ECS Collaboration Tool Privacy policy

The ECS Collaboration Tool is an initiative by AENEAS, EPoSS, Inside (formerly ARTEMIS-IA), KDT Joint Undertaking (formerly ECSEL-JU) and Xecs (formerly PENTA) to create platform to create project proposals in the field of Electronic Components and Systems. This Privacy Policy describes how the organizers, which are the data controllers, collect and process personal data.

Data Minimization
The ECS Collaboration Tool avoids collecting unnecessary personal data and follows “privacy by design” and “data minimization” policies for data processing and retention.

Purpose and Use of Collected Information
ECS Collaboration Tool processes personal data for the sole purposes of its aims, activities and services, including:

  • Enabling users to interact and communicate with each other for consortia building activities through idea proposals & partner search.
  • Informing contacts on EFECS & ECS SRIA related events and activities.
  • Improving user experience on our website.
  • Authenticating, securing and collecting statistics on remote connections.

How Data Can Be Collected
ECS Collaboration Tool can receive information and personal data through its websites, email notifications, and other interactions means, and may include:

  • Information you provide about yourself when you use our services.
  • Information collected automatically and shared by your device for connectivity, such as your IP address, software configurations, etc. Such data may be logged for security reasons.
  • Cookies and similar technologies: We limit the use of “cookie” technology and other similar technologies. Detailed information on the cookies we use and the way to deactivate them is available on the Cookies Policy page.

Policy Towards Children
In principle, our services are not directed to persons under 16 years of age. Persons below 16 are not allowed to use the ECS Collaboration Tool. Anyone who becomes aware that someone under 16 years of age has provided ECS Collaboration Tool with personal data without parental agreement should contact us.

Data Storage and Retention Period
ECS Collaboration Tool stores its data in Europe (mainly the Netherlands). The data retention period is minimized and data that are not useful anymore are deleted. The data retention period is determined by taking into account the legal, security, management and other legitimate service requirements.

Sharing and Transfer of Information
Personal data are processed with care and strict rules are applied to avoid any unnecessary data transfers to third parties or to geographic locations that may expose the data at risk. We may share personal data in the following cases:

  • With data processors and partners for our services and activities, data storage infrastructure. The list of data processors is available by simple request to the data protection officer.
  • When required by law or for legitimate purpose, such as: protecting the legal rights and safety of the ECS Collaboration Tool, its partners, and the users of its services.
  • For Reporting: We use aggregated and anonymized data when reporting on the number of ideas or number of partner search profiles.
  • With users who are interested in your ideas or partner search profile. At any time you can revoke/limit the access to your partner search profile or set the visibility of your project idea.
  • With organizers of an event. In case you add your idea to an event, we might disclose your personal data along with information of your idea to the organizers (AENEAS, Inside, EPoSS, KDT Joint Undertaking or Xecs) of an event so they can facilitate for the showcasing of the Idea on that particular event.

Security
We use physical, technical, and administrative measures to safeguard information in our possession against loss, theft and unauthorized use, disclosure, or modification. Please note, however, that no data transmission or storage can be guaranteed to be 100% secure. As a result, while we strive to protect the information we maintain, we cannot ensure or warrant the security of any information that you transmit to us. If you identify any weakness in our security, please inform us.

Data Subject Rights
Users have rights on their personal data. You may contact our Data Protection Officer in order to assert your rights as a Data Subject, including the right to access, rectify, erase your personal data; the right to withdraw consent and to restrict or object to the processing of your personal data; and the right to portability of your personal data. Data Subjects also have the right to lodge a complaint with a supervisory authority in case their rights would be violated.

Changes to this Policy
We may revise this Privacy Policy from time to time and make changes at our sole discretion. The most current version of the policy will govern our use of your information and will be available on the ECS Collaboration Tool website: https://ecscollaborationtool.eu/privacy.html. By continuing to access or use the Services after those changes become effective, you agree to be bound by the revised Privacy Policy.

Data Protection Officer and Contact
If you have any questions about this policy or your privacy on the Services, you can contact our Data Protection Officer at privacy@ecscollaborationtool.eu

Summer School ‘Fascinating Electronics for a Cool World’

Purpose and Use of Collected Information
ECS Collaboration Tool processes personal data for the sole purposes of its aims, activities and services, including:

  • Selections of students to be invited to the organised Summer School

How Data are Collected
While registering for the Summer School event, the students share on a voluntary basis their Curriculum Vitae (CV), as well as their motivation and recommendation letter with the selection committee named for the event.  Only personnel in charge of the selection process will access the  communicated data.

Data Storage and Retention Period
ECS Collaboration Tool stores its data in Europe (mainly the Netherlands). The data retention period is minimized and data that are not useful anymore are deleted: CVs, motivation, and recommendation letters will be deleted after the selection process that will end on 31st May 2023.

Sharing and Transfer of Information
Personal data are processed with care and strict rules are applied to avoid any unnecessary data transfers to third parties or to geographic locations that may expose the data at risk.
We share personal data on the Summer School event in the following cases:

  • With the organisers of the event, and the contracted suppliers for the logistics part: this part includes the organisation of the transport from the station to the venue,  the accommodation, and food and the leisure time activities.
  • For Reporting: We use aggregated and anonymized data when reporting on the number and typology of the selected students.

Data Protection Officer and Contact
If you have any questions about this policy or your privacy on the Summer School event, you can contact our Data Protection Officer at privacy@ecscollaborationtool.eu