Which sources and data are used?
We process personal data (Art. 4, no. 2 GDPR) that we receive from you within the scope of your grant application or funded project. The actual extent and the type of data may differ depending on the funding programme. Relevant personal data are:
- Data of funding applicants/funding recipients (beneficiaries): First name, last name, academic degree, title, place of birth, organisation/institution, position, address, e-mail address, telephone number, mobile number, nationality, sex, participant lists, copyright, Intellectual Property, CV, short biography, salary/salary group, photos, audio and video recordings,
- Data with regard to the institution of the person filing the grant application: name, legal form, address and contact data, contact person, bank details,
- Data with regard to project partners of the funding applicant/funding recipients (beneficiaries),
- Data with regard to the education and academic career by means of a short CV and, where appropriate, publications, patents, main research areas, completed education,
- Photos as well as audio and video recordings in which natural persons involved in the project may be identifiable,
- Data with regard to travel and lecture activities within the scope of the funded project.
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 activities relating to assistance and consultancy in the grant application writing process, project management, project communication and project exploitation within the scope of publicly funded research, development and innovation projects.
To meet contractual obligations (Art. 6, para. 1 letter B GDPR)
To the extent that your personal data is processed to handle your inquiry or to perform our contractual obligations, the lawfulness of such processing is based on Art. 6, para. 1, letter B GDPR.
To perform a task that is of public interest or is carried out in the exercise of official authority (Art. 6, para. 1, letter E GDPR)
To the extent that your personal data is processed to perform one of our tasks to which we are contractually obliged, which is of public interest and has been assigned to us by an official authority (e.g. public presentation of the funded project in accordance with the compulsory rules provided by the public funding bodies, e.g. H2020 programme, Art. 38 General Model Grant Agreement) the lawfulness of such processing is based on Art. 6, para. 1, letter E 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
- The respective funding body for the evaluation of the grant application and implementation of the funded project
- Other potential project partners to prepare the grant application and implement the funded project
- External auditors if project audits are required by the respective funding body.
How long will my data be stored?
In the event of a positive decision on the grant application that we were involved in, the personal data will be stored:
- for the duration of the grant agreement preparation with the funding body, as well as
- for the complete duration of the project
In addition, personal data will be stored in accordance with the retention period agreed upon contractually with the respective funding body. In general, this retention period is five years after receipt of the project’s final payment.
In the event of a withdrawal or the decision not to proceed with a grant application or an offer as well as in the event of a negative decision on the grant application on the part of the funding body, your personal data will be stored for twelve months after the last interaction for the purpose of realizing potential future proposals.
Will my data be transmitted to a third country or international organisation?
Your data will only be transmitted to third countries (countries outside the European Economic Area (EEA)) if this is done in order to perform one of our tasks to which we are contractually obliged, which is of public interest and has been assigned to us by an official authority (e.g. public presentation of the funded project in accordance with the compulsory rules provided by the public funding bodies, e.g. H2020 programme, Art. 38 General Model Grant Agreement or if partners from non-EU countries are involved in the projects).
In this case, we may transfer to and store the information we collect about you in countries other than the country in which the information was originally collected, including the United States, Canada or other destinations outside the European Economic Area (“EEA”). Those countries may not have the same data protection laws as the country in which you provided the information. When we transfer your information to other countries, we will protect the information as described in this Privacy Policy and comply with applicable legal requirements providing adequate protection for the transfer of information to countries outside the EEA. The transmission of your data is not repeated, mass or structural and is carried out within the limits established by the Grant Agreement, by the Consortium Agreement or by a Data Processing Agreement.
If you are located in the EEA, your personal data is only transferred if:
- The country to which the personal data will be transferred has been granted a European Commission adequacy decision (Art. 45 (1) GDPR); or
- Appropriate safeguards in respect of the transfer according to Art. 46 GDPR exist and EU standard contractual clauses can be concluded with the recipient (data importer);
- derogations of Article 49 under Regulation 2016/679 apply.
You have the right to obtain confirmation as to whether or not which personal data concerning him or her is transferred to a third country or to an international organisation. In this context, you may request to be informed of the appropriate safeguards according to Art. 46 GDPR regarding the transfer.