WoodStock privacy statement
This privacy statement provides information about the processing and the protection of your personal data in the framework of the WoodStock project.
Introduction
WoodStock is committed to protect your personal data and to respect your privacy. WoodStock collects and further processes personal data pursuant to GDPR (Regulation 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, and repealing Directive 95/46/EC (General Data Protection Regulation).
This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data in the context of
- meetings and events (Living Lab co-creation, training and education activities)
- newsletters, subscriptions
It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights and the Data Protection Officer.
- Data Protection Officer: Ghent University - Hanne Elsen
- Data Controller (Living Lab InnoRenew co-creation, training and education activities): InnoRenew CoE
- Data Controller (Living Lab The Green Village co-creation, training and education activities): Delft University of Technology
- Data Controller (Living Lab Galway co-creation, training and education activities): University of Galway
- Data Controller (Living Lab Resilient Habitat co-creation, training and education activities): Unversité de Bordeaux
- Data Controller (Trondheim Living Lab co-creation, training and education activities): Norwegian University of Science and Technology (NTNU)
- Data Controller (Living Lab TUL co-creation, training and education activities): Lodz University of Technology
- Data Controller (newsletter, subscriptions): WETA BV
Why and how do we process your personal data?
Subscriptions / Newsletters
Purpose of the processing operation: WoodStock, in close cooperation with its consortium partners, collects and further processes your personal data so that you can receive information that you have requested on important developments, activities, events, initiatives or thematic issues in the area of wood construction as produced under the activities of the WoodStock in particular through articles, reports, interviews, newsletters as well as visual content.
The tools used by WoodStock are
- BREVO for sending the newsletter
- Survey Monkey
- Microsoft Forms
The consortium partners are bound by a specific contractual clause for any processing operations of your personal data on behalf of WoodStock.
Events and meetings
Purpose of the processing operation: WoodStock also collects and further processes your personal data to provide you with information about meetings or events (Living Lab co-creation, training and education activities), (before, during and after) and to process your application for participation in that meeting or event through the following tools:
- BREVO to receive invitations
- Microsoft Forms
- Survey Monkey
In case of virtual events, the following IT- tools may be used:
- Microsoft Teams
- Zoom
Live web-streaming and audio-visual recording at the event or meeting of the speakers, organisers and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers may be taken and published in the context of the event or meeting on the WoodStock website.
The audience or participants are not photographed individually or in groups unless they have specifically consented to it. They may however appear on panoramic photographs of the whole event/audience. Individual photographs of speakers and moderators may be taken on the basis of public interest. For more details, please refer to the next section 'On what legal ground(s) do we process your personal data?'.
If your specific event will be recorded, you will be informed of this ahead of time.
Participants that do not wish to be part of the above web-streaming and/or recording/publishing activities have the possibility to object to processing by sending an email to info@woodstockproject.eu about the event.
Your personal data will not be used for any automated decision-making including profiling.
On what legal ground(s) do we process your personal data?
Subscriptions / Newsletters
You have subscribed to receive information on important developments, activities, events, initiatives or thematic issues in the area of (a) service(s) of WoodStock.
We process your personal data, because you have given your consent to the processing of your personal data for the purpose of receiving the requested information.
Your consent for these services can be withdrawn at any time:
- for unsubscribing from the newsletter, please use the ‘Unsubscribe’ link in newsletter
- for unsubscribing from any other publication, please send an email to info@woodstockproject.eu.
Events and meetings
The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the meeting or event are necessary for the management and functioning of WoodStock.
This also covers the processing of video and audio recordings taken for the purpose of reporting on the outcome of any meeting / event, the web-streaming activities, the taking of general photos of the activities, as well as individual photos and recordings of speakers and moderators.
As a participant, your consent is required for the following actions during the meeting or event:
- the processing of your personal data to enable the evaluation of your expression of interest (if relevant) concerning your participation to the meeting or events (this is necessary for you to be able to join the event)
- the processing of your personal data relating to your dietary requirements and/or access requirements
- the making of images (pictures and videos) that portray you individually or in small groups
- the sharing of the meeting or event participants list (containing your name, email address and affiliation) with other participants for networking and collaboration purposes
- the processing of your personal data for inviting you to future events the data controller may organise
- the sharing of your name, affiliation and email address on our website to enable those outside of your specific working group to contact you on this topic
If you opt in, you are giving us your explicit consent to process your personal data for those specific purposes. You can give your consent via a clear affirmative act by ticking the box(es) on the online form used.
Your consent for these services can be withdrawn at any time by contacting us at info@woodstockproject.eu.
WoodStock may decide to:
- use images, audio/video recordings
- store personal data in a dedicated project Microsoft SharePoint, run by Ghent University
Which personal data do we collect and further process?
Subscriptions / Newsletter
In order to carry out this processing operation, WoodStock collects the following categories of personal data: your name, surname and email address are needed to ensure the delivery of the service to you as a subscriber.
The following personal data is needed for providing you with a more personalised experience (i.e. better targeting the content of the information) and for generating anonymised statistics:
- Institution / organisation
- Country
- Profession
- Data from the Living Lab surveys
Events and meetings
The following personal data will be processed:
- contact details (function / title, first name, last name, birthdate, name of organization, city, country, email address, telephone number)
- nationality, passport or identity card number and its date of issue and expiry date may be collected, so that the data subjects may obtain access to the premises where the meeting / event is held
- dietary requests or specific access requirements (if any)
- photographs or video recordings
The provision of personal data is not mandatory, but it is necessary to ensure your participation to the event or to allow us to provide you with specific dietary and mobility accommodations.
How long do we keep your personal data?
Subscriptions / Newsletter
WoodStock only keeps your personal data for the time necessary to fulfil the purpose of collection, namely until you unsubscribe from the mailing list.
- For unsubscribing from the newsletter, please use the ‘Unsubscribe’ link in the newsletter.
- For unsubscribing from any other publication, please send an email to info@woodstockproject.eu.
Your personal data will be kept only until the end of the contractual obligation (3 years after the end of the project).
Events and meetings
The Data Controller will only keep your personal data for the time necessary to fulfil the purpose of collection or further processing.
For each of the categories of personal data that may be processed, please find below the retention details and the reference to the relevant record of processing:
- Personal data related to the organisation and management of the meeting or event (this includes the information given during the registration, before, during or after the event) will be kept until the end of the contractual obligation (3 years after the end of the project).
- Sensitive personal data relating to dietary and/or access requirements will be deleted as soon as they are no longer necessary for the purpose for which they have been collected in the framework of the meeting or event, but no later than within 1 month after the end of the meeting or event.
- Recordings from the web-streamed meeting or event will be kept 3 years after the end of the project before being deleted.
How do we protect and safeguard your personal data?
All personal data in electronic format (emails, documents, databases, uploaded batches of data, etc.) are stored on the project Microsoft SharePoint.
In order to protect your personal data, WoodStock has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
Who has access to your personal data and to whom is it disclosed?
Access to your personal data is provided to the WoodStock consortium partners responsible for carrying out this processing operation and to other authorised WoodStock staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
Subscriptions / Newsletter
One processor (WETA BV) assists the Data Controller in the management of subscriptions to receive information. The Data Controller also shares your information the consortium partners for the purpose of managing subscriptions to receive information.
Events and meetings
Where necessary, we may also share your information with the service providers for the purposes of organising the meeting / event.
Selected service providers for organisational purposes (such as caterers or event management organisations) are contractually bound to process personal data on behalf of and in line with the instructions of the data controller, keep confidential any data they process and protect it from unauthorised access, use and retention.
If you use the Zoom platform to connect to any of our meetings, some of your personal data will be transferred to the United States of America as part of the use of that platform. Your data is transferred by WoodStock on the basis of EU-US Data Privacy Framework. The Zoom platform is specifically covered by this adequacy decision. If you want more details on how Zoom processes your personal data, you can refer to their privacy policy here: https://www.zoom.com/en/trust/privacy/
If you are a participant, certain personal information may also be made available to the wider public if you have consented to it, such as your name, contact details, affiliation, pictures.
For more information, you may refer to section 'On what legal ground(s) do we process your personal data?' or contact us directly at info@woodstockproject.eu.
What are your rights and how can you exercise them?
You have the right to access your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.
You have the right to object to the processing of your personal data on grounds relating to your particular situation.
You have consented to provide your personal data to the Data Controller for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller at info@woodstockproject.eu. The withdrawal of your consent will not affect the lawfulness of the processing carried out before you have withdrawn the consent.
You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer.
Contact information
The Data Controller
If you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller at info@woodstockproject.eu.
The Data Protection Officer (DPO)
You may contact the Data Protection Officer at info@woodstockproject.eu with regard to issues related to the processing of your personal data.