Introduction
GÉANT Vereniging, an association registered with the Chamber of Commerce in Amsterdam, Netherlands, with registered number (40535155) and registered office at Hoekenrode 3, 1102 BR, Amsterdam, The Netherlands (GÉANT, us or we) is dedicated to safeguarding the personal data that we process, as well as to developing and applying data protection solutions that are effective, fit for purpose and demonstrate an understanding of, and appreciation for the General Data Protection Regulation 679/2016 (GDPR) as well as applicable national data protection legislation.
We are committed to ensuring ongoing and continued compliance with data protection legislation and guidance provided by the supervisory authorities with regard to our business as a whole and all of our service offerings.
This Privacy Notice concerns the processing of your personal data for which GÉANT is the Data Controller, in other words, GÉANT collects personal data directly or indirectly from you and decides the personal data needed to provide you a service, the purposes for which your personal data is being collected, how it is stored, shared and for how long will be retained.
Considering the significance of this responsibility, GÉANT works on a daily basis to put in place adequate measures and controls to protect your personal data, improve them and ensure that you can exercise your rights at any time.
Data Protection Officer
GÉANT has appointed an internal Data Protection Officer (DPO), for you to contact if you have any questions or concerns about the way GÉANT is processing your personal data. Together, GÉANT’s DPO and GDPR team are working to provide you accurate information and implement the measures to protect your privacy.
The GÉANT’s DPO’s name and contact information are as follows:
Ana Alves
GÉANT Vereniging (Association)
Hoekenrode 3, 1102BR Amsterdam, The Netherlands
gdpr@geant.org
Tel. number: +31 20 530 4488
How does GÉANT Collect and Process your Personal Data?
GÉANT Events
Throughout the year, GÉANT organises, hosts and promotes many events globally, including with face-to-face as well as virtual participation.
In this context “events” shall be understood as any event, seminar, conference, training session, webinar, info-share, networking event, task force and/or special interest group meeting, workshop, social event or other gathering organised by GÉANT.
If you register for one of our events we may collect, depending on the nature of the event, the following information from you or someone within your organisation:
- Name
- Organisation or affiliation
- Email address
- Address
- Contact telephone number
- Job title (when requested)
- Payment information (when requested)
- Dietary requirements (optional)
- Any special requirements (optional)
- Specific accessibility requirements (optional)
- Level of education and/or prior knowledge (optional)
During the event, GÉANT may capture some collective and individual images, audio or video recordings, and collect information provided by others (especially during training sessions), to evaluate your performance as a speaker or as a trainer. We could also make and store a recording of your voice in certain instances. GÉANT may use this information, including your personal data, in online communication channels such as social media pages, websites and blogs.
If you are a speaker at one of our events, we will also collect information including your name, institution/company and contact information. We may invite you to provide more information about you. GÉANT will keep this information available on its websites or wiki pages for an indefinite period of time for educational purposes, but you are able to delete your own personal data at any time.
This information, that could include pictures and an abbreviated biography (optional in both cases, and always provided by you), is managed by GÉANT. Rectification and removal requests can be submitted to the GÉANT staff member responsible for the event, or, depending on the event, may be edited directly and managed via your account.
GÉANT relies on a legitimate interest for collecting, storing and processing the information mentioned above.
During or after the event, GÉANT might contact you to collect your feedback about your experience, ascertain event impact or manage a post-event collaboration. For this purpose, GÉANT may collect additional personal data such as gender, level of education, age group. This personal data will be anonymised and will be used for the purposes of reporting and statistics.
For Conferences, training & meetings for which any of the participant is claiming cost reimbursement under EC Funding rules, we are processing the participant list under the legal obligation and legitimate interest consisting in fulfilling EC funding rules and this legitimate interest is not overriding rights and freedoms of data subjects whose names and surnames are listed on such list.
Events held with third parties
If the event is being jointly run with or sponsored by a third party, this will be clearly communicated to you. If your personal data is to be shared with a third party, sponsors, exhibitors, it will be clearly specified on the event website or invitation. To understand how a third party will use your data, GÉANT will provide you a link to the third party’s Privacy Notice or otherwise inform you how to obtain a copy of it.
GÉANT develops the services that its members need in order to provide support for researchers, educators and innovators - at national, European and international levels. Our portfolio of advanced services covers connectivity and network management; trust, identity and security; real-time communications; storage and clouds and professional services. In order to provide you the best services, GÉANT may collect the following personal data from you, depending on the service that we are providing to you:
- Name and affiliation
- Username
- Email address
- Log records
- IP address
- SSH public key(s)
- Technical log data
- Device information
- The region or general location where your computer or device is accessing the Internet
- Unique device identifiers
- Application ID
- Contact information that is required for operational purposes by individual administrators from identity providers, service providers, Authentication & Authorisation, and Identity Federations is collected in the metadata published by Identity Federation and Location information, e.g. what university or institution you are logging in from.
For more details, please consult our Services Privacy Notices, available on the official websites for each service.
GÉANT uses this information to provide you with the services you wish to use including:
- to present content from the services you requested in an effective manner to you;
- to carry out contractual obligations arising from any contracts entered between you and us or your service provider;
- to register you for events and other services you have requested;
- to assist us in maintaining records of events for internal and external security and audit purposes;
- to respond to any concerns or queries you have in relation to our services or websites;
- to help diagnose problems with our servers and to administer our websites, analyse trends, track visitor movements and gather broad demographic information that assists us in identifying visitor preferences;
- to help you collaborate with others, some services provide different ways authorised users can collaborate, such as shared communication channels and services;
- to provide you with information, products or services that you request from us or which we think may be of interest to you;
- to help us deliver a better service to you, we may collect certain technical information that does not directly identify an individual: such information tells us about the equipment you are using, browsing actions, the resources accessed and the operating systems used; we use analytics and similar services, as explained in our Cookie Policy to help us deliver a better service to you;
- to contact you about our services or related services;
- to ensure that the data you provide remains safe and secure by using appropriate monitoring and auditing mechanisms.
- For certain services, we collect personal information under the direction of our clients (e.g. an entity like a university that subscribes to the services for use by the entity’s personnel).
- We may engage with Third Party Services; when enabled by you we may share data with them to enable their services to operate effectively. It is your responsibility to check the privacy setting and notices in these Third-Party Services.
- We may engage Third Party Service Providers to process information and provide storage services. GÉANT will ensure that appropriate security controls are in place with any Third-Party Provider.
- We may use aggregated or de-identified data for other purposes such as identified users from specific countries or average time using services.
GÉANT may be acting as a Data Processor operating a service provided to you by someone else such as a university or a research establishment. For information about these services, you should contact the appropriate Data Controller directly for their Privacy Notices.
Some data collected is used for the generation of usage statistics that are publicly available, and for reporting to the European Commission or other relevant stakeholders.
The services have a legitimate interest in processing this information that is not overriding your rights and freedoms.
If you are unwilling or unable to provide us with the necessary personal information required to provide you with the services we are engaged in then we will try to provide the service but it may prove impossible.
GÉANT has several channels to provide you with content, such as blog, websites, Connect magazine, social media pages managed by GÉANT, newsletters and mailing lists.
The subscription for GÉANT publications is provided on a voluntary basis and you can at any time unsubscribe. We may need your email address to be provided in order to send you GÉANT publications.
GÉANT relies on a legitimate interest to process your personal information for purposes of fulfilling your request to receive our publications.
GÉANT’s recruitment process is made through our official website and managed by Networx, which works as the Data Processor under GÉANT (Data Controller) guidance. The security and privacy measures provided by Networx were evaluated by us in line with GDPR.
Hence, when you apply for a vacancy through the GÉANT website you are under the
Candidate Privacy Notice.
Website
The GÉANT websites, in order to provide you a better performance and experience, collect certain information automatically and store it in log files. We use this information to help us design our sites to better understand your needs and requirements. Our websites also use cookies and web beacons.
Google Analytics
GÉANT uses Google Analytics to track how often people gain access to or read our content. We use this information in the aggregate to understand what content our members find useful or interesting, so we can produce the most valuable content to meet your needs.
We use Google Analytics to track the numbers of visitors to our site but do not collect any personal information or store IP address locally on our site. This is only used to monitor the number of hits on our pages and location at the country level therefore we cannot track or trace individual users or their physical addresses. If you would like to opt out please use the
Google Analytics Opt-out Browser Add-On.
Cookies
What are cookies? A cookie is a small text file that is stored on the web browser on your computer when you visit a website. Cookies do lots of different jobs, like letting you navigate between web pages efficiently, remembering your preferences, and generally improving the user experience.
By using our websites, you agree that we can place these types of cookies on your device, however you can block these cookies using your browser settings (there are instructions below on how to do this).
GÉANT recommends you to accept and use cookies. A full Cookie Policy can be seen by clicking
here which will provide further details on:
- How we use cookies;
- How to enable/disable cookies;
- How to change cookie settings;
- The cookies used on the websites;
- Third party cookies.
