SHAPE-ID Privacy Notice
This is a statement of the practices of SHAPE-ID, a project funded by the European Union under their Research and Innovation Framework Programme (Grant Agreement No. 822705) and coordinated by The Trinity Long Room Hub at Trinity College Dublin, The University of Dublin (the “University”) of College Green, Dublin 2, Ireland, in connection with the capture of personal data for the purposes of creating a Stakeholder Contact Database and through the use of a subscription form on the website https://www.shapeid.eu. This statement outlines the steps taken by the project to respect your privacy.
SHAPE-ID fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with the project. Any personal information which you volunteer to the project will be treated with the highest standards of security and confidentiality, in accordance with Irish and European Data Protection legislation. Personal data will be processed in accordance with the General Data Protection Regulation (EU) 2016/679 and the Irish Data Protection Act 2018.
This privacy notice explains the following:
- What data we collect
- How we collect and use your personal data
- The purpose and legal basis for collecting your personal data
- How we store and secure personal data
- Details of third parties with whom we share personal data
- What your rights are in relation to the data we collect
What data do we collect?
We collect limited personal data for the purpose of sharing project information with organisations and individuals who may be professionally interested in and benefit from the activities and results of SHAPE-ID. These include funders and policy makers at European, transnational and national level; other relevant European Commission agencies and units; research performing organisations such as universities and government or industry research centres; researchers and networks of researchers; research users in enterprise, civil society and the cultural sector.
Individuals may provide their own data by subscribing to our mailing list using a form embedded in our website (https://www.shapeid.eu/contact). The following data is required to subscribe: title, first name, last name, email address, organisation, role, country, stakeholder category. This data will be stored securely and privately and will only be used to contact subscribers.
We will also compile and regularly update a Stakeholder Contact Database, listing organisations and groups we believe may be interested in the project. The following data will be collected for this purpose: organisation name, postal address, description of main activities, stakeholder category, contact person name and contact person email address. This data will be made publicly available through the SHAPE-ID website. Prior to being made public, all persons and organisations listed will be advised of this intention and will have the opportunity to be removed from this list.
How we collect your personal data
The data we collect from you will be used by the project only in accordance with the purposes outlined in this privacy notice. We will collect your data in the following manner:
- We will collect data directly using a Mailchimp subscription form embedded in the SHAPE-ID website (https://www.shapeid.eu/contact).
- We will collect data from third party sources by identifying organisations and groups that may be interested in the results of SHAPE-ID and manually collecting contact details from public websites.
- SHAPE-ID project partners may identify and recommend organisations and groups that may be interested in the results of SHAPE-ID from their professional networks and their contact details will be collected from public websites or from partners using either email or a secure internal project site accessible only to project partners.
- All data will be collected and stored electronically.
The purpose and legal basis for collecting your data
The data we collect about you will be used for the following purposes:
- If you have signed up to the SHAPE-ID mailing list, your data will only be used to send you email updates, including newsletters, about the project, and potentially invitations to participate in project events or activities;
- If your data has been collected by the project partners for the purposes of compiling the SHAPE-ID Stakeholder Contact Database, your data will be used to:
- send you email updates, including newsletters, about the project;
- populate a Stakeholder Contact Database that will be submitted to the European Commission as a contractual deliverable of the SHAPE-ID Project and thereafter made publicly available through the SHAPE-ID website.
SHAPE-ID will ensure that your data is processed fairly and lawfully in keeping with the principles of data protection. For the purposes outlined in this privacy notice your personal data will be processed on the basis of public interest (General Data Protection Regulations, Article 6, Section E, http://www.privacy-regulation.eu/en/article-6-lawfulness-of-processing-GDPR.htm):
“processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller”.
How we store and secure your data
Any data we collect from individuals through our mailing list subscription form will be stored confidentially and securely as required by the Trinity College Dublin University Information Security Policy. In keeping with the data protection principles, we will only store your data for as long as is necessary. For the purposes described here we will store your data for the duration of the project and for five years afterwards.
Data collected manually for the purpose of compiling the Stakeholder Contact Database will be shared during the collection process with project partners through the SHAPE-ID internal website, which is a secure SharePoint site hosted at Trinity College Dublin and accessible only to project partners. At least two weeks before this data is shared outside the project consortium, all stakeholders on this list will be contacted by email to advise that they have been added to this list and may unsubscribe. The data will be shared with the European Commission as a contractual project deliverable and once approved will be made available publicly on the web on the basis of public interest, as outlined above. This data will not be updated after the project ends and will continue to be available long term.
Details of third parties with whom we share personal data
SHAPE-ID will share your data with third parties where necessary for purposes of the processing outlined here. The project will share your data with the following third parties:
We use Mailchimp as our mailing list platform and all data will therefore be stored on Mailchimp servers. Mailchimp servers are based in the US but their practices comply with GDPR through their use of Privacy Shield. Learn more about Mailchimp’s privacy practices here.
We will not share data collected through the mailing list subscription form with any third parties except for the purpose of processing the data to enable email communication with subscribers.
When we share your data with the third parties outlined here the University will ensure that the data is only processed according to our specific instructions and that the same standards of confidentiality and security are maintained. Once the processing of the data is complete any third parties with whom data was shared will be required to return the data to the University save where they are required to retain it by law.
What are your rights?
You have the following rights over the way we process your personal data.
- Right of Access: you have the right to request a copy of the personal data we are processing about you and to exercise that right easily and at reasonable intervals.
- Consent: you have the right to withdraw your consent where that is the legal basis of our processing.
- Rectification: you have the right to have inaccuracies in personal data that we hold about you rectified.
- Erasure: you have the right to have your personal data deleted where we no longer have any justification for retaining it subject to exemptions such as the use of pseudonymised data for scientific research.
you have the right to object to processing your personal data if:
- We have processed your data based on a legitimate interest or for the exercise of the public tasks of the University if you believe the processing to be disproportionate or unfair to you.
- The personal data was processed for the purposes of direct marketing or profiling related to direct marketing.
- We have processed the personal data for scientific or historical research purposes or statistical purposes unless the processing is necessary for the performance of a task carried out for reasons of public interest.
- Restriction: you have the right to restrict the processing of your personal data if:
- You are contesting the accuracy of the personal data;
- The personal data was processed unlawfully;
- You need to prevent the erasure of the personal data in order to comply with legal obligations;
- You have objected to the processing of the personal data and wish to restrict the processing until a legal basis for continued processing has been verified.
- Portability: where it is technically feasibleyou have the right to have a readily accessible machine-readable copy of your data transferred or moved to another data controller where we are processing your data based on your consent and if that processing is carried out by automated means.
If you have any queries relating to the processing of your personal data for the purposes outlined above or you wish to make a request in relation to your rights you can contact:
Dr Doireann Wallace
SHAPE-ID Project Manager
Trinity Long Room Hub
Trinity College Dublin
Dublin 2, Ireland
If you wish to make a complaint or escalate an issue relating to your rights you can contact the Data Protection Officer for the University as follows:
Data Protection Officer
Secretary’s Office, Trinity College Dublin
Dublin 2, Ireland.
Finally if you are not satisfied with the information we have provided to you in relation to the processing of your data or you can also make a complaint to the Data Protection Commissioner via the link in their website Making a Complaint to the DPC.