exCHANGE − Data Privacy Statement

In accordance with current data protection regulations, we hereby provide you with information about how your data is processed. All personal data is dealt with in compliance with EU Regulation No. 2016/679 (GDPR) and the national legislation. The processing of personal data by researchers is based on principles of integrity, legality, transparency, and confidentiality.

1. Data Controller and Data Protection Officer (DPO)
Joint Data Controllers:

Phase 1:

• Eurac Research – Viale Druso 1, 39100 Bolzano, in the person of the legal representative; You can contact the DPO under the following e-mail address: privacy@eurac.edu
  and
  
• Südtiroler Künstlerbund - Via Weggenstein 12, 39100 Bolzano, in the person of the legal representative.

2. Purpose and Legal Basis for the Data Processing
The personal data is necessary for the p:
a) Submission of the application for the participation in the project “exCHANGE: Exploring Pathways of Art-Science Collaboration to Tackle Inequalities” by the candidate to the data controllers by means of the registration through https://eu.surveymonkey.com/r/artmeetsscience,
b) Handling the application procedure and the evaluation and selection of the participants by a jury (two representatives from Eurac Research, two from the Südtiroler Künstlerbund and one external expert in the field of art-science)- communications by e-mail and/or phone,

Phase 2:
c) In case of selection, participation in the project and communications by e-mail and/or phone,
d) documentation for institutional, archiving and communication purposes, evaluation, and research purposes related to the project (concerning data revealing the person’s image and voice, e.g. video, audio, photographic, recordings), including, but not limited to presentations, reporting documents, creation of informative material, communication activities using any forms and media, such as web pages and social networks, scientific publications, transfer-oriented events.
During the events/meetings may be taken photos, video and audio recordings. In order not to be filmed or recorded during virtual events, you will always be able to disable the webcam and/or mute the microphone.
Within the framework of the project, special categories of personal data may also be processed in accordance with Art. 9 GDPR (e.g racial or ethnic origin). The data collected are adequate, relevant and limited to what is necessary for the purposes of the processing.

The legal basis for the processing of your personal data for a), b), c) is the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract (Art. 6 (1) (b) GDPR) and for d) and for processing of special categories of personal data your consent to the processing of your personal data (Art. 6 (1) (a) GDPR).

3. Recipients of the Data Processed and transfer of data
The recipients of the data are the collaborators of the Center for Advanced Studies - Eurac Research and of the Südtiroler Künstlerbund and the jury members for the selection process- persons in charge of data processing activities, authorized and instructed by the data controller to data processing activities. Personal data may be communicated to external service providers, which typically process Personal Data on behalf of Eurac Research as data processors.

For virtual events we use Microsoft Teams (for further information: https://support.office.com/en-us/article/teams-free-support-and-privacy-statement-9116c829-c8fa-4822-96a3-1e89b2911ba5.

For the application process we use Survey Monkey (for further information: https://www.surveymonkey.com/mp/legal/privacy/.

To provide certain services Eurac Research and the Free University of Bolzano manage together the scientific platform Scientific Network South Tyrol which connects their data centers. Eurac Research and the Free University of Bolzano are Joint Controllers of the personal data processed in this context and, accordingly, have entered into an agreement pursuant to art. 26 of the GDPR. Your data is stored within the European Union and Eurac Research does not intend to transfer Your data to third countries or international organisations. Some personal data could be transmitted to third countries outside of the EU but only if the transmission of personal data is connected to the performance of the institutional activities of Eurac Research. Where data is transferred to a third country, this will be done on the basis of the European Commission's standard contractual clauses (SCC) with supplementary measures and in according with the legal requirements.

4. Information on the Retention Period of Personal Data
The retention period of your data depends on the duration of the application process and on whether the application is successful or unsuccessful. If the application is successful, Your data will be stored for the time necessary for the purposes for which it was collected and in any case in order to comply with the Applicable Law (Artt.2946-2947). The photo/audio/video recordings will be kept in order to have a historical memory of the events and institutional activities and, if necessary, used for publications.
In the event of an unsuccessful application, your data will be deleted after the end of the project, which lasts for not more than 12 months.

5. Mandatory or Voluntary Communication of Data and Possible Consequences of a Failure to Provide it
The provision of personal data is voluntary, but refusal could interfere with the correct performance of the purposes, thus rendering the participation in the project impossible.

6. Automated decision-making processes
There are no automated decision-making processes that could produce an adverse legal effect on the data subject or have a similarly significant negative impact upon them.

7. The Data Subject’s Rights
At any time the data subject has the right to request access to their personal data, and to correct or delete that data, or to limit its processing. In addition, the right to lodge a complaint with a supervisory authority. When the data processing is based on consent, the data subject has the right to withdraw that consent at any time. The data subject may also exercise all other rights pursuant to current data protection regulations (art. 15 et seq. GDPR) by writing to the e-mail address: privacy@eurac.edu.