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 .
For questions regarding this Privacy Notice, please contact this Service.
For questions regarding personal data and privacy please contact the Office of Data Privacy .
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.