Privacy Notice

Privacy notice for the participantsin the Mentoring Programme “Shape the future of a Researcher coming to Europe” – part of the EURAXESS TOP IV Project “EURAXESS Open to the World”

Sofia University “St. Kliment Ohridski” (hereinafter referred to as “the Controller”, the “Mentoring Programme Coordinator”, “the University” or “we”) performs its activities in accordance with the EU Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data. This document aims to inform you about all aspects of the collection and processing of your personal data by the Mentoring Programme Coordinator and the rights you have in relation to that processing.

Contact details of the Data Controller:

Sofia University “St. Kliment Ohridski”, telephone: (+359 2) 9308 200, address 15, Tzar Osvoboditel Blvd., 1504 Sofia, Bulgaria

Contact details of the Data Protection Officer:

Assoc. Prof. Eliza Stefanova, PhD, e-mail: dpo@uni-sofia.bg, telephone: (+359 2) 9308 423, address 15, Tzar Osvoboditel Blvd., Room 12, 1504 Sofia, Bulgaria

Contact details of the EURAXESS BHO at Sofia University “St. Kliment Ohirdski”:

Mrs. Mariya Greenwood, Project Manager, email: mentoring@fmi.uni-sofia.bg, telephone: (+359 2) 9713 509, address 125, Tsarigradsko shosse Blvd, Bl.2, floor 3, 1113 Sofia, Bulgaria

You can find the full text of the Privacy notice of the Sofia University “St. Kliment Ohridski” on our website: https://www.uni-sofia.bg/

What personal data does the University collects foryou as participant in the Mentoring Programme “Shape the future of a Researcher coming to Europe” – part of the EURAXESS TOP IV Project

The Mentoring Programme Coordinator collects and processes the following categories of personal data for registration for taking part in the Mentoring Programme “Shape the future of a Researcher coming to Europe” as well as for participation in the Programme and completing the Mentoring Evaluation Form at the end of the mentoring:

1.1. Your name, email address, telephone number (optional), research experience, education/degree, research profile, research field, current country (the country you are currently living/working), countries of interest (where you want or plan to study, work or have a research project), ORCID/LinkedIn/ Research Gate Profile (optional) – This information is provided by you when you register online for taking part in the Mentoring Programme for the purpose of the registration and after your successful match by the system based on the ‘Criteria for matchmaking’, described in Section “Getting Involved” the collected data is used for the purpose of carrying out the Mentoring Programme.

The University processes these data on the legal ground of given explicit consent.

1.2. Country, education/degree, etc. – This information is provided by you when you complete and send the Evaluation form for mentees/mentors. The responses you give in the Mentoring Evaluation Form will be processed for analysis and will be shown in project reports as numbers and general feedback and no personal data will be included in them. It will not be possible to identify the source of the information.

The University processes these data on the legal ground of given explicit consent.

The University does not process any more data about you than is necessary for carrying out the Mentoring Programme and fulfilling its obligations as a beneficiary under projects, funded by EU Research and Innovation programme Horizon 2020, namely to keep all records and data collected and recorded during the project’s implementation phase for a period of five years after the end of the project.

How does the University store your personal data?

The University keeps the personal data of the participants for the period of the Mentoring Programme and five years after the end of the project for the participants unless you decide to cancel it before. If you should decide to deny your consent, please contact the Mentoring Programme Coordinator and let her/him know of your intention of leaving the programme.

The University stores your personal data in a secure, controlled access environment by taking adequate measures to prevent unauthorized access to or loss of your information, breakthroughs in our information systems, data destruction, etc. In the event that there is a risk of breach of the protection of your personal data, we will take appropriate actions and inform you promptly.

What rights do you have with respect to your personal data that the University processes?

You may ask the University to give you access to the personal data processed for you, to request rectification or completion of your information, to receive the data processed for you in a machine-readable format, to object to the processing of your data, limit their processing, and withdraw your consent to processing, or request that all data be erased if the conditions and legal prerequisites are met.

You can exercise your rights by requesting by e-mail.

You can exercise all your rights regarding the protection of your personal data via the forms attached to this Privacy notice. Of course, these forms are not obligatory, and you can address your requests in any form, which contains a statement for that and identifies you as the data subject.

You have the right to report or complain about concerns about violation of your personal data protection rights to the competent regulatory body: Commission for Personal Data Protection, 2, Prof. Tsvetan Lazarov Blvd., 1592 Sofia, Bulgaria, www.cpdp.bg.

Who can we provide your personal information to?

The University processes your personal data as a joint-controller and nothing of the provided personal data will be handled out to third parties. The information may be shared between any of the other partners participating in this Project in an anonymous form.

It is possible, at the request of a state or judicial authority, and subject to a legal obligation, the University may disclose your personal data, including for national security purposes.

You can find the full text of the Privacy notice of the Sofia University “St. Kliment Ohridski” on the website: https://www.uni-sofia.bg/

 

AppendixNo 1

Exemplary forms of withdrawal of consent for processing purposes

Your name*:

Personal identification number (if you have such)*:

Feedback data (e-mail, phone number)*:

To

☐I withdraw my consent for collection, processing and storage of the following personal data, provided by me:

☐All personal data provided by me

☐Only these data ……………………………………………………………….

for the following purposes:

☐Following purposes: ……………………………..………………………...….

☐All purposes

In case of violation of your rights under the abovementioned or under the applicable data protection legislation, you have the right to make a complaint to the Commission for Personal Data Protection as follows:

Signature: ………………………….

AppendixNo 2 –

Request “to be forgotten” – for erasure of personal data related to me

Your name*:

Personal identification number (if you have such)*:

Feedback data(e-mail, phone number)*:

To

I request all personal data, which you are collecting, processing and storing, provided by me or third persons, which is related to me, according to the specified identification, to be erased from your database.

I declare that I am aware of the fact that all or part of my personal data may continue to be collected processed and stored from the collector for the purpose of performing legal obligations.

In case of violation of your rights under the abovementioned or under the applicable data protection legislation, you have the right to make a complaint to the Commission for Personal Data Protection as follows:

Signature: ………………………….

Appendix No 3 – Request for portability of personal data

Your name*:

Personal identification number (if you have such)*:

Feedback data(e-mail, phone number)*:

To

I request all personal data related to me, which has been collected, processed and stored in your database to be sent to:

☐e-mail:

☐Controller – recipient of data:

Please, transmit my personal data in the following format:

☐XML

☐JSON

☐CSV

☐Other:

I wish my personal data in the chosen format to be transmitted to me or specified by me data collector:

☐to the specified e-mail

☐to а physical carrier or electronic carrier (CD, DVD, USB)

☐Other:

In case of violation of your rights under the abovementioned or under the applicable data protection legislation, you have the right to make a complaint to the Commission for Personal Data Protection as follows:

Signature:………………………….

AppendixNo 4 –

Request for rectification of personal data

Your name*:

Personal identification number (if you have such)*:

Feedback data(e-mail, phone number*):

To

I request the following personal data which you collect, process and store, provided by myself or third party, related to me, to be rectified as it follows:

Personal data, which shall be rectified:

………………

I request the mentioned personal data to be rectified as it follows:

……………….

In case of violation of your rights under the abovementioned or under the applicable data protection legislation, you have the right to make a complaint to the Commission for Personal Data Protection as follows:

Signature:………………………….