Privacy and Data Protection

INTRODUCTION

The European Partnership Driving Urban Transitions (DUT) is a network of national and regional organisations programming and funding pan-European research that offers innovative opportunities for driving urban transformations to a sustainable future. In the implementation of its activities, DUT sometimes has to collect and process personal data (i.e. information that can be used to identify or be reasonably associated with a specific person).

The protection of your personal data is an important matter for DUT and we are committed to protecting your privacy and personal data and ensuring you have a positive experience when using our website, receiving our newsletters, participating in our consultations and surveys, visiting our social media channels or participating in any of our activities..

On our website, personal data is collected and stored only to the extent that it is technically necessary and only if you subscribe to a newsletter mailing list, register for an event, submit partner searches, events or news or participate or are involved in a research and innovation funded project. Personal data that we collect are never used for commercial reasons. Your personal data will only be publicly available/visible if you have previously agreed to this.

In case of issue with your personal data, please feel free to contact the DUT partner in charge of your personal data and the following email address: info@dutpartnership.eu.

 

WHAT TYPE OF DATA DO WE PROCESS AND HOW WILL WE USE THE INFORMATION COLLECTED?

We fully respect your right to privacy in relation to your interactions with the DUT website and endeavour to guarantee transparency in our dealings with you as to what information we will collect and how we will use your information. Also, we only collect and use personal information where we are legally entitled to do so and never collect or process data for commercial uses.
Please note that each time we collect data, we endeavour to only collect relevant data.

For the DUT website

DUT uses cookies on its website. Once you open our website, you will be informed on the use of these cookies and have the possibility to accept all the cookies or reject all the non-strictly necessary cookies. Please note that the cookies are only set after we received your express consent.

Strictly necessary cookies: these cookies ensure the proper functioning of the DUT website, as such these cookies cannot be refused.

Non-strictly necessary cookies: when opening the DUT website, you can refuse these cookies.
Performance and Analytics cookies:
these cookies allow DUT to know how many visits are received on our webpages. This allow us to know what most interests our users and help us monitor the impact of our activities. These cookies collected by Google Analytics are only used anonymously by DUT who cannot trace this data back to a specific individual. This data is not merged with other data sources.
Functionality cookies: These cookies are used to enhance the functionality of the website but are non-essential to their use. However, without these cookies, certain functionality (like videos) may become unavailable.

For our newsletters distribution and mailing lists

DUT spreads newsletters and uses a mailing list to communicate on its activities. If you wish to receive our news and be part of our mailing list, please subscribe on our website. You will then be asked to provide your email address, your first and last name, your organisation type, name and scale and your country and your consent to share your personal data. This information is collected to help us send you newsflash and e-mails that are of the most relevant for you.

Consent will be the legal basis used to process your personal data. At any time, you will have the possibility to withdraw your consent by clicking on “Unsubscribe” or sending an e-mail to unsubscribe@dutpartnership.eu. Your personal data will be processed until you no longer want to receive our news and decide to “Unsubscribe”.

Please note that your personal data will be collected using Mailchimp as well as the CRM tool Insightly, both are American processor, contracted by our Swedish communications partner IQ SAMHÄLLSBYGGNAD  (IQS).

Mailchimp is used to manage the DUT mailing list; its servers are located in the United-States. When contracting Mailchimp, IQS signed Standard Contractual Clauses as well as a Data Processing Addendum with Mailchimp to ensure your personal data protection, in accordance with the General Data Protection Regulation. Installation and configuration of Mailchimp is managed by IQS.

Insighlty is CMR tool and fully complies with the EU General Data Protection Regulations: https://www.insightly.com/gdpr/. Subprocessors used by Insightly are listed here https://www.insightly.com/subprocessors/
The Insightly Data Processing Addendum is available on a self service basis for our customers that are processing personal data with Insightly. A Data Processing Addendum has been signed.

After being collected, your data will be processed by IQS as part of the DUT Management.
In case of questions on the DUT mailing list, you can contact the DUT CommunicationsTeam: info@dutpartnership.eu.

For event registration and organisation

DUT organises remote (e.g. webinars) or in person (e.g. conferences, workshop, etc.) events. For these events, DUT will collect and process personal data in order to ensure the good preparation, organisation, run and follow-up of our meetings. For this purpose, for the time being the website of the Joint Programming Initiative Urban Europe is used. JPI Urban Europe is DUT’s predecessor programme. JPI Urban Europe’s Privacy policy and Terms of service are available on https://jpi-urbaneurope.eu/contact/.

If you submit personal data to us via a website to register for an event this data will be treated as confidential and will only be shared with our partners involved in the organisation and for the sole purpose of this event.

The following personal data can be collected in the context of events: first and last name, email address, organization name, job title, type of organisation, country, town, if you have already participated in any DUT event before. You will also be requested to accept the JPI UE Privacy Statement. If you do not wish to allow us the use of your name and/or image, please inform the event organisers prior to the event. The event organisers will inform the communication team of your wishes. We also collect information when you voluntarily complete surveys or provide feedback.

Your personal data will be processed through online tools and through an files stored in a secured device. Only the DUT Management Team (hosted by FFG – Austrian Research Promotion Agency) and the DUT partner in charge of organising the meeting will have an access to your personal data and will be the controllers of your personal data.

We may want to publish a list of attendees before and or after our events. Please note that we will always ask for your formal consent to share your data in the registration forms through which we will collect your personal data.

During events, pictures may be taken to promote and communicate on the DUT activities. These pictures may be published on our website, and on social media (LinkedIn).

For presentations at events organised by DUT

If you accept to give a presentation at an event organised by DUT, your initial consent will be collected and shared with the DUT partners in charge of the organisation, management and communication of the event. You are responsible for the personal data mentioned in your presentation. We may upload your presentation on our website if we have your consent.

You will be informed prior to the event by the organisers of the status of the meeting (internal or public) and if any online broadcast is foreseen to allow additional participation to external audience.

If live streaming is used to webcast some presentations to DUT partners and the general public, the webcast will consist of slides, audio and possibly video. The organisers of the event will request your consent to live streaming of your presentation and following exchanges.

For our consultations and surveys

From time to time DUT conducts consultations and surveys to improve the services and activities we provide towards researchers and stakeholders, improve our communication tools, consult academic and non-academic stakeholders on our strategy, priorities and activities, better understand the needs of academic and non-academic stakeholders, etc.

If you submit personal data to us when participating to one of our consultations or surveys, this data will be treated as confidential and will only be shared with our partners involved in the organisation of the consultation or survey and for the sole purpose of the consultation or survey.
In case we would like to disclose personal data in the context of a survey or consultation, we will always ask for your formal consent to share your personal data in the forms through which will collect your answers to the survey and/or consultation.

Please note that we may also develop, share and/or publish analysis and/or reports based on the answers received in our surveys or consultations. Yet the data will be treated anonymously and it will not be possible in the analysis and/or reports to trace this data back to a specific individual (except if you gave a formal consent).

The following personal data may be collected in our surveys or consultations: first and last name, email address, name of organisation, position in the organisation, country, professional background, type of organisation.

Your personal data will be processed through an online form (such as: EU survey, Google Forms, Microsoft Forms, Mailchimp, LimeSurvey) and through a files stored in a secured device. Only the DUT Management Team and the DUT partner in charge of organising the consultation or survey will have an access to your personal data.

For queries to DUT

When you send us personal data in the context of queries, it will be used solely for correspondence purposes. You consent to forwarding your personal data among DUT to facilitate an appropriate response.

For our YouTube and LinkedIn tools

Youtube: The DUT Partnership uses YouTube to share videos that DUT produces or the videos produced by the DUT partners with a broad public. The objectives of these videos are to spread knowledge on DUT and urban-related matter and inform you on the activities of the DUT network.

If you visit our YouTube channel, watch, like or comment our videos, please note that you agree with the YouTube terms and conditions and may share at your own risk personal data shared in public on social platforms. If you watch, like or comment our videos, please be aware that we may read your comments and use statistical indicators (number of likes and dislikes, number of views) to manage our communication strategy. If needed, we may delete your comments. These statistical indicators will never be used for commercial purposes.

We care about the security and protection of personal data of the users of the DUT YouTube channel, so please note that we will not use any of your personal details obtained in this communication (comments for instance) and may delete your comment if it contains your personal data. We may also delete your comments if they contain hateful, racist, insulting or irrelevant content.

For more information on the use by YouTube of personal data please consult:

YouTube Terms of Service: https://kids.youtube.com/t/terms
Google Privacy policy: https://policies.google.com/privacy?hl=en-US

LinkedIn: The DUT Partnership uses LinkedIn to spread work and activities with a broad public. If you visit our LinkedIn profile: https://www.linkedin.com/company/dut-partnership, react, share and comment our posts, please note that you agree with the LinkedIn terms and conditions and may share at your own risk personal data shared in public on social platforms.

Please be aware that we may read your comments and use statistical indicators (number of reactions, nature of the reactions: like, bravo, love, instructive and interesting, number of views) to manage our communication strategy. These statistical indicators will never be used for commercial purposes.

We care about the security and protection of personal data of the users of the DUT LinkedIn profile, so please note that we will not use any of your personal details obtained in this communication without your formal consent (comments for instance) and may report your comment for abusive content if they contain your personal data. We may also report an abusive comment on one of our post if they contain hateful, racist, insulting or irrelevant content.

For more information on the use by LinkedIn of personal data please consult:

LinkedIn Data Processing Agreement (agreement that governs the processing of personal data on LinkedIn, mentions the requirement of LinkedIn and of the creator of a LinkedIn profile): https://www.linkedin.com/legal/l/dpa
LinkedIn Privacy Policy: https://www.linkedin.com/legal/privacy-policy

 

WHO WE SHARE DATA WITH

We will not share your information with organisations outside of the DUT Partnership. We may use a third-party service provider to send out our newsletter and administer our mailing list, to help us run the website or services available on the website. Any third parties who access your data in the course of providing services on our behalf are subject to strict contractual restrictions to ensure that your data is protected, in compliance with General Data Protection Regulation.

 

WHAT RIGHTS DO YOU HAVE?

As a data subject, you have the following rights:

    • the right to update your personal data or correct any mistakes in your personal data;
    • the right to ask us to stop contacting you;
    • rights in relation to automated decision taking;
    • the right to restrict or prevent your personal data being processed;
    • the right to have your personal data ported to another data controller;
    • the right to lodge a complaint with your supervisory authority
    • the right to complain to the Data Protection Controller of the controller in charge of our services if you believe we have not handled your personal data in accordance with the rules in vigour

Right to information

At any time, you have the right to obtain information on the data stored about you, its origin and recipients and the purpose of the storage. Information on the data stored can be obtained (email to info@dutpartnership.eu).Requests for your personal data must be made to us specifying what personal data you need access to, and a copy will be retained on our files. To help us locate the information, please give us as much information as possible about the type of information you would like to see.

Right to correct your personal data or correct any mistakes in your personal data

It is your responsibility that all of the personal data provided to us is accurate and complete. If any information you have given us changes, please let us know as soon as possible.
If you would like to do so, please: Email us to DUT(at)dutpartnership.eu; Include enough information to

    • identify you (e.g. name, registration details); and
    • specify which information is incorrect and what it should be replaced with.

If we are required to update your personal data, we will inform recipients to whom that personal data have been disclosed (if any), unless this proves impossible or has a disproportionate effort.

Right to erasure

In accordance with the Data Protection Legislation, you can ask us to erase your personal data where:

    • you do not believe that we need your personal data in order to process it for the purposes set out in this Policy;
    • if you had given us consent to process your personal data, you withdraw that consent and we cannot anymore legally process your personal data;
    • you object to our processing and we do not have any legal basis for continuing to process your personal data;
    • your data has been processed unlawfully or have not been erased when it should have been; or
    • the personal data have to be erased to comply with law.

Where you have requested the erasure of your personal data, we will inform recipients to whom that personal data have been disclosed, unless this proves impossible or involves disproportionate effort. We will also inform you about those recipients if you request it.

Contact us

Please contact us if you have any question s about our privacy policy or information we hold about you: info@dutpartnership.eu

Supervisory authority

If you have an complaint contact the supervisory authority Austrian Data Protection Authority:

Austrian Data Protection Authority
Österreichische Datenschutzbehörde
Hohenstaufengasse 3
AT-1010 Vienna

Telephone: +43 1 531 15-20 25 25
Fax: +43 1 531 15-20 26 90
E-Mail: dsb@dsb.gv.at