The data controller processing your personal data will be Trilateral Research (contact details below). Trilateral Research will gather the information through the registration form and will use it in order to organise the event. All data processing performed will be in conformity with the Horizon Europe rules on the processing of personal data as well as with the European Code of Conduct for Research Integrity. All data processing carried out for the purpose of this event will be in conformity with the EU General Data Protection Regulation 2016/679.
The lawful grounds for the processing
Our lawful basis for processing personal data for the purpose of preparing and running the conference is affirmative consent – Article 6(1)(a) GDPR. Our lawful basis for the creation of contact lists and similar stakeholder engagement activities is legitimate interest – Article 6(1)(f) GDPR. When we first contact you based on this legitimate interest, we will make sure to follow up on any request to be removed from our contact lists.
How long do we keep your personal data?
If you agree to take part in the event, any personal data (e.g. name, contact details) collected from you will only be used for our internal processing, administrative purposes, and to enable us to contact you if we require further information. Your details will be kept for a maximum period of 5 years following the end of the project.
How do we store your personal data?
The record of your participation will be kept in a file separate from the research data. All data will be encrypted, stored on password protected computers, in secure locations at PREPARE partner institutions, and shared through a secure online platform managed by Trilateral Research. For processing the online consent form, your personal data will be stored on Zoho Forms for accountability purposes until the activity is concluded and the details are downloaded to PREPARE’s secure servers.
Sharing your personal data
We will share your personal data with third parties where required by law, where it is necessary to administer our relationship with you or where we have another relevant, carefully assessed legitimate interest in doing so. We will not disclose your personal data to third parties unless there is a legal basis for this. We will not share your personal data for marketing purposes. We will not publish any information in reports or communications materials that would enable you to be directly or indirectly identified, unless you directly consent. However, our research consortia have a duty of care to report to the relevant authorities possible harm/danger to the participant or others. If this is the case, we will inform you of any decisions that might limit your confidentiality.
What rights do you have as a data subject?
You have the right to information regarding what is collected and processed, to access to your data being processed, to delete or rectify this information, and to restrict processing. You have the right to receive requested information in a time-limited fashion. If you feel we have not adequately dealt with your requests, you can complain to the national data protection authority. If requests to exercise these rights are excessive, malicious, impossible to fulfil, or require a disproportionate effort, we may reject some requests in accordance with data protection legislation.
If you are concerned or have questions about how your personal data is being processed, or if you wish to exercise any of these rights, please contact us using the contact details below.
CONTACT FOR QUESTIONS, CONCERNS, OR FURTHER INFORMATION
If you have any questions about this research or your prospective involvement in it, please contact:
For queries on the final conference
Eliza Jordan – firstname.lastname@example.org
For queries on the PREPARE Project
Dr Joana Cook – email@example.com
For data protection inquiries
Trilateral Research - SAR@trilateralresearch.com // One Knightsbridge Green, London, SW1X 7QA, UK