06. Privacy notice
EBRAINS Community Privacy Notice
Last updated: December 2024
Introduction
Welcome to the EBRAINS Community! As a vibrant and interdisciplinary platform, we are dedicated to fostering collaboration among scientists, clinicians, industry professionals, and other stakeholders within the EBRAINS Research Infrastructure. This Privacy Notice is designed to inform you about how we collect, use, and protect your personal data within the EBRAINS Community.
By participating in the EBRAINS Community, you acknowledge that you have read and understood this Privacy Notice, the EBRAINS Community terms: 01. About the EBRAINS Community - HBP Wiki and the EBRAINS terms and policies: https://www.ebrains.eu/page/terms-and-policies
Data Controller
The data controller responsible for your personal information for the purposes of GDPR is Fonden Democracy X with registered seat at Sorøgade 6, 3. Sal. 2100 Copenhagen Contact details for our data protection officer can be found at the end of this notice.
Cookie information regarding the EBRAINS Community can be found here: EBRAINS Community Cookie Declaration
What Personal Data We Collect
- Mandatory Information: When you join the EBRAINS Community, we require your name, contact information such as e-mail and telephone number. This information is transferred to us by EBRAINS AISBL 5 https://www.ebrains.eu/page/terms-and-policies ), with which we have concluded a data sharing agreement to use your data, with your consent only, in the way described in this Privacy Notice.
- Optional Information: You may also provide your professional background, institution, job title, and general occupation to enhance your networking opportunities within the community.
- Activity Data: We collect data related to your interactions within the community, such as posts, comments, and participation in events or subcommunities.
Purpose and Legal Basis for Processing
We process your personal data for the following purposes:
- To provide you with the EBRAINS Community services and functionality.
- To facilitate your participation in the EBRAINS Community and its various subcommunities.
- To enhance networking opportunities and foster collaborations.
- To inform you about events and activities that may be of interest.
- To maintain and improve the platform, its security and its features.
The legal basis for processing your personal data is your consent, which you provide by agreeing to this Privacy Notice upon registration. You can withdraw your consent at any time, although this will not affect the lawfulness of processing based on consent before its withdrawal.
How We Share Your Data
Your data is shared within the Community as follows:
- Public subcommunities: The profile information you choose to share with others, contributions and comments are visible to all members and may be indexed by search engines.
- Open subcommunities: The profile information you choose to share with others, contributions and comments are visible to all members and may be indexed by search engines.
- Private and invite-only subcommunities: Access to your data is restricted to members of these subcommunities.
We also share your data with the European Google Cloud to host the EBRAINS Community, which operates under strict privacy and security measures as detailed in Google's Privacy Program.
We may share specific personal data with suppliers, partners, or consultants who require this information to provide services related to the Community, as outlined in this Privacy Notice. Such disclosures are made in strict accordance with applicable data protection laws, and all third parties are contractually bound to uphold high standards of security, confidentiality, and secrecy.
We may disclose personal data when required by law, governmental authorities, or when necessary to protect our legal rights. Such disclosures will always comply with the relevant legal provisions.
We may share personal data with IT providers, subcontractors, and other external service providers who support the operation of our website, the hosting infrastructure and the software used in processing personal data, ensuring efficient and secure operations.
Your Rights
In accordance with and subject to the conditions of the provisions of the General Data Protection Regulation and its implementation act, we inform you that you have the following rights:
Right of access and inspection: you have the right to inspect, free of charge, the data that we hold about you and to check what it is used for.
Right of rectification: you have the right to obtain rectification (correction) of your incorrect personal data, as well as to complete incomplete personal data.
Right of deletion or limitation: you have the right to request us to delete or limit the processing of your personal data in the circumstances and under the conditions laid down by the General Data Protection Regulation. We may refuse the deletion or restriction of any personal data which is necessary for us to fulfil a legal obligation, the performance of the contract or our legitimate interest, and this for as long as these data are necessary for the purposes for which they were collected.
Right to transferability of data: You have the right to obtain the personal data you have provided to us in a structured, common, and machine-readable form. You have the right to transfer these data to another data controller.
Right of objection: you have the right to object to the processing of your personal data for serious and legitimate reasons. Please note, however, that you cannot object to the processing of personal data which is necessary for us to fulfil a legal obligation, the performance of the contract or our legitimate interest, and this for as long as these data are necessary for the purposes for which they were collected.
Right of withdrawal of consent: If the processing of personal data is based on prior consent, you have the right to revoke this consent. This personal data will then only be processed if we have another legal basis for doing so.
Automatic decisions and profiling: You may object to profiling and fully automated decisions.
Data Security and Retention
We implement robust security measures to protect your data.
The Google Cloud Privacy Program is to be found here: GDPR and Google Cloud
Personal data is retained for as long as necessary to fulfill the purposes outlined in this Privacy Notice, unless a longer retention period is required or permitted by law.
You can close your Community profile and ask for deletion of your user data as follows:
At EBRAINS Community, we prioritize your privacy and provide you with the ability to manage and delete your user data. If you choose to close your Community profile and request the deletion of your user data, please follow the steps outlined below:
- Accessing Profile Settings
- Navigate to the EBRAINS Community website.
- In the top right corner of the site, click on the "Profile" tab to access your profile settings.
- Deleting Your Profile
- Once you are in your profile settings, locate the trash bin icon in the top left corner of the page.
- Click on the trash bin icon to initiate the deletion process.
- Confirmation Dialog
- A confirmation dialog will appear with the message: "Are you sure you want to delete your profile?"
- If you are certain that you want to proceed, click the "Delete" button.
- Data Removal
- Upon confirmation, all your data will be permanently removed from the EBRAINS Community website.
By following these steps, you can ensure that your personal data is completely deleted from our platform. If you encounter any issues or require further assistance, please contact community@ebrians.eu for help.
Changes to this Privacy Notice
We may update this Privacy Notice to reflect changes in our practices. When we make changes, we will revise the date at the top of this notice and inform you via e-mail or a publication on the Community website. We encourage you to review this notice periodically.
Contact Us
If you have any questions about this Privacy Notice or our data protection practices, please contact our Data Protection Officer at:
Email: GDPR@demx.dk
Address: Sorøgade 6, 3. Sal. 2100 Copenhagen
We are committed to addressing your inquiries within 30 days and strive to handle your personal data responsibly and in accordance with all applicable laws.
If you believe that your data protection rights have been violated and you have not found satisfaction within our company, you may file a complaint with the Danish Data Protection Authority:
Address: Carl Jacobsens Vej 35, 2500 Valby, Denmark
Phone: +45 33 19 32 00
Email: dt@datatilsynet.dk
Website: https://www.datatilsynet.dk
Additionally, you have the right to seek judicial remedy in court if you believe that the processing of your personal data has caused you harm.