Privacy Statement
For processing of personal data collected within the MSc in Chemical Innovation and Regulation for Sustainability (ChIRS)
The ChIRS Consortium, coordinated by the University of Algarve, is committed to preserving the privacy of natural persons participating in the ChIR program. All personal data collected from student applicants, students, lecturers and other participants are dealt with in accordance with the European Regulation (EC) No. 2018/1725 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC.
The following privacy statement outlines the policies by which the ChIRS Consortium collects, manages and uses the personal data of ChIRS participants.
1. Data Controller
Your personal data are processed by the University of Algarve, Campus de Gambelas, 8005-139 Faro, Portugal.
If you have any queries about the process or how we handle your information please contact us at emmcchir@ualg.pt.
2. Who is concerned by this privacy policy?
Every participant of the ChIRS programme, i.e. students, lecturers, supervisors, candidates and visitors of our website, participants in meetings and events, people who use our services, e.g. who subscribe to our mailing list, as well as people who email us or chat with us.
3. What information about you do we handle, why do we handle that information, what is the legal basis for those processing and for how long do we retain the information?
3.1. When you apply to ChIR as a student candidate or as an Erasmus Mundus Scholar:
Your personal data is collected and processed by the Education, Audiovisual and Culture Executive Agency (EACEA) in the framework of the Erasmus+ Programme, for which you can consult the privacy notice of the EACEA (https://www.eacea.ec.europa.eu/about-eacea/data-protection_en).
In addition, the following information is processed in the framework of the ChIR:
Based on your consent (article 6.1.a of the GDPR), we:
- collect and process your identification data (name, first name, title and email address) for registration and communication regarding your application and its results;
- collect and process the information in your application form exclusively for its evaluation and ranking for the ChIR programme edition you applied for, strictly following the procedures established in the ChIR Consortium.
3.2 When you provide a reference to a ChIR candidate as part of his/her application or when you provide the assessment of a student whose internship you supervised:
Based on your consent (article 6.1.a of the GDPR), we:
- collect and process your identification data (name, first name, title and email address) for registration and communication regarding the reference you provided.
3.3. As a ChIR student or Erasmus Mundus Scholar:
Your personal data is collected and processed by the Education, Audiovisual and Culture Executive Agency (EACEA) in the framework of the Erasmus+ Programme, for which you can consult the privacy notice of the EACEA (https://www.eacea.ec.europa.eu/about-eacea/data-protection_en).
In addition, the following information is processed in the framework of the ChIRS:
Based on your consent (article 6.1.a of the GDPR), we:
- collect and process your identification data (name, first name, title and email address) for registration and communication regarding your application and its results;
- publish your contact details on the emmcchir.org website and other communications tools or publications for communication purposes.
3.4. As a participant in ChIR activities (classes, meetings, study trips, symposia…)
Based on your consent (article 6.1.a of the GDPR), we:
- collect and process your identification data (name, first name, title and email address) for registration and communication regarding your application and its results;
- publish your contact details on the emmcchir.org website and other communications tools or publications for communication purposes;
- take and use pictures/videos where you appear taken or made during a meeting / an event / classes or other activities related to the ChIR on the mmcchir.org website and other communications tools or publications for communication purposes.
You have the right to withdraw your consent at any time by sending an email to emmcchir@ualg.pt. Withdrawing your consent means that the collected personal data will not be used any longer. However, use made of your data in the past remains valid.
3.5. When you register for mailing lists:
Based on your consent (article 6.1.a of the GDPR):
When you register for events, we collect your identification data (name, first name, title, email address, and phone numbers) and professional data (position and institution).
When you register for events, we also ask you
a) whether you have special dietary requirements or other specific needs. Those data are collected for the organisation of the event.
We do not keep your dietary requirements or other mentioned specific needs for longer than the event.
b) whether you are in agreement with us:
- including your contact details in the list of participants to the event that is made available on the ChIR website to all participants for networking purposes;
- taking and using pictures during the event for promotional and information purposes.
The data we collect are kept as long as you do not oppose to it.
3.7. When you contact us to make use of your data subject rights:
We process your contact details and the proof of your identity you send us in order to address your request. We can also depending on your request process other personal data we have collected also in order to address your request.
This data processing is for compliance with legal obligations to which we are subject (article 6.1.c of the GDPR).
4. Use of service providers and transfer to third parties
Those service providers otherwise referred to as data processors are third parties who provide elements of support to us. We have contracts in place with our data processors. They cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We do not transfer any of your data collected as mentioned above to any third party for commercial purposes.
5. How do we protect your personal data?
Your personal data are handled in full confidentiality. We make all necessary effort to take technical and organisational measures that might be required so as to ensure security of your personal data.
6. How long is the information retained for?
Mailing lists, the action website and its content are maintained for 2 years after the end of the Erasmus Mundus project.
7. Your rights
Under the General Data Protection Regulation (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you:
- right to request from us access to and rectification of your personal data;
- right to request erasure of your data (right to be forgotten) in the cases foreseen by article 17 of the GDPR;
- right to obtain from us restriction of processing where there is contestation about the data processing for a period enabling to solve the issue;
- right to data portability;
- where the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. Withdrawing your consent means that we will not make use of your data any longer, including pictures. However, use made of your data in the past remains valid.
8. Your right to object
You have the right to object, on grounds relating to your particular situation, at any time to processing of your personal data which is based on Article 6(1), (f) of the GDPR (our legitimate purposes) as mentioned above.
To exercise those rights, please send us an email to emmcchir@ualg.pt together with a proof of your identity.
You always have the right to lodge a complaint with the Supervisory authority of the EU country of your choice.