governs them. Significant changes to our privacy policy will be announced on this website.

This privacy policy was last updated 8 November 2021.