This is the privacy notice relating to the treatment of personal data gathered in the provision of the SERISS website by ESS ERIC HQ, a linked third party of the ESS ERIC as part of the H2020 Project, GA 654221. ESS ERIC HQ is the Data Controller.
In this document, “we”, “our”, or “us” refer to ESS ERIC HQ.
ESS ERIC’s Headquarters are located at City, University of London, Northampton Square, EC1V 0HB.
Our registered office is at Northampton Square, London EC1V OHB.
Data Protection Officer: Dr William Jordan, DPO@city.ac.uk.
- This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
- We regret that if there are one or more points below with which you are not happy, please contact us.
- We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party.
- We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
- Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
- The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at https://ico.org.uk/for-the-public/.
- Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
The bases on which we process information about you
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. Information we process with your consent
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our project, including our services, you provide your consent to us to process information that may be personal information.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.
If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
In respect of the newsletter subscription offered via the www.SERISS.eu site, the following holds:
- We will record your email address for the sole purpose of being able to email SERISS newsletters to you.
- Emails will be recorded by Mailchimp (see mailchimp.com) which has servers in the US. By providing your email address, you consent to the transfer of your personal information to Mailchimp.
- We have determined that Mailchimp services are satisfactory in terms of the General Data Protection Regulation
2. Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
Specific uses of information you provide to us
3. Email subscription service
We continue to process your information on this basis until you unsubscribe from this service.
The information you provide is not used for any other purpose.
4. Complaints regarding content on our website
If you complain about any of the content on our website, we shall investigate your complaint.
If we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.
Free speech is a fundamental right, so we have to make a judgment as to whose right will be obstructed: yours, or that of the person who posted the content that offends you.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
Use of information we collect through automated systems when you visit our website
The ePrivacy directive – more specifically Article 5(3) – requires prior informed consent for storage or for access to information stored on a user’s terminal equipment (ie, you must ask users if they agree to most cookies). However, some cookies are exempt from this requirement and we consider that applies to the cookies set on our website.
You can prevent their use through your browser settings, but you will then not be able to use all the functionality of our website.
7. Personal identifiers from your browsing activity
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
This information is used by our security systems to track events on the website and may be included in alerts of suspicious activity sent to the website administrator.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.
8. Our use of re-marketing
Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our products or services when you visit some other website.
We do not use re-marketing cookies.
Disclosure and sharing of your information
9. Information we obtain from third parties
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
10. Third party advertising on our website
We do not carry third-party advertising on our website.
11. Data may be processed outside the European Union
Our website is hosted in the UK.
Our newsletter subscription service is hosted in the United States of America and so your personal information may be transferred (an international transfer), by registering to receive the newsletter, you consent to this data transfer.
We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.
Accordingly data obtained within the UK or any other country could be processed outside the European Union.
We take all steps reasonably necessary to ensure that any outsourced service providers implement appropriate safeguards to protect your personal information.
Access to your own information
12. Access to your personal information
We do not hold your personally identifiable information on our website.
To obtain a copy of any personal information we hold for you, you may send us a request at DPO@city.ac.uk. After receiving the request, we will tell you when we expect to provide you with the information.
13. Removal of your information
If you wish us to remove personally identifiable information from our records, you may contact us at DPO@city.ac.uk.
This may limit the service we can provide to you.
14. Verification of your information
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
15. Use of site by children
We do not sell products or provide services for purchase by children, nor do we market to children.
If you are under 18, you may use our website only with consent from a parent or guardian.
16. Encryption of data sent between us
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
17. How you can complain
If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office. This can be done at https://ico.org.uk/concerns/
If you would like to make a complaint, please contact the Information Commissioners’ Office:
Information Commissioner’s Office
By Telephone: 01625 545700
18. Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
- to provide you with the services you have requested;
- to comply with other law, including for the period demanded by our tax authorities;
- to support a claim or defence in court.
19. Compliance with the law
However, ultimately it is your choice as to whether you wish to use our website.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.
Last updated: 24 May 2018