Pilots4U is committed to protecting the privacy of all visitors to www.BioPilots4U.eu and all participants in the project (subscribers to our newsletter, respondents to the database and the survey of industry needs, assistants to workshops).
By using this website or submitting your information to us you agree to us using your personal information as described below.
Information we collect, how we use it and for how long we keep it
When you visit our website
We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns (i.e. number of visitors to the various parts of the site, IP). This information is only processed in an aggregate way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We will make it clear when we collect personal information and will explain what we intend to do with it (see sections below).
When you complete the ‘Subscribe to our Newsletter’
When you add data to the database
Pilots4U collects information about the pilot and demonstration equipment available in open access facilities through an online form accessible via our website. The form also asks for the name and contact details of the person in charge of that equipment to be included in the database. The purpose of the collection is allowing your organisation to be part of the Pilots4U database and establish contact between you (as your organisation representative) and potential users of your facilities. Your personal information may be:
- Provided by you when you fill in the online form.
- Indirectly obtained, when one of your co-workers fills in the form and adds you (providing your contact details) as the first point of contact for one or more pieces of equipment.
Your name and the name of your organisation will be publicly displayed in the website as part of the database. Your contact details will not be publicly displayed on the website but will be used to establish contact between yourself and potential users of open-access facilities upon request of the later.
- If the data has been provided by you, the legal basis for processing your personal data is your consent under article 6(1)(a) of the GDPR. As we rely on your consent to process your data, you have the right to withdraw consent for data processing at any time by contacting firstname.lastname@example.org, or using your log in details to modify/delete your data. Please notice that withdrawal of consent for processing your personal data may lead to some of your organisation’s entry being removed from the database.
- When your data has been indirectly obtained, we rely on the legitimate interests of the project (creation of a database of pilot and demonstration open-access facilities) to collect and use the data. Nevertheless, we will inform you about the data collection as soon as possible after the collection occurs and you will be able to ask us stop processing your data by contacting email@example.com , or using your log in details to modify/delete your data.
Pilots4U will also use the email address provided by you (or indirectly obtained) to keep you up to date about the status of your form (e.g. under reviewing, approved). Once your form has been reviewed, Pilots4U will use your contact details to create an account for you in our website that will enable you to modify the information provided at any time. In both cases, the legal basis for processing your contact details are the legitimate interests of the project (to create a self-sustainable database of pilot and demonstration open-access facilities). One-time log in details for your account will be sent to you via email, and for security reasons you will be asked to create a new password immediately.
If you have previously agreed, we may use your contact details to reach you with some follow-up questions regarding your answers to the form.
In some instances, Pilots4U may access your data and modify some of the non-personal data provided by you to ensure the consistency and homogeneity of the database. If this occurs, we will send you and email giving you the option to approve or reject these changes.
Each partner of the Pilots4U project belongs to a network organisation. Each partner has sent email invitations to complete the database to members of its own network, and the contact details have not therefore been shared with individuals from outside such network.
When you contact an organisation listed on the database through the Pilots4U database
We will share your name and email address to the person you wish to contact along with your message for such individual in order to facilitate contact between you and the person interested in using your facilities.
When you respond our survey about industry needs
Pilots4U intends to gather information about the needs of organisations regarding pilot and demonstration equipment via an online survey. This survey also asks for some personal information such as name, location, organisation and contact details to be able to contact you with some follow-up questions about your answers.
The legal basis for processing your personal data is your consent under article 6(1)(a) of the GDPR. As we rely on your consent to process your data, you have the right to withdraw consent for data processing at any time by contacting firstname.lastname@example.org. The legitimate interests of the project are the lawful basis for processing the survey responses related to an individual’s organisation details (location, turnover, etc.). This allows us to categorise the answers to the survey in terms of location, turnover, etc., and make the responses more relevant.
The survey responses will be collected though the online service SurveyMonkey® and stored by the cloud provider Microsoft SharePoint. Please check Microsoft and SurveyMonkey privacy policies https://www.privacy.microsoft.com/en-gb/privacystatement, https://www.surveymonkey.com/mp/policy/privacy-policy. We only use your details to provide the above-mentioned service and we will keep your information for the duration of the project and for 5 years after the project ends as evidences of activities towards our funders and to ensure the most effective exploitation of the information, always within the grounds for its collection.
Your name and contact details will only be used to provide follow-up interviews IF permission has previously been agreed and will be kept private. Your answers to the survey and to the follow-up questions will be collated with that from other respondents and presented as a generic assessment. A summary of this report will be made publicly available in our website. Your name or your organisation’s will not be publicly associated to your answers.
Each partner of the Pilots4U project belongs to a network organisation. Each partner has sent email invitations to complete the survey to members of its own network, and the contact details have not therefore been shared with individuals from outside such network.
When you register and attend to one of our workshops
If you register for one of our workshops, you will be asked to provide some personal data (name, organisation, email address, dietary requirements) to process your booking to the event and to include your name and organisation in the workshop programme. Your name and organisation will be added and displayed in the list of attendees to the event, which will be shared with all workshop participants. We may use your email address to send you information about the workshop prior and after the event. We use Oracle MySQL as a cloud provider to securely store your information. We may share your personal data with other organisations outside Pilots4U with the sole purpose of workshop arrangements in order to provide you with registration badges, catering and access to internet. The legal basis for processing your personal data are the legitimate interests of the project (keep records as evidences of activities for our funders, and to keep a register of the number of attendees to the workshops an any special requests they may have). The information will be kept during the project and for 5 years after the end of the project as evidences of activities towards our funders.
In some instances, when the workshops are held in an official building such a consulate or embassy, we may ask you for further personal details such as your date of birth and passport numbers. The purpose for collection are the security measures imposed by the hosting institution, with which the data will be shared with for the above-mentioned reasons. The legal basis for processing your personal are the legitimate interests of the project (to run a safe workshop). The information will be kept during the project and for 5 years after the end of the project as evidences of activities towards our funders.
We may video record the presentations given during the workshops and therefore, you may appear in some of the videos. We will ask your consent to record footage of you and publish it in our website before the event commences. As we rely on your consent for processing your data, you have the right to withdraw consent for data processing at any time by contacting email@example.com. If the videos are publicly displayed on the website, they will be kept for as long as the website is active; otherwise these will be kept for 5 years after the project ends as evidences of project activities for our funders.
Information of relevant stakeholders
Disclosure of your information
We may disclose your personal information to employees and third parties (data processors) who act for us for the purposes set out in this Policy or other purposes approved by you. We will not otherwise disclose any of the information you provide to us without your consent unless we are required to do so to comply with applicable laws and lawful government and/or regulatory requests.
Notice that some of the data processors acting on behalf of Pilots4U (Microsoft, MailChimp, SurveyMonkey® and Oracle MySQL) use servers located in countries outside EEA which have not received a binding adequacy decision by the European Commission or by a competent national EEA data protection authority. Such transfers are subject to binding and appropriate transfer mechanisms that provide an adequate level of protection in compliance with GDPR. In addition, these companies operate under the EU-US and Swiss-US Protection Shields to ensure your rights regarding data protection when the data is transferred to the US. Please find their privacy policies in the following links: https://www.privacy.microsoft.com/en-gb/privacystatement, https://www.surveymonkey.com/mp/policy/privacy-policy, https://www.dropbox.com/privacy, https://mailchimp.com/legal/privacy/, https://www.oracle.com/legal/privacy/services-privacy-policy.html.
Security, storage and data retention
The information you provide to us will be held on our computers, in the servers of our cloud provider and/or in hard copy form.
We use physical and technological security measures to protect your information from access by unauthorised persons and against unlawful processing and damage. Unfortunately, the transmission of information via the internet is not completely secure and therefore we cannot guarantee the security of any data disclosed online.
We recognise and appreciate the importance of responsible use of information collected from you.
You have the right to ask us for copies of your personal information. You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete and to erase or restrict the processing of your personal information in certain circumstances. You have the right to object to processing if we are able to process your information because is in our legitimate interests. You also have the right to lodge a complaint with the supervisory authority (ICO). For the right to access there are some exemptions, which means you may not always receive all the information we process.
If you have queries about the personal data provided or wish to withdraw your consent for us to process your personal data, please contact: firstname.lastname@example.org.
Changes to this policy
We may change this Policy from time to time by updating this page. Please check this website periodically to inform yourself of any changes. This privacy notice was last updated on 3rd October 2018.
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