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InnoRenew CoE Data Protection and Privacy Policy

Website data protection
Living Lab member and newsletter policy
Protection of personal data in relation to selection and recruitment of personnel at InnoRenew CoE

Website data protection

InnoRenew CoE is committed to being transparent about how it collects and uses your personal data and to meeting its data protection obligations in compliance with the General Data Protection Regulation (GDPR). This document explains the type of data we collect through our website, with what purpose, for how long and what are your rights.

Type of data collected

The InnoRenew CoE uses Google Analytics to track the traffic on their website. Google Analytics is a web analysis service from Google Inc. that uses text files known as cookies which are stored on your computer and allow the analysis of your use of the website. The data that is collected this way is your IP address (based on which geolocation is assessed) and device and browser info.

 

Purpose of data collection

The information is collected to ensure website visitors get the best experience. Google uses the information to evaluate your use of the website, to compile reports about website activities for us. We analyse what devices are used to access the websites and from which countries the website’s visitor come from.

 

Access to data

At InnoRenew CoE only authorized personnel have access to the Google Analytics account. The IP masking feature is applied so Google Analytics anonymizes your IP address and we are not able to see it.

 

Data storage and protection

The information generated by the cookie about your use of the InnoRenew CoE website is stored to a Google server in the USA. Google may also transmit this information to third parties if this is prescribed by law or if third parties process this information on behalf of Google. In no case will Google connect your IP address with other data stored by Google. Google dedicates significant resources towards securing applications and data handling to prevent unauthorized access to data.

InnoRenew does not download data stored by Google, except for the daily number of visits and visitors, the percentage of mobile countries and top countries which are stored trough the Slack Arc service.

 

Length of storage

Data will be deleted after a retention period of 14 months.

 

Contact information

If you have any questions regarding data protection regulations at the InnoRenew CoE, you can contact us at [email protected].

 


Living Lab member and newsletter policy

This policy explains when and why the InnoRenew CoE collects information about Living Lab members and newsletter subscribers, how it is used and kept secure, and what your rights are in relation to it. Please read it carefully before signing the LL participant application or signing up for the newsletter. If there is anything you do not understand, ask for an explanation.

 

What information we collect and why

InnoRenew CoE collects information about member’s names, addresses, telephone numbers, and e-mail addresses to perform its contract with the member and for payment purposes. In addition, with the participant consent in the participant application, their contact information will be used for communication purposes such as mailing information about events and other services.

Photographs (and occasionally videos) will be taken at InnoRenew CoE LL events. By taking part in a LL event and ticking the corresponding box in the participant application, you grant InnoRenew CoE full rights to use the images resulting from the photography/video filming, and any reproductions or adaptations of the images for fundraising, publicity or other purposes to help achieve InnoRenew CoE’s aims. This might include (but is not limited to), the right to use them in our printed and online publications, social media, other digital media, press releases, and funding applications.

For newsletter subscribers, InnoRenew collects only your first and last name and e-mail address.

 

How we process and protect your personal data

InnoRenew CoE has implemented generally accepted standards of security to protect your personal data. We will never transfer your personal data outside the EU without your consent and we will never sell or share your data to third parties, except for providers processing the data and providing services on our behalf. However, we are committed to cooperate only with third parties that will ensure the required standards of data processing. Currently InnoRenew CoE uses MailChimp to process the contact data of LL members and newsletter subscribers.

 

How long do we keep your information?

We will hold your personal data on our systems for as long as you are member of the LL and for as long afterwards as it necessary to comply with InnoRenew CoE’s legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data, except in an archived form in order to be able to comply with future legal obligations.

 

Data Breach

In case of a data breach, the responsible Data Protection Manager and will undertake all steps necessary to minimize any negative consequences. You will receive a notification about the nature of the Data Breach, the information lost, and the actions taken as soon as possible.

 

Your rights

You have the right to access your personal data, to correct it, to erase it, to restrict its processing, the right to data portability, and the right to object to in accordance with Articles 15-22 of the General Data Protection Regulation (GDPR). However, the right of erasure does not apply when the processing is necessary for the purposes of archiving that is in the public interest, as well as the purposes of statistical analysis and scientific or historical research.

You can also withdraw your consent to process your personal data at any time according to GDPR Article 6(1) and Article 9(2) without any consequences. Upon request your local supervisory authority will provide you information on exercising your rights according to Article 57(e) GDPR.

 

Contact information

If you have questions regarding the InnoRenew CoE LL and how your data will be used you can contact us at [email protected].

 


Protection of personal data in relation to selection and recruitment of personnel at InnoRenew CoE

 

As part of any recruitment process, InnoRenew CoE collects and processes personal data relating to job applicants. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations in compliance with the GDPR.

 

Type of personal data collected

InnoRenew CoE collects names of job applicants, their contact information (address, e-mail, telephone number) and details about their qualifications, skills, experience and employment history. In the first phase data is first collected from CVs or resumes, motivation letters, and e-mail communication, and later through interviews or other forms of assessment. We may also collect personal data from third parties, such as references supplied by former employers.

 

Purpose of data collection

The purpose of processing is to organise selection procedures to recruit different categories of staff and to manage applications at the various stages of these selections. InnoRenew CoE has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

 

Access to data

Data will be shared only among personal involved in the recruitment process, which includes the HR department, interviewers, research group leaders and the director. In addition, the IT staff will have access to data to the extent necessary for the performance of their roles. Data will not be shared with third parties.

 

Data storage and protection

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including e-mail). InnoRenew CoE has implemented generally accepted standards of security to protect your personal data. We will never transfer your personal data outside the EU without your consent.

 

Length of storage

InnoRenew CoE will hold your data on file as long as necessary to comply with legal obligations or for six months after the end of the recruitment process. At the end of that period, or once consent is withdrawn, relevant personal data will be deleted. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data, except in an archived form in order to be able to comply with future legal obligations.

 

Data Breach

In case of a data breach, the responsible Data Protection Manager will be informed by the employee responsible for communication with job applicants. Together they will undertake all steps necessary to minimize any negative consequences. You will receive a notification about the nature of the Data Breach, the information lost, and the actions taken as soon as possible.

 

Your rights

You have the right to access your personal data, to correct it, to erase it, to restrict its processing, the right to data portability, and the right to object to in accordance with Articles 15-22 of the General Data Protection Regulation (GDPR). You can also withdraw your consent to process your personal data at any time according to GDPR Article 6(1) and Article 9(2) without any consequences. Upon request your local supervisory authority will provide you information on exercising your rights according to Article 57(e) GDPR.

 

Contact information

If you have general questions regarding the InnoRenew CoE, you can contact us at [email protected].

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