Privacy policy

The privacy and security of your personal information is very important to us. This privacy policy explains how and why we use your personal data, and what we do to make sure can be confident about giving us your information.  

This policy applies whether you’re a registered member of EMBRIC, EMBRIC staff, or a user of any of our services, or if you visit our website, or email, call or write to us.

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018). When we refer to ‘the legislation’ elsewhere in this policy, we are referring to those regulations.

We’ll never sell your personal data and will only share it with organisations we work with when it’s necessary to do so and the privacy and security of your data is assured.

WHO ARE 'WE'?

In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, it refers to EMBRIC, Sorbonne Université, Campus Jussieu, 4 place Jussieu 75252 Paris Cedex 5. EMBRIC was established in June 2015, receiving funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 654008.

Our website refers to the website hosted by EMBRIC, with the domain embric.eu.

If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to info@embric.eu.

WHAT PERSONAL DATA DO WE COLLECT?

Your personal data (that is any information which identifies you, or which can be identified as relating to you personally - for example, name, address, phone number, email address, home country) will be collected and used by us, but we’ll only collect the personal data that we need.

We collect personal data in connection with specific activities such as membership requests, registration for conference or events, booking a training course, applying for access visits etc.

HOW WE USE YOUR PERSONAL DATA

Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our website and our various services, and activities.  

1. MEMBERSHIP

We use the personal data you provide us with when registering as a user for the purpose of servicing your membership. It is provided as legitimate interest. It includes, but is not limited to: administering your membership, ensuring the security of our website and services, and communicating with you about services: funding opportunities, research calls, EMBRIC-sponsored training events and system notifications. We will normally contact you via email. We never sell your information and we will not pass your information on to a third party, except to partners that help us provide these services.
The accuracy of your information is important to us. If you change your email address, or if any of the other information we hold is inaccurate or out of date, please update your online profile. If you have difficulties, contact us at info@embric.eu.

2. TRAINING COURSES, EVENTS AND CONFERENCES

We use the personal data you provide as a delegate to events for the purpose of managing your attendance. It is provided as legitimate interest. Your data will be used to communicate with you throughout the process, including to confirm we’ve received your registration and payment, to clarify where we might need more detail to fulfil a booking, or to resolve any issues that might arise with your booking. We will retain your data to provide you, by email, with details of our future training courses, events and conferences. Should you at any time prefer us not to retain it for this purpose and ask us not to, we will delete your information.  We never sell your information and we will not pass your information on to a third party, except to partners that help us provide these services, which would be strictly regulated.

3. NEWSLETTER

 We currently send the EMBRIC newsletter by email once every month and occasional communications with information about news and events in the wider Marine Biotechnology Community via press releases (both via SendInBlue). If you wish to receive the EMBRIC news and information, we will collect and process your data on the basis of consent. We never sell or pass your information on to a third party. You are free to change your subscription preferences at any time and remove consent for EMBRIC news and information emails. Should you at any time prefer us not to retain your personal information for this purpose and ask us not to, we will delete your information. You may also click ‘unsubscribe’ from the link which appears on all news emails.

4. APPLYING FOR ACCESS VISITS, TRAINING FUNDING

EMBRIC offers Users from academia and the private sector the opportunity to access our research infrastructures. In order to be considered, they need to submit a proposal through our online portal, which goes through a peer review process. Additional personal data are required in the form of the applicant’s research history and biography. Personal data will be kept private and will only be visible to EMBRIC staff, staff at the chosen access provider who are involved in accommodating the access, and reviewers of the proposal.  
We use the personal data you provide for the purpose of reviewing your application, arranging the services, and to communicate with you throughout the process. We process your data on the basis of the proposal contract (see Terms and Conditions of User Access Applications), which we ask you to agree with at the final stage of the online proposal system. We are required to maintain personal data for the purposes of reporting to the EC, and to comply with national laws relating to financial recording.
As stated in the terms of submission, limited personal information (name, home country) of successful applicants will be published on the EMBRIC website, and may be shared with funders on request.
In certain cases peer reviewers of research proposals may be located outside of the EEA, in which case your proposal data may leave the EU GDPR jurisdiction. If your visit is scheduled for a research infrastructure outside of the EEA, your personal data will be shared with the EMBRIC partner personnel(?) facilitating your visit. All reasonable steps will be taken to ensure that your data are treated securely and in accordance with this privacy policy.
For its Transnational Access program, EMBRIC makes use of the web platform ARIA, developed by Instruct-ERIC. Applicants registered to ARIA agree to deposit their data also to Instruct-ERIC, according to their privacy policy(https://www.structuralbiology.eu/content/privacy-policy).

USE OF "COOKIES" ON OUR WEBSITE

When you visit some pages on our website, your computer may be issued with a small file (a "cookie") for the purposes of managing and improving the services on the website. You can set your browser to refuse cookies or warn you before accepting them. However, some cookies are essential to the operation of the site and if you do refuse such cookies then some or all of the website may not work properly or be available to you. For example, if you refuse to accept the website authentication cookies then you will not be able to log into the website.

YOUR IP ADDRESS

We do also collect full IP addresses in our server logs for security reasons. This information is held as a legitimate interest for the purposes of detecting and preventing unauthorised system access, and ensuring system security.

YOUR DATA PROTECTION RIGHTS

Where EMBRIC is using your personal data on the basis of consent, you have the right to withdraw that consent at any time. Where EMBRIC is using your personal data on the basis of legitimate interest, based on your membership to EMBRIC, you have the right to request that we cancel membership and delete your personal data. You would no longer be able to log-in to the ARIA system or access membership benefits.  

RIGHT OF ACCESS

You are entitled to request a copy of the data we hold on you. In your request, you would need to provide information to confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it. Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex.  
If you would like further information on your rights or wish to exercise them, please write us at EMBRIC, Sorbonne Université, Campus Jussieu, 4 place Jussieu 75252 Paris Cedex 5, or contact us at info@embric.eu.

AMENDMENTS

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with changes to this policy. We may notify you or significant changes to this policy by email.