Vitalise-Project / Privacy policy

VITALISE Project Privacy Policy

1       Terms of Use

These Terms of Use are applicable to all users of this website (“Website”). Users should read, understand and accept these Terms when using any of the services provided via this Website. If a given user has not done this or does not agree with the contents of these Terms of Use, that user should not make use of any of the services provided via this Website.

By accepting these Terms of Use the user enters into an agreement with ViLabs OE, with registered offices in Technopolis ICT Business Park, 55535, Pylaia, Greece, made up by the contents of these Terms, in order to regulate the user’s access and use of the Website. Users which accept these Terms of Use hereby represent and warrant that:

  • They accept to be bound by these Terms of Use, as Website users – either individually, or in representation of an organisation;
  • They are at least 18 years old;
  • They are capable, under the terms of the law applicable to them, to be legally bound by and comply with these Terms of Use;
  • Their use of the Website will be carried out in accordance with all applicable laws and regulations.

In the event of doubts concerning the Terms of Use, ViLabs may be contacted at: info@vitalise-project.eu.

For information on the processing of personal data on users which is carried out via the Website, please see the Privacy Policy.

1.1     Services provided via the Website

Access to services provided via the Website (“Services”) is, in part, restricted to users, although some Services are open to all Website users.

Newsletters and communications: ViLabs will include members of VITALISE within specific mailing lists, to ensure that those members are kept updated regarding important news and events related to the Website’s scope, by sending out informative newsletters and other communications to registered users (unless they opt-out of this).

Events: VITALISE may organise meetings for its community of registered users, which take place in different places around Europe and beyond, seeking to bring together a unique community of Living Labs and individuals interested in the Living Lab offerings and methodology to pursue the specific objectives of VITALISE project. Via the Website, registered users are able to sign-up to attend events and webinars for free or at a cost (paid via an external payment processor). More information on Events can be found at: https://vitalise-project.eu/events/

Submission of applications: The Website also allows users to respond to different open calls made by VITALISE, including to apply to certain positions/functions within VITALISE (namely, Harmonisation Board, Harmonisation Body, Joint Research Activities, Transnational Access, Virtual Access and Capacity Building and Trainings), to apply to participate in upcoming VITALISE events.

User support: Any questions concerning VITALISE’s activities and the operation and use of the Website in general can be addressed to info@vitalise-project.eu.

1.2     Copyright / Intellectual Property

Users of the Website may download or print copies of any and all materials on the Website for personal use. None of the information on this Website may be copied, distributed or transmitted in any way for commercial use without ViLabs’ written consent. For any materials downloaded from this Website, source and references must be acknowledged.

1.3     Liability

The material on this Website is provided for general information only. VITALISE makes no representations or warranties as to the accuracy or completeness of any materials and information incorporated thereto and contained on this website. ViLabs has a policy of continuous improvement of its communication and reserves the right to make improvements or changes to the online content without notice.

The use of the material (or any information incorporated thereto), in whole or in part, contained in this Website is the user’s sole responsibility. ViLabs disclaims any liability for any damages whatsoever including, without limitation, direct, indirect, incidental and/or consequential damages resulting from access to the website and use of the materials provided therein.

ViLabs makes no representations about websites accessed through this Website which are not maintained, controlled or created by ViLabs. ViLabs does not endorse these sites and is not responsible for their content.

2       Privacy Policy

(DATACONTROLLER =) ViLabs OE, with registered offices in Technopolis ICT Business Park, 55535, Pylaia, Greece, committed to protecting the online privacy of the users of this website (“Website”).

As such, this Privacy Policy has been written in order to allow you to understand ViLabs’ policy regarding your privacy, as well as how your personal information will be handled when using the Website. This Privacy Policy will also provide you with information so that you are able to consent to the processing of your personal data in an explicit and informed manner, where appropriate.

In general, any information and data which you provide to ViLabs over the Website, or which is otherwise gathered via the Website by ViLabs, in the context of the use of Website’s services (“Services”) as better defined in Section 3 below, will be processed by ViLabs in a lawful, fair and transparent manner. To this end, and as further described below, ViLabs takes into consideration internationally recognised principles governing the processing of personal data, such as purpose limitation, storage limitation, data minimisation, data quality and confidentiality.

2.1     Data controller

ViLabs, as identified at the top of this Privacy Policy, is the data controller regarding all personal data processing carried out through the Website. You can contact ViLabs with any questions related to this Privacy Policy or the ViLabs’ personal data processing practices by sending a written communication to info@vitalise-project.eu.

2.2     Personal Data processed

When you use the Website, ViLabs will collect and process information regarding you (as an individual) which allows you to be identified either by itself, or together with other information which has been collected. ViLabs may also be able to collect and process information regarding other persons in this same manner, if you choose to provide it to ViLabs, also via the Website.

This information may be classified as “Personal Data” and can be collected by ViLabs both when you choose to provide it (e.g., when you subscribe to the newsletter or request other Services provided by ViLabs over the Website) or simply by analysing your behaviour on the Website.

Personal Data which can be processed by ViLabs through the Website are as follows:

2.2.1     Name, contact details and other Personal Data

In various areas of the you will be asked to submit information about yourself, such as your name, professional title, organisation name/type, primary (and secondary) domain of work/expertise and e-mail address. Mandatory fields will be marked as such in the online registration forms – it is not possible to process your registration if any of the mandatory fields are left incomplete.

In addition, whenever you communicate with ViLabs by submitting a general enquiry or a support ticket via the Website, as well as whenever you participate in surveys which may be available on the Website, ViLabs may collect additional information which you choose to provide.

Regarding any applications received, ViLabs may assess the professional social media accounts (e.g. LinkedIn, Twitter) or professional websites of candidates, where publicly available or disclosed by the candidate, as necessary to gain insight as to a candidate’s suitability for the position/function to which the candidate applied.

When signing up for an event via the Website (such as a workshop organised or promoted by the Website), you will also be asked to provide details such as your name, the dates on which you will be attending and other information of relevance for the management of your attendance. Your payment details (including debit/credit card number and bank account details as needed) will be processed via an external payment gateway.

 

2.2.2     Special categories of Personal Data

When signing up for an event via the Website (such as a workshop organised or promoted by the Website), you will also be asked whether you have any special dietary/access requirements which might need accommodation. These Personal Data may potentially qualify as “health data” or “data revealing your religious/philosophical beliefs”, which are special categories of personal data under Art. 9 GDPR, and will be processed only with your explicit consent.

Certain areas of the Website may include free text fields, where you can write messages to ViLabs or otherwise allow you to post various types of content on the Website, which may contain Personal Data. Where these fields are completely free, you may use them to disclose (inadvertently or not) more sensitive categories of Personal Data, such as data revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership. The content you upload in these fields may also (inadvertently or not) include other types of sensitive information relating to you, such as your genetic data, biometric data or data concerning your health, sex life or sexual orientation.

ViLabs asks that you do not disclose any sensitive Personal Data on the Website, unless you consider this to be strictly necessary. As it is totally optional to provide this information, if you nonetheless choose to do so, please mind that ViLabs requires your explicit consent to process this sort of Personal Data (which can be provided, e.g., by declaring that you “explicitly consent to the processing of my special categories of personal data for the purpose of assessing my candidacy”).

2.2.3     Other persons’ Personal Data

As mentioned in the previous section, certain areas of the Website include free text fields where you can write messages to ViLabs, or otherwise allow you to post various types of content on the Website. These messages and content may (inadvertently or not) include Personal Data related to other persons.

In any situation where you decide to share Personal Data related to other persons, you will be considered as an independent data controller regarding that Personal Data and must assume all inherent legal obligations and responsibilities. This means, among other things, that you must fully indemnify ViLabs against any complaints, claims or demands for compensation for damages which may arise from the processing of this Personal Data, brought by the third parties whose information you provide through the Website.

As ViLabs does not collect this information directly from these third parties (but rather collects them, indirectly, from you), you must make sure that you have these third parties’ consent before providing any information regarding them to ViLabs; if not, then you must make sure there is some other appropriate grounds on which you can rely to lawfully give ViLabs this information.

2.2.4     Browsing data

The Website’s operation, as is standard with any websites on the Internet, involves the use of computer systems and software procedures, which collect information about the Website’s users as part of their routine operation. While ViLabs does not collect this information in order to link it to specific users, it is still possible to identify those users either directly via that information, or by using other information collected – as such, this information must also be considered Personal Data.

This information includes several parameters related to your operating system and IT environment, including your IP address, location (country), the domain names of your device, the type of device, the URI (Uniform Resource Identifier) addresses of resources you request on the Website, the time of requests made, the method used to submit requests to the server, the dimensions of the file obtained in response to a request, the numerical code indicating the status of the response sent by the server (successful, error, etc.), and so on.

These data are used to compile statistical information on the use of the Website, to ensure its correct operation, as well as restore backup from possible failures of the Website and identify any faults and/or abuse of the Website. Save for this last purpose, these data are not kept for more than 60 business days.

2.2.5     Cookies

2.2.5.1     Introduction

  1. https://vitalise-project.eu/ website uses cookies.
  2. By using https://vitalise-project.eu/ and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

21.2.5.2     Credit

  1. This document was created using a template from SEQ Legal (https://seqlegal.com/).

2.2.5.3     About cookies

  1. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
  2. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
  3. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
  4. Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website.

2.2.5.4     Our cookies

  1. We use only session cookies on our website.
  2. The names of the cookies that we use on our website, and the purposes for which they are used, are set out below:
  3. We use WordPress Cookies to recognize a computer when a user visits our website, track users as they navigate the website, improve the website’s usability and to facilitate the use of our website search.
  4. Analytics cookies
  5. We use Google Analytics to analyse the use of our website.
  6. Our analytics service provider generates statistical and other information about website use by means of cookies.
  7. The analytics cookies used by our website have the following names: _ga, _gat, __utma, __utmt, __utmb, __utmc, __utmz and __utmv.
  8. The information generated relating to our website is used to create reports about the use of our website.
  9. Our analytics service provider’s privacy policy is available at: https://policies.google.com/privacy.
  10. Third party cookies
  11. We don’t have 3rd party cookies
  12. Blocking cookies
  13. Most browsers allow you to refuse to accept cookies; for example:
  14. In Internet Explorer (version 11) you can block cookies using the cookie handling override settings available by clicking “Tools”, “Internet Options”, “Privacy” and then “Advanced”;
  15. In Firefox (version 44) you can block all cookies by clicking “Tools”, “Options”, “Privacy”, selecting “Use custom settings for history” from the drop-down menu, and unticking “Accept cookies from sites”; and
  16. In Chrome (version 48), you can block all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Content settings”, and then selecting “Block sites from setting any data” under the “Cookies” heading.
  17. Blocking all cookies will have a negative impact upon the usability of many websites.
  18. If you block cookies, you will not be able to use all the features on our website.
  19. Deleting cookies
  20. You can delete cookies already stored on your computer; for example:
  21. In Internet Explorer (version 11), you must manually delete cookie files (you can find instructions for doing so here);
  22. In Firefox (version 44), you can delete cookies by clicking “Tools”, “Options” and “Privacy”, then selecting “Use custom settings for history” from the drop-down menu, clicking “Show Cookies”, and then clicking “Remove All Cookies”; and
  23. In Chrome (version 48), you can delete all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Clear browsing data”, and then selecting “Cookies and other site and plug-in data” before clicking “Clear browsing data”.
  24. Deleting cookies will have a negative impact on the usability of many websites.
  25. Cookie preferences
  26. Are there no cookie preference management facilities available to users on the website.

2.2.5.5     Our details

  1. This website is owned and operated by ViLabs OE.
  • We are registered in Greece
  • Our principal place of business is at Technopolis ICT Business Park VEPE Technopoli, Pylaia Building Γ2, Office 3.1 Thessaloniki, Greece
  • You can contact us: by post, using the postal address ViLabs OE, Technopolis ICT Business Park VEPE Technopoli, Pylaia Building Γ2, Office 3.1 Thessaloniki, Greece
  • by telephone, on +302310365185

2.3     Purposes of processing

ViLabs intends to use your Personal Data, collected through the Website, for the following purposes:

  1. To allow you to participate in different areas over the Website and exchange information/documents with other participants, to verify your identity for any of the Website’s registration services, to send you informative newsletters and other communications (linked to the collaborative areas which you participate in), to respond to your enquiries and requests for support, and to provide any other Services which you may request (“ Service Provision”);
  2. To process your sign-up/registration forms for events and webinars hosted or supported by the Website, process your payment details for associated fees, track event attendance and publish attendee lists online (“Events/Webinars”);
  3. To assess applications submitted via the Website, such as collaborating opportunities or for participating to events organised or sponsored by the Website, among others (“Applications”);
  4. For marketing, promotional and publicity purposes, including to carry out direct marketing, market research and surveys, via e-mail, through push notifications / pop-up banners, through the Website’s official social media pages, […], regarding upcoming events organised by the Website, as well as events hosted by selected third parties (“Marketing”);
  5. For future marketing, promotional and publicity purposes, by sending you direct e-mail marketing communication regarding events hosted and Services provided by the Website and which are of an identical or similar scope to those which you have previously signed up for or acquired via the Website (“Soft Opt-in”);
  6. To create a profile of you as a Website user, through the use of profiling cookies and by collecting and analysing information on the preferences you select and choices you make in the Website, as well as your general activities on the Website. This profile will be used to give you information about other websites / services you may be interested in, and to show you information and advertisements which may be relevant to you and your interests. All algorithms involved in this processing are regularly tested, to ensure the processing’s fairness and control for bias (“ Profiling”);
  7. For compliance with laws which impose upon ViLabs the collection and/or further processing of certain kinds of Personal Data (“ Compliance”);
  8. For development and administration of the Website, in particular by use of data analytics regarding how you and other users make use of the Website, as well as the information and feedback you provide, to improve our offerings (“Analytics”);
  9. To prevent and detect any misuse of the Website, or any fraudulent activities carried out through the Website, including by carrying out internal audits (“Misuse/Fraud”).

2.4     Grounds for processing and mandatory / discretionary nature of processing

ViLabs’ legal bases to process your Personal Data, according to the purposes identified in Section 3, are as follows:

  1. Service Provision: processing for these purposes is necessary to provide the Services and, therefore, is necessary for the performance of a contract with you – Art. 6(1)(b) GDPR. It is not mandatory for you to give ViLabs your Personal Data for these purposes; however, if you do not, ViLabs will not be able to provide any Services to you.
  2. Events/Webinars: processing for these purposes is generally necessary to allow the ViLabs Team to respond to your request to sign up for an event/webinar and, therefore, is necessary for the performance of a contract with you – Art. 6(1)(b) GDPR. However, the tracking of event attendance and publication of attendee lists is done on the basis of the Website’s interests in managing events and allowing other participants to become aware of persons taking part at the event – Art. 6(1)(f) GDPR. It is not mandatory for you to give ViLabs your Personal Data for these purposes; however, if you do not, ViLabs will not be able to process your registration for an event/webinar.
  3. Applications: processing for this purpose is needed in order for ViLabs to be able to consider your application and, therefore, is necessary to take steps at your request before (potentially) entering into a contract – Art. 6(1)(b) GDPR. It is not mandatory for you to give ViLabs your Personal Data for these purposes; however, if you do not, ViLabs will not be able to consider your applications.
  4. Marketing: processing for these purposes is based on your consent – Art. 6(1)(a) GDPR. It is not mandatory for you to give consent to ViLabs for use of your Personal Data for these purposes, and you will suffer no consequence if you choose not to give it (aside from not being able to receive further marketing communications from ViLabs). Any consent given may also be withdrawn at a later stage (please see Section 8 for more information).
  5. Database Publication: processing for this purpose is based on your consent – Art. 6(1)(a) GDPR. It is not mandatory for you to give consent to ViLabs for use of your Personal Data for these purposes, and you will suffer no consequence if you choose not to give it. Any consent given may also be withdrawn at a later stage (please see Section 8 for more information).
  6. Soft Opt-In: processing for these purposes is based on ViLabs’ interest in sending you direct e-mail marketing communication regarding events and Services provided by ViLabs and which are identical or similar to those you have previously signed up for or acquired through the Website – Art. 6(1)(f) GDPR. You can block these communications, and you will suffer no consequence if you do so (aside from not being able to receive further communications from the Website), by objecting through the link provided at the bottom of all such communications.
  7. Profiling: processing for this purpose is based on your consent, collected by means of the cookie pop-up banner and/or a specific tick box – Art. 6(1)(a) GDPR. It is not mandatory for you to give consent to ViLabs for use of your Personal Data for this purpose, and you will suffer no consequence if you choose not to (aside from not being able to benefit from greater personalisation of your user experience regarding the Website). Any consent given may also be withdrawn at a later stage (please see Section 8 for more information).
  8. Compliance: processing for this purpose is necessary for ViLabs to comply with its legal obligations – Art. 6(1)(c) GDPR. When you provide any Personal Data to ViLabs, ViLabs must process it in accordance with the laws applicable to it, which may include retaining and reporting your Personal Data to official authorities for compliance with tax, customs or other legal obligations.
  9. Analytics: Information collected for this purpose is used to allow ViLabs to understand how users interact with the Website and to improve the Website accordingly, with the aim to providing a better user experience – Art. 6(1)(f) GDPR.
  10. Misuse/Fraud: Information collected for this purpose is used exclusively to prevent and detect fraudulent activities or misuse of the Website (for potentially criminal purposes) – Art. 6(1)(f) GDPR.

2.5     Recipients of Personal Data – Data Processors

Your Personal Data may be shared with the following list of entities (“Data Processors”):

The following entities are engaged in order to provide or support the Website and Services (e.g., hosting providers, e-mail platform providers, technical maintenance providers Website administrators and Website user administrators):

ViLabs (CY) LTD, Victory House, 205, Archbishop Makarios Avenue, Limassol, 3030, Cyprus.

2.6     Other Recipients of Personal Data

Your Personal Data may be shared with the following list of persons / entities (“Recipients”):

Persons, companies or professional firms providing the ViLabs with advice and consultancy regarding accounting, administrative, legal, tax, financial and debt collection matters related to the provision of the Services and which act typically as data processors on behalf of ViLabs;

Persons authorised by ViLabs to process Personal Data needed to carry out activities strictly related to the provision of the Services, who have undertaken an obligation of confidentiality or are subject to an appropriate legal obligation of confidentiality (e.g., members of the team operating the Website, and other functions with access to Personal Data processed via the Website);

Public entities, bodies or authorities to whom your Personal Data may be disclosed, in accordance with the applicable law or binding orders of those entities, bodies or authorities.

Additionally, with your consent, some of your Personal Data may be published in the webpages available online at the Website. Furthermore, when you sign-up for an event, you will be listed in attendee lists made available on the Website.

More information on these transfers is available upon written request to the Website Managing Team at the following address: info@vitalise-project.eu.

2.7     Retention of Personal Data

Personal Data processed for Service Provision and Events/Webinars will be kept by ViLabs for the period deemed strictly necessary to fulfil such purposes – in any case, as these Personal Data are processed for the provision of the Services, ViLabs may continue to store this Personal Data for a longer period, as may be necessary to protect ViLabs’ interests related to potential liability related to the provision of the Services.

Personal Data processed for Applications will be kept by ViLabs for up to 5 years. ViLabs may contact applicants before the expiration of this period, in order to request an extension of the retention period.

Personal Data processed for Database Publication, Marketing and Profiling will be kept by ViLabs from the moment you give consent until it is withdrawn. Where it is not withdrawn, consent will be renewed at fixed intervals. Once consent is withdrawn (or not given, following a renewal), Personal Data will no longer be used for these purposes, although it may still be kept by ViLabs in particular as may be necessary to protect ViLabs’ interests related to potential liability related to this processing.

Personal Data processed for Soft Opt-In will be kept by ViLabs from the moment where it is provided by you to ViLabs (in the context of registrations for events or Services requested via the Website) until you object to this processing. Once you have objected, Personal Data will no longer be used for these purposes, although it may still be kept by ViLabs, in particular as may be necessary to protect ViLabs’ interests related to potential liability related to this processing.

Personal Data processed for Compliance will be kept by ViLabs for the period required by the specific legal obligation or by the applicable law.

Personal Data processed for preventing Misuse/Fraud will be kept by ViLabs for as long as deemed strictly necessary to fulfil the purposes for which it was collected.

More information on applicable retention periods is available upon written request to the Website Managing Team at the following address: info@vitalise-project.eu.

2.8     Data subjects’ rights

As a data subject, you are entitled to exercise the following rights before ViLabs, at any time:

  1. Access your Personal Data being processed by ViLabs (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 ViLabs, where it may be inaccurate or incomplete;
  3. Request erasure of your Personal Data being processed by ViLabs, 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 ViLabs, 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 ViLabs from processing your Personal Data; or
  7. Withdraw your consent to processing (for Marketing, Database Publication, Soft Opt-in, and Profiling).

Please note that most of the Personal Data you provide to ViLabs can be changed at any time, including your e-mail preferences, by accessing, where applicable, your user profile created on the Website.

You can also withdraw consent for Marketing (for communications received via e-mail) or object to Soft Opt-In 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.

Consent for Profiling carried out by cookies may be withdrawn as described in Section 2(e). Where consent for Profiling was given via a specific tick box, you may withdraw this consent by changing your preferences, at any time, within your user profile created on the Website, where applicable.

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@vitalise-project.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.

2.9     Amendments

This Privacy Policy entered into force on 01/05/2021.

ViLabs reserves the right to partly or fully amend this Privacy Policy, or simply to update its content, e.g., as a result of changes in applicable law. The Website Managing Team will inform you of such changes as soon as they are introduced, and they will be binding as soon as they are published on the Website. The Website Managing Team therefore invites you to regularly visit this Privacy Policy in order to acquaint yourself with the latest, updated version of the Privacy Policy, so that you may remain constantly informed on how ViLabs collects and uses Personal Data.