European Research and Project Office GmbH

Which sources and data do we use?

We process personal data (Art. 4, no. 2 GDPR) that we receive from you directly or through the interaction with project partners (project consortium) within the scope of our project management and communication activities. The actual extent and the type of data may differ depending on the assignment. Relevant personal data are:

Organisation/institution,
First name, last name,
Sex,
Copyright,
Short biography,
Telephone and fax number,
Address,
E-mail address,
Photos as well as audio and video recordings in which individual natural persons may be identifiable,
Person master data, participant lists,
Data with regard to contract billing and payments (bank statement, time keeping),
Answers to thematic questionnaires, e.g. participation in & feedback to meetings, experience with Open Access, meal choices.

Why do we process your data (purpose of processing) and what is the legal basis?

We process personal data in accordance with the provisions under the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz (BDSG)).

We process your personal data for the purpose of performing our services in the area of consultancy, project management, project communication and project exploitation.

To meet contractual obligations (Art. 6, para. 1 letter B GDPR)

We process your personal data for the purpose of handling a proposal and to implement a contract with you pursuant to Art. 6, para. 1 letter B GDPR.

Who will receive my data?

Within the European Research and Project Office GmbH, your data will be transferred to those persons that need them to fulfill their contractual obligations (e.g. Project Manager of the project, financial department for the settlement of payments). In addition, we may involve other service providers to fulfil our contractual and legal obligations.

Furthermore, we may transmit your personal data to other recipients outside the European Research and Project Office GmbH if this is required to fulfill our contractual and legal obligations. This includes but is not limited to:

Financial institutions (SEPA payment media)
Financial authorities, courts
Service providers to distribute newsletters.

To the extent that we perform our services as a subcontractor in a publicly funded project or grant application, your data will be transmitted to the following bodies if contractually required:

The respective funding body for the evaluation of the grant application and the implementation of the funded project,
Other (potential) project partners for the preparation of a proposal and the implementation of a funded project,
External auditors if project audits are required by the respective funding body.

How long will my data be stored?

To the extent that this is required for the above-mentioned purposes, we will process and store your personal data for the duration of initiating and implementing the contract.

In addition, we are obliged to respect various obligations to retain information and furnish evidence in accordance with, among other things, the German Commercial Code (Handelsgesetzbuch (HGB)) and the German Tax Code (Abgabenordnung (AO)). According to these Codes, the periods for storage amount to a maximum of ten years. Finally, the period of storage is also subject to statutory periods of limitation which, for instance in accordance with §§ 195 et seq. of the German Civil Code (Bürgerliches Gesetzbuch (BGB)), in general amount to three year but, in certain cases, can also amount to a maximum of thirty years. Furthermore, we are obliged to respect the retention periods of the respective public funding bodies if we perform our services as a subcontractor in a publicly funded project. In general, this retention period is five years after receipt of the project’s final payment.

Will my data be transmitted to a third country or international organisation?