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Horizon IP Scan Privacy Policy

Data protection notice on the processing of personal data related to the Horizon IP Scan service.

Protecting your privacy is of the utmost importance to us. The Horizon IP Scan team is committed to respecting and protecting your personal data and ensuring your rights as a data subject. All data of a personal nature that identifies you directly or indirectly will be handled fairly, lawfully and with due care.

This processing operation is subject to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC.

 

1. Who is responsible for processing the data?

The data controller of the processing operation is the Head of Unit I-01 EU and place-based Innovation Ecosystems, representing the European Innovation Council and SME Executive Agency (EISMEA) (hereafter "the Agency"), which acts under the powers delegated by the European Commission.

Personal data is processed by the European Research and Project Office GmbH (hereafter Eurice) that operates the service on behalf of the European Commission and represents the Horizon IP Scan Central Coordination Team.

European Research Project Office GmbH

Heinrich-Hertz-Allee 1

66386 St. Ingbert, Germany

Phone: +49 6894 388 130

Fax: +49 6894 388 1389

Email: contact@horizon-ipscan.eu

 

 

2. How do we use your data?

Your data is collected, processed and stored for the purpose of:

  • Processing your Horizon IP Scan service request form;
  • Delivering the Horizon IP Scan service;
  • Compiling anonymised project statistics for project reporting purposes;
  • Exchanging information with the beneficiary of the Horizon IP Scan service, concerning the served project and related services;
  • Receiving feedback on the service provided as part of impact assessment measures.

In case of a successful service application, additional information related to the applicant and/or the respective R&I project they are involved in may be collected and processed for the sole purpose of delivering the service. This data will be treated strictly confidentially and will be subject to an additional confidentiality agreement signed between the Horizon IP Scan Central Coordination Team and the successful applicant.

 

3. What personal data do we process?

The categories/types of data processed are the following:

Personal information:

  • Preferred gender prefix
  • Name and Surname
  • Position in the company
  • Email
  • Telephone number

 

Company information:

  • Company name
  • Company address
  • Company legal form
  • Sector of activity
  • Annual turnover
  • Number of employees
  • Company registration number
  • Company national tax number
  • Horizon 2020/Horizon Europe Participant Identification Code (PIC)
  • Horizon 2020/Horizon Europe project acronym
  • Horizon 2020/Horizon Europe Grant Agreement Number
  • Enterprise Europe Network partner

 

4. Who has access to your personal data and to whom is it disclosed?

Your personal data is only accessible by the Horizon IP Scan Central Coordination Team and the local IP experts involved in the provision of the service, as well as the bodies charged with monitoring or inspection tasks in application of EU law (e.g. internal audits, Court of Auditors, European Anti-fraud Office (OLAF)) and other EU institutions and bodies on a need-to-know basis. Personal data is not used for any other purposes or disclosed to any other recipient nor third parties.

In exceptional cases and upon express consent of the served SME applicant, personal data might be shared with partners from the same project consortium the requested Horizon IP Scan service provision is linked to.

For the service request form, we make use of EUSurvey. Access to your personal data is provided to the European Commission staff responsible for carrying out this processing operations and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

As a result, the staff managing the EUSurvey application have access to your personal data.

This includes:

• The Commission EUSurvey team for purposes of system support and maintenance.

• The infrastructure administrators.

The information we collected by EUSuvey will not be given to any third party, except to the extent and for the purpose they may be required to do so by law.

The Commission will not share user personal data with third parties for direct marketing. In other words, the Commission will not use your personal data to contact you with newsletters, marketing or promotional information. However, we may use your email address to contact you with information or updates regarding EUSurvey.

The full privacy statement of EUSurvey is available here.

 

5. How do we protect and safeguard your information?

We take appropriate technical and organisational measures to safeguard and protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

All personal data related to the projects’ procedures is stored in secure IT applications according to the projects’ quality management and data security standards, as well as in specific electronic folders accessible to authorised recipients only. Appropriate levels of access are granted individually only to the abovementioned recipients.

Each database is password-protected under a single sign-on system and connected automatically to the user’s ID. E-records are held securely to safeguard the confidentiality and privacy of the data therein.

 

6. How can you access your personal information and, if necessary, correct it? How can you receive your data? How can you request that your personal data be erased, or restrict or object to its processing?

You have the right to access, rectify, erase, and receive your personal data, as well as restrict its processing or object to the same, as provided in Articles 17 to 24 of Regulation (EU) 2018/1725.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. You also have the right to have your data completely removed from the database. To modify or remove your personal information completely from our website and database, please send an email to:

contact@horizon-ipscan.eu

Your request will be answered without undue delay, and in any event within 1 month of receipt of the request. However, according to Article 14(3) of Regulation (EU) 2018/1725, this period may be extended by up to 2 months where necessary, taking into account the complexity and number of requests. We will inform you of any such extension within 1 month of receipt of the request, together with the reasons for the delay.

 

7. What is the legal basis for processing your data?

Personal data is processed in accordance with Article 5(1)(a) of Regulation (EU) 2018/1725, which states that ‘processing is necessary for the performance of a task carried out in the public interest’.

Personal data is collected and processed in accordance with the contract signed between the Project Contracting Authority, the Agency, and the contractor of the Horizon IP Scan service, Eurice, as outlined under point 1.

 

8. How long can data be kept?

Personal data will be kept only for the time needed to achieve the purpose for which it is processed.

All data related to the project will be stored for the duration of the project. This is normally 7 years from the start date of the contract.

In the event of a formal appeal, all data held at the time of the appeal will be retained until the completion of the appeal process.

 

9. Contact information

Should you have any queries on the processing of your personal data, please address them to the data controller, the Head of Unit I-01 EU and place-based Innovation Ecosystems,

at:

EASME-COSME-DP@ec.europa.eu

You shall have the right of recourse at any time to the Agency Data Protection Officer at EASME-DPO@ec.europa and to the European Data Protection Supervisor at https://edps.europa.eu.

 

10. Links to other websites

It may be possible that the Horizon IP Scan web page contains links to other sites whose privacy practices may differ. Neither the Horizon IP Scan team nor the European Commission, nor the Agency are responsible for the Privacy Policy of these websites.

We encourage you to read the privacy statements on other web sites you visit, as we have no control over information that is submitted to, or collected by, these third parties.

 

11. Cookies

What is a cookie?

A cookie is a simple text file that is stored on your computer or mobile device while you browse a website by such website’s and allows a website storing you browse preferences such as visits frequency, preferred options, etc.

How do we use cookies?

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended.

The cookie-related information is not used to identify you personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.

How to control cookies

You can control and/or delete cookies as you wish - for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.

 

Website cookies

A list of the different cookies that are used on this website are set out below. We have categorised these to help you understand the type of function the cookies are performing.

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These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies, some of the services you have asked for could not be provided. 

 

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Latest update: 19 March 2021