Privacy Policy

EU Project website

Each Service is responsible for compiling its own Privacy Notice regarding the data it processes.

This Privacy Notice is part of CERN’s Layered Privacy Notice and details the processing that is unique to this Service. It does not address processing by other services on which this Service may rely and which have their own Privacy Notice.

Personal Data we process

The personal data we have, and how it's used:

Personal Data Purpose Basis Source
Name To identify you Legitimate interest of CERN You, You via Single Sign On
Organisation you belong to To identify you Legitimate interest of CERN You
Organisation address, incl. Department name To communicate with you Legitimate interest of CERN You
Title, Job position To identify you Legitimate interest of CERN You
E-mail address To communicate with you; To allow you to communicate with other members of the project you are participating in Legitimate interest of CERN You, You via Single Sign On
Project you are participating in To manage the relationship and the project you are participating in Legitimate interest of CERN Leader of the project concerned
Your role in the project (for instance Project Leader, Beneficiary, Participant) To manage the relationship and the project you are participating in Legitimate interest of CERN Leader of the project concerned
Any documents such as contracts you sign in the framework of the project, or that contain your personal data To manage the relationship and the project you are participating in Legitimate interest of CERN European Commission, Legal Service
E-mail address To send you and to manage the newsletter (if you have signed-up) Consent You
Your subscription to the newsletter To demonstrate compliance with data protection legislation Legal Obligation You
Correspondence with you To manage the relationship Legitimate interest of CERN You via e-mail
Contact form: Name, Email address, Subject, Request content, date and time of your request To reply and manage your request (if you have sent a message) Consent You via the project website concerned
Your agreement to send your request via the contact form To demonstrate compliance with data protection legislation Legal Obligation You
Your Name, Organisation you belong to, Title, Project you are participating in and results (publications, milestones and deliverables) produced Publication on the concerned project website to communicate about the progress of the projects you are participating in Legitimate interest of CERN You
Your name and institute name (as a Work Package coordinator) Publication on the concerned project website to inform about the organisation of the Project Work Package Consent You
Your name and institute name (as part of the RADNEXT Project Consortium Board and/or Scientific Advisory Panel and/or Industrial Advisory Panel) Publication on the RADNEXT website to inform about the RADNEXT project composition Consent You
Your agreement to publish your name and institute name To demonstrate compliance with data protection legislation Legal Obligation You
Your image and your voice To allow to present your contribution; To allow you to participate in the project's meetings Consent You via the video-conference system (Zoom)
Your account name, your e-mail address To allow you to participate in the project's meetings Legitimate interest of CERN You via Single Sign On
Your content produced and shared To allow you to participate in the project Legitimate interest of CERN You via Single Sign On

Description of legal basis for processing of Personal Data by the Service

 

  • Contract: To fulfil a contractual relationship with the individual, or in preparation for a contract with the individual
  • Legal Obligation: To comply with a legal obligation of CERN.
  • Consent: By having received and recorded consent from the individual.
  • Legitimate interest of CERN: In the legitimate interests of CERN supporting the professional activities of the individual or their security and safety.

Personal Data we keep

The personal data we store, for how long and why:

Personal Data Retention Period 1 Purpose
all data above, excluding e-mail address for newsletter and contact form data until the end of the projects, that means after the last funding of the European Commission has been credited. To manage the project and the relationship with you; To prepare Periodic reports for the European Commission; To manage, communicate and handle the administrative requirements of the projects; For audit purposes
all data above, excluding e-mail address for newsletter and contact form data 5 years after the end of the project To comply with the obligations to keep records and other supporting documentation as defined in the underlying EU grant Agreement; For audit purposes
E-mail address (for newsletter) Until the withdrawal of the consent and in any case no longer than the end of the project you are participating in To send you the newsletter
Contact form data Until the withdrawal of the consent and in any case no longer than the end of the project you are participating in To reply and to manage your request and follow ups
Your name and institute name publication Until the withdrawal of the consent and in any case no longer than the end of the project you are participating in To inform about the organisation of the project concerned
Your Name, Organisation you belong to, Title, Project you are participating in and results (publications, milestones and deliverables ) produced Publicly available for 10 years after the end of the project you are participating in To inform about the progress and results of the project
Your agreement (newsletter subscription, contact form data and name and institute publication) 5 years after the end of the concerned project To comply with data protection legislation to have a traceable consent
Your image and your voice Until the end of the project's meeting To provide video conference service

Who at CERN has access

In addition to yourself, personal data collected by this Service is accessible by the following services, teams or individuals at CERN:

Personal Data Who Purpose
all data above EU projects office; Project coordinator To manage the project
Name, Organisation you belong to, Organisation address, incl. Department name, Title, Job position, e-mail address, Project you are participating in, Your role in the project, Any documents External funding service To prepare the technical and financial reporting
Name, Organisation you belong to, Organisation address, incl. Department name, Title, Job position, e-mail address, Project you are participating in, Your role in the project, Any documents Legal service Establishment of contractual framework such as grant rules; verification of eligibility
E-mail address e-groups service To manage e-mail distribution lists (used for communication with you and newsletters), to troubleshoot and provide technical support
Your Name, Organisation you belong to, Title, Project you are participating in and results (publications, milestones and deliverables ) produced Archiving service To maintain CERN's archives; for historical purposes
Your image and your voice Video conferencing service (e.g. zoom) See Zoom privacy notice To provide the video-conference service
Your account name, your e-mail address Indico Service To create, provide and manage the project's meeting
Name, Organisation you belong to, Organisation address, incl. Department name, Title, Job position, E-mail address, Project you are participating in, Your role in the project (for instance Project Leader, Beneficiary, Participant), Any documents such as contracts you sign in the framework of the project, or that contain your personal data Cernbox Service, Sharepoint service To store the data
Your Name, Organisation you belong to, Title, Project you are participating in and results (publications, milestones and deliverables ) produced; Your name and institute name See Zenodo privacy notice To provide for the publication of data, for storing publications
Name, Organisation you belong to, Organisation address, incl. Department name, Title, Job position, E-mail address, Phone number, Project you are participating in, Your role in the project (for instance Project Leader, Beneficiary, Participant), content produced and shared in the workspace; results (publications, milestones and deliverables ) produced; Your name and institute name EDMS Service To store data
Your account name, your e-mail address, your chat content Mattermost Service To provide internal communication among projects members

Personal Data we may transfer to others

Personal data we share with entities or individuals outside the Organization:

Personal Data 3rd Parties Purpose
all data above for AIDA Innova project External Project coordinator for AIDA Innova To manage the project
all data above Auditors from grant authority, European Commission To perform audits as stipulated in the underlying EU grant Agreement
Your Name, Organisation you belong to, Title, Project you are participating in and results (publications, milestones and deliverables ) produced General Public To inform about the progress and results of the project
Your name and institute name General Public To inform about the organization of the project you are participating in

For more detailed information about personal data and privacy please refer to the Data Privacy web site External link.

For questions regarding this Privacy Notice, please contact this Service.

For questions regarding personal data and privacy please contact the Office of Data Privacy External link.

To request to exercise data subject rights please fill and submit the following online form.

This Privacy Notice is subject to revision.

Last revision: 29-09-2021 12:19:15

1 The retention period may be temporarily extended for special circumstances, in accordance with the provisions of the operation circular governing data privacy.