Privacy Policy

This Privacy Policy applies to INPROCAP project and governs personal data collection and use. INPROCAP project is committed to being transparent and to ensuring your privacy is protected. By using our website, you consent to personal data practices described below. We reserve the right to update or change the policy at any time, therefore you may want to review it periodically

1. Who we are:

INPROCAP is a project funded by the European Union’s Framework Programme for Coordination and Support Actions Horizon Europe. The INPROCAP (Innovation Procurement Capacity Building) project aims to strengthen and streamline specialist advisory services on innovative procurement within the network of national Industrial Liaison Officers (ILOs) connected to prominent Big Science Organisations (BSOs) across Europe.

If you’re looking to stay informed about the latest developments in innovation procurement, be sure to follow the INPROCAP project on social media.

The partners of the INPROCAP consortium, listed below, process certain types of personal data for the purposes of the project. Each partner is responsible for the personal data they collect and process during their activities under the framework of the project:

• TEKNOLOGISK INSTITUT
• STICHTING NEDERLANDSE WETENSCHAPPELIJK ONDERZOEK INSTITUTEN
• CENTRO PARA EL DESARROLLO TECNOLOGICO Y LA INNOVACION E.P.E.
• NARODOWE CENTRUM BADAN JADROWYCH
• PEDAL CONSULTING SRO
• EUROPEAN X-RAY FREE-ELECTRON LASERFACILITY GMBH
• EISCAT SCIENTIFIC ASSOCIATION

For further information, we can be contacted at: gdpr@IPROCAP-project.eu

2. How we collect your personal data

We collect personal data both directly and indirectly:

Directly. We obtain personal data directly from individuals in a variety of ways, including but not limited to the following cases:

•  an individual subscribes to our newsletter/s;
• an individual registers to attend meetings and events we host and during attendance at such events;
• we establish cooperative relationships with an individual;
• we provide professional services pursuant to our contract with the European Commission;
• an individual participates in an interview or survey organized by us.

Indirectly. We obtain personal data indirectly about individuals from a variety of sources, including:

• our research partners;
• our networks and contacts;
• public and open data sources such as public registers, news articles and internet searches;
• social and professional networking sites (e.g., LinkedIn).

3. What types of data we collect?

We only collect the data that are necessary for the smooth implementation of our project. These data fall into the following categories:

• contact details (name/ surname, e-mail address, street address, mobile phone number, land line phone number);
• professional information (job title, organization, field of expertise);
• demographics (e.g., age, gender, nationality);
• information about what a person knows or believes.
• videos and photos (from people that attend our events).

4. Bases of lawful processing

We process personal data on the following legal bases:

Legal obligations – for processing activities required for compliance both with applicable national and European legislation as well as with the specific legal and regulatory framework of the Horizon Europe Framework Programme for Research and Innovation of the European Union.

Consent – for processing activities such as organization of surveys and interviews, completing of questionnaires and dissemination of project’s results.

Contractual obligations – for processing activities such as reporting to the European Commission and complying with project’s publicity obligations.

5. What we do with your personal data

We process your personal data with the purpose of:

• Conducting research (e.g., interviews, surveys);
• Dissemination our project’s results to different types of stakeholder;
• Sending invitations and providing access to guests attending our events and webinars;
• Administering, maintaining, and ensuring the security of our information systems, applications, and websites;
• Processing online requests or queries, including responding to communications from individuals;
• Complying with contractual, legal, and regulatory obligations.

6. How we secure your personal data when we process it

We continuously apply a personal data risk assessment process to identify, analyse, and evaluate the security risks that may threat your personal data. Based on the results of this risk assessment, we define and apply a set of both technical and organizational measures to mitigate the above security risks, including but not limited to:

• Data Protection Policies to guide our personnel when processing your data;
• Written contracts with organizations that process personal data on our behalf;
• Non-Disclosure Agreements with our personnel;
• Back up process, antimalware protection, access control mechanisms, etc.
• Some of our partners have appointed a Data Protection Officer.

7. Do we share personal data with third parties?

We may occasionally share personal data with trusted third parties to help us deliver efficient and quality services. When we do so, we ensure that recipients are contractually bound to safeguard the data we entrust to them before we share the data. We may engage with several or all the following categories of recipients:

• Parties that support us as we provide our services (e.g., cloud-based software services such as Dropbox, Microsoft SharePoint, Google);
• Our professional advisers, including lawyers, auditors, and insurers;
• Dissemination services providers (e.g., MailChimp);
• Law enforcement or other government and regulatory agencies or other third parties as required by, and in accordance with applicable law or regulation;
• The European Commission according to our relevant contractual obligations.

8. Do we transfer your personal data outside the European Economic Area?

We do not own file servers located outside the European Economic Area (EEA). However, some partners may use cloud and / or marketing services from reputable providers such as SharePoint, DropBox, MailChimp, Google, etc., situated both inside and outside the EEA. We always check that such providers comply with the relevant GDPR requirements before start using their services.

9. Do we use cookies?

Our websites use cookies. Where cookies are used, a statement will be sent to your browser explaining the use of cookies.

Cookies are small text files which are saved on your computer, mobile phone or tablet. They allow the website to remember your actions and preferences (such as login, language, font size and other display preferences) so you don’t have to keep re-entering them whenever you come back to the site. You can control and/ or delete cookies as you wish. If you do this, however, you may need to manually adjust your preferences every time you visit a site. For more information on how to manage cookies, please visit: http://www.aboutcookies.org/

We use tools like Google Analytics to better understand how visitors interact with our website. This provides us with important information to enable the site to work better. The information collected is not linked to your personal data. For more information on the cookies set by Google Analytics, please visit: http://code.google.com/apis/analytics/docs/concepts/gaConceptsCookies.html

The following cookies are necessary and are always enabled:

The following cookies are functional and are always enabled:

The following cookies are for analytics and are optional:

10. Data subject’s rights

You have the following rights regarding our processing of your personal data:

As a data subject, you are entitled to exercise the following rights before PEDAL CONSULTING s.r.o., at any time:

1. Access your Personal Data being processed by PEDAL CONSULTING s.r.o. (and/or a copy of that Personal Data), as well as information on the processing of your Personal Data;
2. Correct or update your Personal Data processed by PEDAL CONSULTING s.r.o., where it may be inaccurate or incomplete;
3. Request erasure of your Personal Data being processed by PEDAL CONSULTING s.r.o., where you feel that the processing is unnecessary or otherwise unlawful;
4. Request the restriction of the processing of your Personal Data, where you feel that the Personal Data processed is inaccurate, unnecessary or unlawfully processed, or where you have objected to the processing;
5. Exercise your right to portability: the right to obtain a copy of your Personal Data provided to PEDAL CONSULTING s.r.o., in a structured, commonly used and machine-readable format, as well as the transmission of that Personal Data to another data controller;
6. Object to the processing of your Personal Data, based on relevant grounds related to your particular situation, which you believe must prevent PEDAL CONSULTING s.r.o. from processing your Personal Data; or
7. Withdraw your consent to processing (for Marketing).

Please note that most of the Personal Data you provide to PEDAL CONSULTING s.r.o. can be changed at any time, including your e-mail preferences, by accessing, where applicable,.

You can also withdraw consent for Marketing (for communications received via e-mail) by selecting the appropriate link included at the bottom of every marketing e-mail message received. The same applies to the Website’s newsletter which you may have subscribed to and receive as a Service.

Aside from the above means, you can always exercise your rights described above by sending a written request to the Website Managing Team at the following address: info@innovation-procurement.eu.

In any case, please note that, as a data subject, you are entitled to file a complaint with the competent supervisory authorities for the protection of Personal Data, if you believe that the processing of your Personal Data carried out through the Website is unlawful.

11. How long do we retain personal data?

We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations, and contractual obligations to which we are subject. Please note that we have an obligation to retain data concerning projects funded by the Horizon Europe Framework Programme for Research and Innovation of the European Union for up to five years after the end of the project (unless further retention is requested by auditors). After the expiry of the retention period, and unless further legitimate grounds for retention arise, we will dispose of personal data in a secure manner.

12. Disclaimer of liability for third party websites

Although our site may contain links to third-party sites, including the sites of the consortium partners, we are not responsible for the privacy practices or content of these sites and we expressly disclaim any liability for any loss or damage that may be caused by the use of these links. We do not monitor the privacy practices or the content of these sites. If you have any questions about the privacy practices of another site, you should contact the site’s responsible personnel. We suggest you read the privacy policy of each website you interact with, before allowing the collection and use of your personal data.

We may also provide social media features that allow you to share information on your social networks and interact with our project on various social media sites. The use of these social media features may result in the collection or sharing of information about you. We recommend that you check the privacy policies and regulations of the social networking sites you interact with, so that you can be sure that you understand what information may be collected, used and disclosed by these site.

13. Children

We do not knowingly collect, use, or disclose information from children under the age of 16. If we learn that we have collected the personal information of a child under 16, we will take steps to delete the information as soon as possible. Please immediately contact us if you become aware that a child under 16 has provided us with personal information.

14. Revisions of this Privacy Policy

This Privacy Policy is valid from 01/07/2024 and replaces any other previous notifications that we had issued in the past regarding our personal data management practices. We reserve the right to revise this Policy at any time. The current version will be always uploaded to our website indicating the date of entry into force, so you know when the most recent revision took place. If there are critical changes in this policy or our personal data practices change significantly in the future, we will notify you by posting the changes on our website.