EMODnet Privacy Policy: Our Privacy Statement on the protection of personal data | Central Portal
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EMODnet Privacy Policy: Our Privacy Statement on the protection of personal data

This document describes the privacy policy of the European Marine Observation and Data Network (EMODnet) Secretariat and therewith the EMODnet Central Portal website. It affects all data gathered and processed through the EMODnet Central Portal by the EMODnet Secretariat. This policy is a derivative of the GDPR, and is to be applied to EMODnet Secretariat activities, and EMODnet Secretariat data processing and data & information systems.

1. The General Data Protection Regularion (GDPR)

Data processing is managed by the EMODnet Secretariat in relation with the European Marine Observation and Data Network (EMODnet) initiative financed by the European Union under Regulation (EU) No 508/2014 of the European Parliament and of the Council of 15 May 2014 on the European Maritime and Fisheries Fund.

The GDPR is EU Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data. It repeals Directive 95/46/EC. The GDPR comes in force on 25 May, 2018. More information can be found on the EC GDPR site.


2. EMODnet Secretariat as data owner and processor

For some of the EMODnet Secretariat services and activities, the EMODnet Secretariat gathers personal data through the means identified below (section 3). EMODnet Secretariat is the owner and processor of this data, treats it with confidentiality, and does not pass it with third parties. The EMODnet thematic portals, who themselves comply to the GDPR for which we refer to their Privacy Policy, manage the data processing themselves.
All data gathered and processed by the EMODnet Secretariat is subject to the EU General Data Protection Regulation (GDPR), which aims to protect the privacy of all EU inhabitants. Note that the EMODnet Secretariat makes use of the IT system of the Flanders Marine Institute (VLIZ) to support its Central Portal website and IT services. For all information regarding the data processing from the EMODnet Central Portal website, we refer to the VLIZ privacy policy.


3. Services requiring personal data

For some of the services and activities of the EMODnet Secretariat, an account and / or processing of personal data is necessary. By entering your personal data and / or creating an account you agree to the data processing.
The following is a list of the EMODnet Secretariat activities and systems which make use of personal data. This data is kept for as long as the agreement lasts, and at least as long as is required for legal purposes (e.g. accountancy). For purposes concerning proof in juridical disputes, EMODnet Secretariat may store personal data up to 10 years after the fact, which is the maximum legal term for placing personal claims.

  1. Personalisation of access to the system (i.e. registration on the EMODnet Central Portal website) and provision of information
    Personal data collected includes: e-mail address, password, chosen fields of interest.
  2. The Contact Us form
    The feedback is stored in the functional mailboxes where the questions or feedback are sent, and contains the (full) name, e-mail address, and type of organisation. Other, non-requested/voluntary information can contain: office address, phone, fax, organisation or institution to which the requester belongs. This feedback will be securely maintained in a feedback register for statistical purposes.
  3. Participation in (on-line) surveys
    The personal data collected depends on the type of survey, and can contain: full name, e-mail address, country, organisation name and type, telephone number and/or Skype name. Otherwise, only country and organisation type will be collected.
  4. Mailing lists
    The EMODnet Secretariat manages mailing lists which were created to send out EMODnet newsletters, to facilitate events, to allow for working-group communication, for partners in a project, etc. Each e-mail sent to these mailing lists contains an unsubscribe link and a contact address. For several communications, the EMODnet Secretariat can make use of the services of mailchimp for this purpose. Mailchimp functions in this instance as the data processor – you can find the Mailchimp privacy policy here.
  5. Personal data offered for job applications
    Personal data offered in the context of job applications will be used solely for processing the application, unless consent was given for alerts on future job offers. The data will only be available to the EMODnet Secretariat personnel handling the job offer.
    The emails and personal data received at the EMODnet Secretariat will be stored for 10 years for evidence purposes in case of juridical claims by the applicant. In case of hiring, the personal data will be shared with Securex, the social secretariat for the EMODnet Secretariat.
  6. Conference and other event participation
    In order to participate in events organised by the EMODnet Secretariat, registration is required for organisational purposes (venue size, catering services, inform participants on programme updates, etc.). Registration forms will contain a section to allow participants to subscribe to further communications by EMODnet Secretariat, or to remove their data once the event has taken place (this is the default option). For each event, several e-mails may be sent as part of the communication agreement: save-the-date, posting of the tentative programme, abstract submission calls, closing of the early bird or final programme, and the closing e-mail with links to pictures taken and download links for presentations.
    During our events, pictures/films can be taken which can be communicated to the participant, used in the EMODnet annual report and other EMODnet publications, or posted on our website. If you do not want your pictures to be published, you can send a request for the removal of photographs or films to the e-mail address used for event administration or to secretariat@emodnet.eu. Photos in which the requester are shown will be removed from our web sites and servers; for films, the film segment will be cut out or the film deleted out if the requester is clearly visible.
  7. Visitor tracking on website and cookies
    The EMODnet Central Portal makes use of the IT support and system of the Flanders Marine Institute (VLIZ) to support its website and IT services. VLIZ keeps logs of website visits – which contain: an IP address, time information, and the url visited - for bug tracking and to monitor for malicious visits. Along with the web-server logging, an anonymous visitor-tracking system is in place, to track which pages on the websites hosted by VLIZ are accessed. We also use cookies to enhance the surfing experience (e.g. so visitors only have to log in or choose the language setting once). It is indicated on each by VLIZ supported website that cookies are used and you can find a link to the VLIZ privacy policy.


We may also use the data to prepare statistics about the usage of the site so that we can understand how users interact with our site and improve our site content, products and services. For this, the data are anonymised.

For more information regarding the processing of personal data by the EMODnet thematic portals, we kindly refer you to the Privacy Statement of the EMODnet thematic portal in question.


4. Your right as a data subject

A data subject is the natural person for whom personal data is processed. Each person has the right to be informed on what personal data is being processed and to have access to their personal data.

As the data subject, you have the right to:

  • request a copy of your personal details at any time to check the accuracy of the information held
  • and/or to correct or update this information.
  • You may also ask your personal information to be deleted completely (your right to be forgotten). Simply send us an e-mail at secretariat@emodnet.eu with your request, and we will act and reply you as soon as possible. Note that the GDPR stipulates that each request made must be logged.

Note that at all times, the data subject has the chance to personally unsubscribe from the EMODnet newsletter – an unsubscribe link is provided in every newsletter.

You have the right to object at any time of processing of your personal data. Please note that all the data you provide through the Contact Us feedback form, will only be used as described in section 2. If you would like to apply your right to object, please contact us at secretariat@emodnet.eu. Likewise, you can also contact the Privacy Commission in case of an objection.


5. How long do we keep your data?

Your personal data is kept as long as follow-up actions linked to the above-mentioned purpose are necessary. All personal data will be deleted at the end of the EMODnet initiative.


6. Drupal, our content management system (CMS)

The EMODnet Central Portal website is created in Drupal. For content management several editors are appointed, and these need an account to be able to log in to and change a site. All session information and changes made by the editors are stored in Drupal. Each editor can list their actions for each of the sites via a Drupal module.


7. Updates to the Privacy Policy

We will update our Privacy Statement whenever necessary. Unless, and until, you object in writing by contacting us at secretariat@emodnet.eu, all changes will apply to the existing information about you that EMODnet Secretariat already holds, and the personal information collected from the effective date of the revised Privacy Statement. Your use of our Site following the effective date of any revision will constitute your acceptance of the terms of the updated Privacy Statement.


8. Website operator and data controller

In case you have questions, comments or objects related to this Privacy Statement, or on your rights, you can contact us at secretariat@emodnet.eu;
by phone +32 (0) 59 341 429; 
or on the following address: Wandelaarkaai 7 pakhuis 68, 8400 Oostende, Belgium.

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