RI-VIS Privacy Policy

Table of Contents

 

Background

RI-VIS is a project aiming to increase the visibility of research infrastructures funded by the European Union’s Horizon 2020 research and innovation programme under grant agreement No 824063 coordinated by Instruct-ERIC.  The RI-VIS website and online services are hosted using the ARIA platform developed and managed by Instruct-ERIC. Registration and logging in to the website will require an ARIA account to view some protected pages and resources.

In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, it refers to the RI-VIS project consortium members. These consortium members are:

  1. Instruct-ERIC, Oxford House, Parkway Court, John Smith Drive, OX4 2JY, Oxford, United Kingdom
  2. Biobanks and Biomolecular Resources Research Infrastructure (BBMRI-ERIC), Neue Stiftingtalstrasse 2/B/6, 8010, Graz, Austria
  3. Infrafrontier GmbH, Ingolstadter Landstrasse 1, 85764, Neuherberg, Germany
  4. European Clinical Research Infrastructure Network (ECRIN), 5 Rue Watt, 75013, Paris, France
  5. European Advanced Translational Research Infrastructure in Medicine (EATRIS ERIC), De Boelelaan 1118, 1081 HZ, Amsterdam, Netherlands
  6. European Marine Biological Centre European Research Infrastructure Consortium (EMBRC), 4 Place Jussieu, 75005, Paris, France
  7. European Infrastructure of Open Screening Platforms for Chemical Biology European Research Infrastructure Consortium (EU-OPENSCREEN), Robert-Rossole Strasse 10, 13125, Berlin, Germany
  8. Forschungzentrum Jülich GmbH (JUELICH), Wilhelm Johnen Strasse, 52428, Jülich, Germany
  9. European Research Infrastructure on Highly Pathogenic Agents (ERINHA), Montoystraat 10, 1000, Brussels, Belgium
  10. Service Public Federal de Programmation Politique Scientifique (BELSPO), Avenue Louise 231, 1050, Brussels, Belgium
  11. Institut Pasteur (IP), Rue du Docteur Roux 25-28, 75724, Paris, France
  12. European Social Survey European Research Infrastructure Consortium (ESS ERIC), ESS ERIC Headquarters, City University of London, Northampton Square, EC1V 0HB, London, United Kingdom
  13. Helsingin Yliopisto (UH), Fabianinkatu 33, 00014 Helsingin Yliopisto, Finland

The privacy and security of your data is very important to us. This privacy policy explains how and why we use your personal data, and what we do to make sure that you can be confident about giving us your information.

This policy applies whether you are a registered member of RI-VIS in ARIA, an attendee of an RI-VIS event, a user of any of our tools or if you visit our website (ri-vis.eu), or are in contact with us.

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation.

If you have any questions in relation to this policy or how we use your personal data they should be sent to coordinator@ri-vis.eu or addressed to RI-VIS Coordinator, Instruct-ERIC, Oxford House, Parkway Court, John Smith Drive, Oxford, OX4 2JY.

What personal data do we collect?

Your personal data (that is any information which identifies you, or which can be identified as relating to you personally - for example, name, address, phone number, email address, home country) will be collected and used by us, but we’ll only collect the personal data that we need. 

We collect personal data in connection with specific activities such as network membership requests, reporting requirements, registration for conferences or events, applications for staff exchange opportunities, managing expert advisory groups and operating mailing lists.

How we use your data

Below are the main uses for your data which depend upon the nature of our relationship with you and how you interact with us.

Affiliation with RI-VIS in ARIA

When you register for ARIA, or when you visit the user profile page of your existing ARIA account, you will be able to select project/infrastructure affiliations. If you select RI-VIS you are affiliated with the RI-VIS project. You can manage and change your affiliation at any time from the user profile page. The information held within your ARIA profile is then used by us to manage your affiliation with the RI-VIS project. Information will be used to gather aggregate statistics on ARIA users affiliated with RI-VIS. This information is held and processed for our legitimate interest.

Membership of the RI-VIS network in ARIA

In order to access certain RI-VIS content e.g. post in user forums, access certain documents, manage content such as news items, event listings, and job adverts, you must be a member of the RI-VIS network within ARIA. Anyone is welcome to apply to join the RI-VIS network by visiting https://ri-vis.eu/network/rivis/join. As a member of the RI-VIS network your information is held and processed for our legitimate interest of managing your access to content within the network. To leave the network please contact coordinator@ri-vis.eu with your request.

RI-VIS Forum

As a member of the RI-VIS network you are able to contribute to the discussion in the RI-VIS forums. When you post in the forum your message, your name, and your avatar will be added to the forum thread. This information is published on the basis of your consent in posting to the forum. You are able to delete posts and topics which you have created.

Event listings

If you are a contact point for an event published on the RI-VIS website at https://ri-vis.eu/network/rivis/events, your name will be published as a contact for the event and visitors to the event page on the website will be able to contact you via email using an online form which does not expose your email address. This is done on the basis of legitimate interest to provide an event contact person. Please contact coordinator@ri-vis.eu if you no longer wish to be listed as an event contact for an event.

Invitations to participate in RI-VIS activities

RI-VIS is a project about reaching new partners, users and collaborators. As such we will contact individuals who are targets for our activities to inform them about events, opportunities, and invite them to assist with our data collection. Making contact with you in this way is done as our legitimate interest. We obtain contact details from online searches, our own contact lists and contacts shared with us by other organisations we have partnerships with. If we contact you in this way, you are welcome to request not to be contacted by us about other activities in the future. To do this please go back to the person who first contacted you with your request and ensure coordinator@ri-vis.eu is copied into the communication.

Participation in surveys and information collection activities

We may contact you with requests to complete surveys or other information collection activities on behalf of your organisation or infrastructure. In these cases, we may ask you to volunteer minimal information on yourself, as the respondent to the survey, in order to conduct follow up questions and for analysis of results if you consent to your information being used in this way.

Meetings, Events and Conferences

Registration

If you register to attend any RI-VIS event, including conferences, meetings, workshops and staff exchanges, you will be required to provide personal information in order for us to manage your attendance at the event. Information collected will include name and contact details as a minimum but may also require dietary information, position, nationality, country of residence, event specific preferences e.g. arrival time. This data is held under the legal basis contract as part of the contract with you to host our event. We will delete any dietary information we hold no later than 6 months after the event in order to protect your sensitive information. Other information will be held and processed for reporting to our consortium and advisory board and to the European Commission (see section Data retention period).

Some of your information may be shared with the local organisers and contractors at the events who assist us in hosting the event (e.g. caterers) on a need-to-know basis. As a focus of the project is internationalisation and visibility outside of Europe, some of our events will take place outside of the European Economic Area (EEA). If the event is taking place outside of the EEA, this means that your data will be shared with parties outside of the EEA.

Publication of names and photographs

We may publish names of attendees at our events either to be circulated amongst event participants, or on our website. In these cases, you will be asked to consent to your name being included in these lists at registration.

Photographs will be taken at our events and will be used in news and social media in order to promote and publicise our activities as part as our legitimate interest. Please make yourself known to us at the event if you do not wish to be included in any photographs and we will respect your wishes.

Meeting minutes

Some of our meetings, events and workshops, will be minuted in order for us to keep records of discussions held, decisions taken, and actions delegated, and is done as our legitimate interest. In the minutes, participants and apologies will be recorded, and individuals may be referenced in the minute. Minutes will be shared within the consortium but may also be shared with external parties as necessary such as advisory boards. You can request the redaction of any reference to yourself in meeting minutes by contacting coordinator@ri-vis.eu.

Reimbursement

If you are an invited guest to an RI-VIS event and we have arranged in advance to cover any expenses, we will require additional details in order to process your expense claims. We will require your bank details, address, expense item details and itemised receipts for items claimed. This information will be held under the legal basis contract as we have entered into a contract with you to reimburse your expenses.

Webinars and teleconferences

Webinar registration and feedback

If you wish to attend one of our webinars you will be asked to complete a short registration form in order to receive your registration link. We also ask you to fill in a short feedback form after your attendance at the webinar. This information is used by us to improve the relevance of our webinar content. Whilst participating in the webinar your given name may be visible to other webinar participants, speakers, and organisers.

Webinar and teleconference tools

If you participate in a webinar or teleconference, we may share your data (name, email address) with third party providers of tools used to arrange and host the webinar or teleconference for them to operate the service. For more information please see the privacy policy of the tool being used. For GoToMeeting please see https://www.logmeininc.com/legal/privacy.

Mailing lists

RI-VIS News and events emails

Information about RI-VIS and related activities and opportunities, and project news will be circulated via our mailing list via email. This is done on the basis of consent, if you wish to receive this information you should subscribe to our mailing list. You will be able to unsubscribe from the mailing list at any time.

Staff exchange applications

If you wish to apply for our staff exchange programme, we will collect your name, email address, organisation, position in organisation, nationality, country of residence, telephone number, dietary requirements and general application fields in your application form. We will process this information in order to enter into a contract with you to assess and process your application to the exchange programme, and if you are successful, to arrange your staff exchange. This data will be shared with the host institute for your staff exchange which may be outside of the European Economic Area (EEA). By applying to the staff exchange you accept that your personal data may be transferred to the host institute.

Successful applicants to the staff exchange programme will be required to complete reports following their staff exchange which will be used to learn from the exchange and share experiences. These reports will be included in project publications and news articles (see sections on News articles and social media and Project publications).

Expert groups and international infrastructure contacts

You may be invited to participate in RI-VIS as an expert advisor. If you agree to help us, your name, contact details, organisation and position will be collected by us in order to contact you and manage your participation in advisor groups. This information is held on the basis of your consent. You are free to resign your role as an expert advisor at any time by emailing coordinator@ri-vis.eu.

News articles and social media

We might wish to feature you in our social media posts, news articles on our website or in our newsletter. If we plan to feature you, you will be asked for your consent to use any personal information, such as your name or photograph, in the media item.

Project publications

Deliverables in the RI-VIS project grant agreement No. 824063 will be disseminated as specified in this agreement. Most project deliverables are to be disseminated publicly via zenodo.org and our website ri-vis.eu. We will also produce other publications such as journal articles for dissemination. As an author of a deliverable or project publication, your name and organisation will be published in the deliverable. You may also choose to include additional information such as contact details or identifiers such as ORCID in these publications. The publications are published under the legal basis contract to fulfil the conditions of the grant agreement 824063 we have entered into with the European Commission.

“Cookies” on our websites

When you visit some pages on website, your computer may be issued with a small file (a "cookie") for the purposes of managing and improving the services on the website. The cookies that we use on our websites do not contain any personally identifying information. You can set your browser to refuse cookies or warn you before accepting them. However, some cookies are essential to the operation of the site and if you do refuse such cookies then some or all of the website may not work properly or be available to you. For example, if you refuse to accept the website authentication cookies then you will not be able to log into the website.

We use Matomo software for data analytics. The data is collected, processed and stored by us (see https://matomo.org/privacy/). Matomo uses some additional cookies to help us analyse how our users use our site in order to improve the user experience. You may refuse the use of these cookies using appropriate settings in your browser. You can also prevent us from tracking you on our sites by setting “Do not track” in your browser. We have configured our analytics to respect do-not-track requests. Cookies set by Matomo start with “_pk_”. For more information about the cookies used for Matomo please see https://matomo.org/faq/general/faq_146/.

Your IP address

We use anonymised IP addresses for our Matomo analytics, however we do also collect full IP addresses in our server logs for security reasons. This information is held as a legitimate interest for the purposes of detecting and preventing unauthorised system access and ensuring system security.

Data retention period

We will hold the majority of the data processed under this policy for a maximum of 5 years after the payment of the final balance of the RI-VIS project as stated in grant agreement number 824063 which is expected to be before the end of 2026. Exceptions to this data retention period are given below.

  • Dietary requirements for event attendance will be retained until a maximum of 6 months following the event
  • Publications and deliverables will be publicly available indefinitely
  • News and social media posts will remain unless we receive a request to remove them
  • Forum posts will remain unless we receive a request to remove them
  • Your ARIA account will be maintained until we receive a request from you to delete it. Your personal information from your ARIA account can only be fully deleted if you have not submitted any application, review or evaluation using the ARIA system. We will maintain indefinitely some minimal personal data detailing your request for deletion.
  • Main webserver logs will be stored for 2 years and gateway server logs will be stored for 1 month, both for the purpose of ensuring overall system security of ARIA.

Your rights

Where we are using your personal data on the basis of consent, you have the right to withdraw that consent at any time. Where we are using your personal data on the basis of legitimate interest, you have the right to request that we delete your personal data.

You are entitled to request a copy of the data we hold on you. In your request, you would need to provide information to confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it. Once we have all the information necessary to respond to your request, we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex.

If you would like further information on your rights or wish to exercise them, please write to us at RI-VIS Coordinator, Instruct-ERIC, Oxford House, Parkway Court, John Smith Drive, Oxford, OX4 2JY, or contact us by email coordinator@ri-vis.eu.

What to do if you are not happy

In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissioner’s Office (ICO) if you have any questions about Data Protection. You can contact them using their helpline +44(0)303 123 113 or at www.ico.org.uk.

Amendments to this policy

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with changes to this policy. We may notify you of significant changes to this policy by email.

 

 

RI-VIS Privacy Policy Version 1 Updated 21/06/2019