1. Scope and responsibility for data processing
The entity responsible for processing this data is:
- InnoVar project, under Grant Agreement No. 818144, that has received funding from the European Union Horizon 2020 Research and Innovation Programme
The Data Controller of the personal data provided is the Agri-Food and Biosciences Institute (AFBI), Plant Testing Station, 50 Houston Road, Belfast, Northern Ireland.
- InnoVar Project Coordinator: Lisa Black (AFBI)
- InnoVar Communication Officer: Dina Lopes (CONSULAI) firstname.lastname@example.org
- InnoVar Data Protection Officer (DPO) Gareth Burns (AFBI) email@example.com
2. Personal data we collect, purposes and legal basis for processing
The personal data we collect will only be what you have provided to us. This can be obtained from questionnaires and online surveys. This can be paper and electronic. Any third party tools used to gather the data will be checked to be compliant with appropriate legislation.
We will process only your name, contact information (e.g. email and postal addresses) and limited professional information (such as your title, position and institution.)
We do not process any special categories of personal data such as race/ethnicity, health, trade union membership, genetic data, biometric data, political views, or religious beliefs.
The personal data collected as part of the InnoVar project are intended to allow the following operations:
- Your participation in workshops, field visits, and final conference organised by the Horizon 2020 project InnoVar;
- Your participation in surveys, questionnaires or similar enquiries, organised by the Horizon 2020 project InnoVar;
- For you to receive InnoVar’s research communications, such as newsletters, technical articles, event information or other related activities;
- Collaboration with Invite (https://www.h2020-invite.eu/) project as part of the Memorandum of Understanding.
The legal basis for processing of personal data to carry out the operations (i)-(iii) above under GDPR is Article 6(1)(a) “the data subject has given consent to the processing of his or her personal data” and sharing of the data between collaborative partner organisations (iv above) is lawful under Article 6(1)(f) “processing is necessary for the purposes of the legitimate interests pursued by the controller”.
After you have freely given your informed consent for this processing, you may withdraw it at any time by contacting firstname.lastname@example.org stating you wish to be no longer provide consent to any of the four operations as stated above (i) – (iv). We will action this immediately and within seven working days of receipt but this will not affect any personal data that has already been processed prior to the withdrawal. Regular electronic newsletters will provide a link to unsubscribe
When we contact you, for example regarding the newsletters or the events and related activities dissemination, you will always be given the opportunity to opt out by following the unsubscribe link in newsletters footer or contacting email@example.com.
3. Who we will share your data with
The personal data of the user will be used by only the minimum number of organisations and individuals within the project required to fulfil the task.
- Agrifood and Biosciences Institute – Ethics and Governance implementation, Analysis of questionnaires, reporting on Stakeholder feedback, implementation of stakeholder feedback, project management of InnoVar tasks.
- Consulai – Administration of communication and invitation. Maintaining correct details and preferences on stakeholder database
- Tystofte – Reporting on Stakeholder feedback.
Your personal data may also be communicated to a suitable service provider contracted by the InnoVar project, which will treat the data exclusively for the purposes established by the InnoVar project and in compliance with the instructions issued by the InnoVar project, strictly complying with the legal rules on data protection information security and other applicable standards, pursuant to a written agreement between the parties.
Personal data in relation to the “InnoVar Stakeholder Forum” is shared with the Data Controller of the Invite project based on a Memorandum of Understanding to ensure full compliance with all data protection regulation. The Invite project have a “Stakeholder Forum” and the sharing of personally information is to reduce duplication of work and encourage collaboration as the funding body is the same for both projects.
AFBI, the InnoVar Project’s Data Controller, is a public body and as such, is obliged to comply with information requests under the Freedom of Information Act 2000 or the Environmental Information Regulations 2004 where such disclosure is in the public interest, but shall always ensure your rights under UK Data Protection legislation are respected.
4. International data transfers
The InnoVar project will process user data in its entirety within the territory of the European Economic Area (EEA); however, should any personal data ever require to be transferred outside of the EEA, this will be done so with appropriate measures to safeguard your data.
5. How long do we hold your data?
The InnoVar project will keep the personal data of the users for the period necessary for the accomplishment of the purposes for which they were collected. The InnoVar project will maintain these data through the period that it is obliged to by the law. The InnoVar project may also keep the data beyond these periods for statistical purposes, and for this purpose, anonymise them. These will be in line with organisational retention and disposal policies.
6. What rights do you have?
- Access (Article 15, GDPR)
You have the right to obtain confirmation that your data is being processed and request access to your personal data.
- Rectification (Article 16, GDPR)
You are entitled to have personal data rectified if you believe what we hold is inaccurate or incomplete.
- Erasure (‘right to be forgotten’) (Article 17, GDPR)
If you provided your personal data to us either under a contract or with your consent, you have a right to request to have your personal data erased and to prevent processing where your data is no longer required to fulfil the purpose for which is was collected, or where you have withdrawn your consent. Please be aware however, that under GDPR, we are able to continue to process your data if the erasure of such would render impossible or seriously impair the achievement of the objectives of the purposes for which is was collected (i.e. delivering of our public task or scientific research or statistical analysis).
- Restriction (Article 18, GDPR)
You have the right to restrict or suppress our processing of your personal data, if you consider the data to be inaccurate or being processed unlawfully by us.
- Data Portability (Article 20, GDPR)
Where you have provided your personal data to us either under a contract or with your consent, or we process your data using automated means, you have the right to receive the data from us in a structured, commonly used and machine-readable format, and we will transfer this to another organisation at your request;
- Objection (Article 21, GDPR)
You have the right to object to the processing of your personal data if we use it for the purposes of delivering our public task or legitimate interests; however, we retain the right to continue to process the data for scientific research or statistical purposes if this is being carried out for reasons of public interest.
- Automated decision-making/profiling (Article 22, GDPR)
You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects on you, unless you have provided your personal data under a contract or with your explicit consent.
To exercise the aforementioned rights, the user may contact the Project Coordinator through the email address indicated in the first section of this policy. The user also has the right to submit a complaint to the InnoVar Communication Officer, Dina Lopes, which email address is on the first section of this policy. The user can also file a complaint with its National Data Protection Supervisory Authority.
More information on this at https://ico.org.uk/.
The website for the European authority is https://edpb.europa.eu/.
If there are any questions about how we collect and store data, the Project Coordinator should be contacted.