Privacy Policy

Introduction

Privacy, protection of personal data, trust, and transparency are central values shared among all members of the Digital4Sustainability Project Consortium. As such, we consider the protection of your personal data and the preservation of your privacy as a top priority.

In this Notice, you will find a detailed presentation of the reasons and purposes for which we may collect and process your personal data through our activities, the ways we process it, what exactly processing entails, the principles of processing we apply, as well as for how long we retain your data and how we protect it. You will also be informed about who has access to your data, what rights you have on your data and how you may exercise them.

We encourage you to read our Privacy Notice thoroughly.

If you have any question do not hesitate to contact us via e-mail at privacy@digital4sustainability.eu

Persons under 16 of age

If you are under 16 years old, you should not disclose or otherwise share your personal data in any of our activities. If we realise that we have in any way collected personal data of a person under 16 years of age, it will be instantly and permanently deleted in a secure way.

Who we are

Digital4Sustainability is a project funded under the Erasmus+ programme (Project number 101140316). The project aims to accelerate the green and digital transition by equipping the European workforce with the needed set of skills. As such, Digital4Sustainability will design an innovative Skills Strategy and training programmes to provide companies with advanced skills for a more sustainable future.

Project starting date: February 2024

Project ending date: February 2028

The project consortium brings together 29 organisations from 13 EU countries. The list of project partners can be found here: https://www.digital4sustainability.eu/

In this Privacy Notice, the term “Digital4Sustainability Consortium” encompasses all participants involved in the project action, including the Project Coordinator, Project Beneficiaries, Associated Partners, and Third Parties as defined in the Grant Agreement. Likewise, pronouns such as “we,” “us,” “our,” etc., refer to the Project Consortium.

What type of personal data we collect and process:

Generally:

• Personal Data

This is data that identifies you or can be used to identify you personally.  It may include your name, email address, your employer and your country of residence.

Such information is only collected directly from you if you voluntarily choose to submit it to us, using our contact form, surveys, event registration forms and/or our newsletter subscription form.

In detail:

• If you participate in one of our events

If you choose to participate in one of our Digital4Sustainability Project related events, you will need to register using our Event Registration Form. In principle, we will collect only your e-mail address and your first and last name [required].

However, according to the type of the event, we may need to collect additional pieces of personal data, for example your employer and/or your country of residence, or specific requirements in case of in-person events, to ensure that the material of the event are tailored to the participants, to adapt the event to the needs of the audience etc.

• If you participate in one of our online surveys

If you choose to participate in one of our surveys, we will inform you about the collection of your personal data via a specific privacy notice. Providing your personal data is not required for completing most of our surveys. However, you will have the option to provide your contact details (name, e-mail address) if you wish to receive updates on the Digital4Sustainability project and future opportunities for involvement.

Why we collect and how we process your personal data

• If you participate in one of our events

We collect and process your e-mail address and your name to register you to the event, verify the registrants, contact you on issues related to the event you have registered in, send you material/content related to the event and/or ask for your feedback.

Any additional personal data we may ask you to disclose, such as your country of residence, and/or your employer, specific requirements, will be collected and processed, if necessary, required and appropriate according to the event, in order for us to ensure that the event will reflect the needs and meet the expectations of the registered audience.

If you give us your consent, we will also retain your e-mail address to contact you about future events and activities related to the Digital4Sustainability Project.

• If you participate in one of our online surveys

If you give us consent, we collect and process your personal data (surname, email, and optionally organisation and last name) solely for the purpose of sending you updates on project activities and research outcomes. Please note that your identity will remain unidentifiable in any publications, as only fully anonymised and aggregated data will be publicly utilised. Additionally, your personal data will be anonymised for analysis of your responses to the questionnaire within the project.

Who has access to your personal data and why

We follow a purpose-specific data-access, to reduce the diffusion of personal data. Hence, according to the purpose for which we have collected your data we limit the access only to those absolutely necessary.

• If you participate in one of our events

In principle, the Site’s Administrator, the Digital4Sustainability event-organising Team and Consortium will have access to the information, including personal data, collected through the Event Registration Form. If it is deemed necessary for presenters or keynote speakers to have details regarding the composition of the participants, any demographics will be shared with them without any personal data that will allow your direct identification.

• If you participate in one of our online surveys

In principle, only the survey administrator will have access to your personal data. Please refer to the survey’s privacy notice for additional information. Please be aware that surveys hosted via EU Survey are also subject to the terms and conditions and privacy policy of EU Survey Forms. You can consult these terms and conditions and privacy policy at the following links:

https://ec.europa.eu/eusurvey/home/privacystatement, https://ec.europa.eu/eusurvey/home/tos

Where do we store your data?

The information collected via our website is stored on our servers located within the European Union.

Do we disclose your personal data to third parties?

We may need to share your personal data with third parties in instances where it is legally mandated, or upon request by public authorities, judicial administrations, or law enforcement agencies, adhering strictly to relevant legal obligations. Additionally, your personal data may be processed by auditors appointed by the European Commission if it becomes necessary to submit documents containing such data during an audit.

For how long do we retain your data?

As a general rule, all personal data will be permanently erased in a secure way at the latest upon completion of the project and the reporting period of five years.

The rights you have on your personal data

The collection and processing of your personal data is always in line with our legal obligations, in compliance with the GDPR 2016/679, and in accordance with our own values and principles which aim to preserve your privacy and protect your personal data.  Each time you are invited to share any piece of your personal data, you will be offered sufficient information and justifications about the reasons why we are asking you to disclose your data, the purposes for their collection and process and details about how they will be processed and used. We will seek to acquire your explicit and informed consent, each time required, prior to collecting your data.

Your personal data will be only processed for the specific reasons and purposes explained in this Notice as well as the activity-specific Privacy Notice, and in accordance with the principles and safeguards explained here. If you are not sure you clearly understand something in this Notice, you are encouraged to contact us.

The GDPR provides you with some specific rights concerning your personal data, which you can freely exercise whenever you choose. More specifically you have the right:

• to be always informed about the reasons and purposes for the collection and processing of your data, the time limits of processing and storing of your data, the principles of processing, those involved in collection and processing, as well as asking and obtaining any relevant information. If you do not feel we have provided you with enough information do not hesitate to contact us asking for more details.
• to access the data we have about you. You may ask us to disclose which data we have about you, how and when we obtained it, and receive a copy.
• to rectify the data we have about you. In case a piece of your personal data has changed while we retain it, you may ask us to update it so as to ensure that the data we have about you is always accurate, updated and suitable for the reasons/purposes for which you have shared it with us,
• to request a copy of your data in a convenient/ appropriate format to be transferred to a third party or used for other purposes (data portability)
• to request us to erase your data,
• to object to further processing and ask us to refrain from further processing your data,
• to revoke your consent,
• to file an official/formal complaint to the competent authorities. If you have any concerns about possible interference in your privacy or misuse of your personal data on our behalf, you may contact us (for contact details see below). We hope that we can answer any questions you may have about how we process your personal data and resolve any issue related to your personal data and the protection of your privacy. However, if there are unresolved issues that concern you, or you would rather contacting the competent authorities directly, you also have the right to complain to the relevant data protection authorities. For the authority’s responsibility and how to submit a complaint, you can visit the website of your country’s data protection authority (https://edpb.europa.eu/about-edpb/board/members_en), where there is detailed information.

The rights related to automatic decision making and profiling are not applicable in this case, as we are not using automated procedures and/or profiling via similar means.

You may freely exercise your rights sending an e-mail at privacy@digital4sustainability.eu