Which sources and data are used?

We process personal data (Art. 4, no. 2 GDPR) that we receive from you within your participation in a funded project or other support services EURICE provides. Personal data available on the password-protected platform entails the name and surname, the email addresses and institution of the responsible

• work package leader,
• team leader,
• project team members
• reviewer of the work related to the milestones or deliverables.

The data mentioned above is accessible for each user of the Project Management Tool in the “Who is Who” section to ensure a proper project management and internal project communication. The platform is also used to store documents relevant to project activities and make them available to the users who have been granted access to the password-protected platform. This includes meeting minutes, agendas and other support documents. Under certain circumstances, these documents may contain personal data. The log-in details contain only the email addresses and the names of the responsible persons for the deliverables and milestones, furthermore session cookies apply to technically enable the access to the platform. The use of session cookies is a justified interest pursuant to Art. 6 (1) (f) GDPR.

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 relating to assistance and consultancy in the project management.

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.

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). In addition, please note that the Project Management Tool is hosted by millepondo services GmbH & Co. KG, a German software provider located in Cologne. A Data Processing Agreement according to Article 28 GDPR was signed between European Research and Project Office GmbH and millepondo services GmbH & Co. KG. European Research and Project Office GmbH is the party responsible for hosting and filling in the data regarding the Project Management Tool.

How long will my data be stored?

The personal data will be stored for the complete duration of the project.

In addition, personal data will be stored in accordance with the retention period agreed upon contractually. In general, this retention period is five years after receipt of the project’s final payment. Please note that your personal data will not be accessible on the Internet during the retention period and only stored for internal use.

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

In principle there is no transmission of your data to any third country (countries outside the European Economic Area (EEA)).