OCEANERA-NET COFUND activities and how we will use personal information

The OCEANERA-NET COFUND project delivers the following activities:

Funding support to companies, universities and research organisations to carry out research and development projects, selected through Joint Calls for proposals
Monitoring of funded research and development projects
Organising events and activities to communicate the work of the project and promote knowledge exchange
Communication activities, including the project website, newsletters, other publications

Personal information we collect

The OCEANERA-NET COFUND Project Partners and associated organisation will collect, use, store and share different kinds of personal information about you. To help you identify these, they have been grouped together as follows:

Identity data: title, forename, surname, job title, work experience relevant to participation in OCEANERA-NET COFUND activity (as part of a project consortium seeking funding or as an evaluator to review project proposals)
Contact data: email address, telephone number, employer’s name, address
Requirements data: dietary requirements, accessibility needs
Enquiry data: enquiries related to the OCEANERA-NET COFUND project
Technical data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the OCEANERA-NET COFUND website
Profile data: Username and password, your preferences, feedback and survey responses
Usage data: Information about how you use our website, products and services, as well as the frequency and pattern of your use
Marketing data: your preferences in receiving information and updates related to the OCEANERA-NET COFUND project

There is also other information that we collect, use, store and share that is not personal information, including:

Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal information but is not considered personal information in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing OCEANERA-NET COFUND on partner sites. However, if we combine or connect Aggregated Data with your personal information so that it can directly or indirectly identify you, we treat the combined data as personal information, which will be used in accordance with this privacy notice.
Anonymised Data is the process of turning personal information into a form which does not identify individuals and where identification is not likely to take place.
Company Data is any information relating to a company, such as the company’s address, financial information, business plans (although these may contain elements of personal information), methodologies, project briefs etc.

Further details on the activities we deliver, and personal information we collect in relation to each activity is set out below.

1. Websites, Enquiries, Events

Website

Personal information we collect

The following types of personal data may be collected if you visit the project website:

Contact data
Technical data
Profile data
Usage data

How we collect personal information

Personal information will be collected directly from you when you:

Visit the OCEANERA-NET COFUND website
Register as a user on the OCEANERA-NET COFUND website

How we will use personal information

To register you with our website
To prepare reports on website usage and statistics

Enquiries

Personal information we collect

The following types of personal data may be collected if you submit an enquiry or register for an event:

Contact data
Enquiry data
Marketing data

How we collect personal information

Personal information will be collected directly from you:

When you submit an enquiry to OCEANERA-NET COFUND

From your employer if they:

Submit an enquiry in which you are copied / mentioned
Nominate you as a contact person for the organisation

How we will use personal information

To process any enquiries which you may submit to OCEANERA-NET COFUND
To provide you with updates / information you have asked for
To invite you to participate in any events or activities delivered by OCEANERA-NET COFUND
For monitoring and evaluating the activities delivered by OCEANERA-NET COFUND

Events

Personal information we collect

The following types of personal data may be collected if you register for an event:

Contact data
Identity data
Requirements data
Marketing data

How we collect personal information

Personal information will be collected directly from you:

When you register for and / or attend a meeting or event

From your employer if they:

Sign you up for an event on your behalf

How we will use personal information

To register you to attend OCEANERA-NET COFUND events
To ask if you have any specific requirements (e.g. dietary, access) so that we can try to ensure these are addressed
To manage bookings, including notifying you of changes or cancellations
For monitoring and evaluating the activities delivered by OCEANERA-NET COFUND
To maintaining our records and audit trail for verification of OCEANERA-NET COFUND activity and expenditure, in relation to the European Union funding of the project, European and national regulations and the audit and reporting obligations of the OCEANERA-NET COFUND project partners

2. OCEANERA-NET COFUND Joint Calls

2.1 Proposals submitted for funding under OCEANERA-NET COFUND Joint Calls:

Personal information we collect

The following types of personal data will be collected as part of a project proposal:

Identity data
Contact data

How we collect personal information

Project proposals relating to OCEANERA-NET COFUND Joint Calls are submitted by the coordinator (lead partner) on behalf of a collaborative project consortium, through an on-line application system hosted on the OCEANERA-NET COFUND website. When submitting a proposal, the coordinator is required to provide information on the partners involved in the proposed project. This will include personal information for the main contact person for each partner in the project and may include personal information for individuals who will be involved in project implementation.

For projects submitted and approved under an OCEANERA-NET COFUND Joint Call, your personal information could come from the following sources:

Directly from you when you:

Register as a user on the OCEANERA-NET COFUND website
Submit an application for funding under an OCEANERA-NET COFUND Joint Call
Participate in a project consortium which applies for funding under an OCEANERA-NET COFUND Joint Call
Participate in a project which receives funding under an OCEANERA-NET COFUND Joint Call
Provide information required for communication and monitoring of a project approved for funding under an OCEANERA-NET COFUND Joint Call

From your employer if they:

Submit or are a consortium partner in a funding proposal under an OCEANERA-NET COFUND Joint Call
Participate in a project which receives funding under an OCEANERA-NET COFUND Joint Call
Provide information required for communication and monitoring of a project approved for funding under an OCEANERA-NET COFUND Joint Call

From the coordinator (lead partner) of a collaborative project if they:

Submit a funding proposal to an OCEANERA-NET COFUND Joint Call on behalf of a consortium in which you and/or your employer have agreed to be a partner
Lead a project which receives funding under an OCEANERA-NET COFUND Joint Call on behalf of a consortium in which you and/or your employer have agreed to be a partner
Provide information required for communication and monitoring of a project approved for funding under an OCEANERA-NET COFUND Joint Call on behalf of a consortium in which you and/or your employer have agreed to be a partner

How we will use personal information

The OCEANERA-NET COFUND project partners and associated organisations involved in a Joint Call will use your personal information for the following purposes:

As a point of contact for funding applications
For processing and evaluation of applications for funding under OCEANERA-NET COFUND Joint Calls:
Project proposals will be appraised by OCEANERA-NET COFUND Project Partners and associated partners to check eligibility under the OCEANERA-NET COFUND Joint Call eligibility criteria and national / regional funding programmes
Project proposals will be reviewed by independent evaluators, appointed by OCEANERA-NET COFUND. The evaluators will have access to personal data contained in project proposals submitted via the on-line application and proposal documents. Evaluators must sign a code of conduct, and declarations of confidentiality and no conflict of interest before being given access to the full proposals.
For monitoring and reporting on projects approved for funding under OCEANERA-NET COFUND Joint Calls
To provide your contact details for information about projects approved for funding under OCEANERA-NET COFUND Joint Calls, including on our website and in publications, but only if you have given written consent for us to do so
For monitoring and evaluating the activities delivered by OCEANERA-NET COFUND
To maintain our records and audit trail for verification of OCEANERA-NET COFUND activity and expenditure, in relation to the European Union funding of the project, European and national regulations and the audit and reporting obligations of the OCEANERA-NET COFUND project partners

2.2 Evaluators of projects submitted under OCEANERA-NET COFUND Joint Calls:

Personal information we collect

The following types of personal data will be collected:

Identity data
Contact data

How we collect personal information

Directly from you when you:

From your employer if they nominate you as an evaluator

From an OCEANERA-NET COFUND Project Partner or associated organisation if they nominate you as an evaluator

How we will use personal information

To contact you to ask if you are able to act as an evaluator
To assess your qualifications and experience for relevance to the OCEANERA-NET COFUND Joint Call Topics
To contact you to ask if you are available to carry out reviews and attend Evaluation Panel meetings
To allocate appropriate project proposals for you to review
To put you in contact with other evaluators asked to review the same project, so that you can discuss the review and agree a consensus evaluation report
To arrange travel and accommodation for you in association with attendance at an Evaluation Panel meeting
To process claims for travel expenses in association with attendance at an Evaluation Panel meeting
To arrange payment of evaluation fees and travel expenses due to you
For monitoring and evaluating the activities delivered by OCEANERA-NET COFUND
To maintain our records and audit trail for verification of OCEANERA-NET COFUND activity and expenditure, in relation to the European Union funding of the project, European and national regulations and the audit and reporting obligations of the OCEANERA-NET COFUND project partners

3. Feedback and Surveys

Personal information we collect

Identity data
Contact data

How we collect personal information

Directly from you when you:

Provide feedback
Complete a survey

How we will use personal information

To send you feedback forms and collect your comments about OCEANERA-NET COFUND activities
To request and collect your input to any surveys or research which may be carried out by OCEANERA-NET COFUND to evaluate our activities or plan for future activities
To analyse feedback and survey responses and produce reports. Note: The data included in reports will be aggregated and anonymised, unless you give us specific written consent to publish a comment.
For monitoring and evaluating the activities delivered by OCEANERA-NET COFUND
To maintain our records and audit trail for verification of OCEANERA-NET COFUND activity and expenditure, in relation to the European Union funding of the project, European and national regulations and the audit and reporting obligations of the OCEANERA-NET COFUND project partners

Who we will share your information with

Personal information will be shared by the OCEANERA-NET COFUND Project Partners and other associated organisations who are involved in an OCEANERA-NET COFUND Joint Call (as detailed above in the OCEANERA-NET COFUND Project Partners and Important Information section).

If your personal information is provided in connection with a project submitted under an OCEANERA-NET COFUND Joint Call, the personal information provided will also be shared with independent evaluators appointed by the OCEANERA-NET COFUND Project Partners to review proposal submitted under Joint Calls. These evaluators will sign a code of conduct and confidentiality declaration before being provided with access to the proposals which contain your personal information.

The information may be shared with the European Commission, the European Court of Auditors and any national audit authorities for the purposes of reporting on the OCEANERA-NET COFUND project, audit and compliance.

Where required to do so by law, we may also share your information with law enforcement agencies.