How we are processing personal data of participants of our research projects

2. Privacy Policy for participants of our research projects

We process personal data about you, as a participant (“Participants”) in research projects, collaboration projects or similar (“Research Projects”), due to the circumstance that you as a Participant or your employerparticipates or has participated in a Research Project (or in an application for a Research Project).

What personal data do we process?

We process your first and last name, email address, telephone number, address, title/professional position and company affiliation, picture, financial information (e.g., salary and bank account number), level of education and other information that you enter into your application, cv or other documents connected to the application in relation to a Research Project.

We process personal data in the form of pictures and recorded materials of you as a Participant in the different activities of the Research Project.

We process the information and insights that you choose to share with us during your participation in the different activities connected to our Research Projects such as meetings, roundtable discussions, interviews and surveys.

We also process information on your gender to ensure equality in the project consortium and in the project results. We may also process information about your nationality.

What are the purposes of our processing of your personal data and what legal basis do we base such processing on?

We process your personal data for the purpose of applying for, planning, administering and marketing Research Projects and associated obligations and communications.

This includes:

• fulfilling obligations towards the funding organization (e.g., reporting and presentation) of the Research Project and other parties participating in the Research Project (e.g., distribute funding);
• internal and external communication of the Research Project, e.g., at our internal network, website or any of the different websites of our Programs, social media channels and other communication channels;
• evaluate and assess candidates and applications;
• marketing of our business, projects and various events;
• management, follow-up, evaluations (e.g., conducting a survey or similar) and administration;
• fulfill legal requirements in relation to e.g. marketing legislation (keeping record of if you have unsubscribed to receiving our newsletters/marketing material).
• protect and exercise our legal rights.

This processing of your personal data is based upon the legal basis that the processing is necessary for purposes of our legitimate interest to develop competence and collaboration networks to ensure the competitiveness and development in innovation of the Swedish public and private sector on an international level and contribute to a sustainable society. In addition, the legal basis for the processing related to keeping record of if you have unsubscribed to receiving our newsletters/marketing material, is that the processing is necessary for compliance with the Swedish Marketing Act.

We process pictures and/or recorded materials of you as a participant in the different activities connected to one of our Research Projects. This processing of your personal data is based upon the legal basis that the processing is necessary for the purposes of our legitimate interest to communicate about our Research Project e.g., at our different websites, social media channels and other communication channels.

We process the information and insights that you choose to share with us during your participation in the different activities connected to our Research Projects such as meetings, roundtable discussions, interviews and surveys. This processing of your personal data is based upon the legal basis that the processing is necessary for the purpose of our legitimate interests to be able to receive your knowledge, ideas, insights and feedback to help us fulfill the purpose of a Research Project and purposes connected to a Research Project.

We may also process video- and/or sound recordings and transcriptions from your participation in such activities connected to our Research Projects. This processing is based on our legitimate interest for quality and educational purposes to enable us to compile the shared information in the best way possible.

We process gender-related information for the purpose of ensuring equality in the project consortium and in the project results in accordance with required indications from our financiers. The legal basis for this processing is that the processing is necessary for the purposes of our legitimate interest to ensure equality.

If you participate in an activity connected to one of our research projects where we take pictures, record materials, film or in any other way shares the insights and knowledge you share and you are wearing or otherwise reveal or express sensitive personal information about yourself, such as political opinion, sexual orientation, religious or philosophical beliefs, membership in a trade union, or information about race or ethnic origin, you may be disclosing sensitive personal data this information may also be included in our processing. We would like to make you aware of this.

We process information about your nationality for the purpose of complying with export control regulations to which we are subject.

From where do we collect your personal data?

We collect your personal data directly from you or from your employer or principal. We also collect personal data from public records, from other Participants, or from other third parties cooperating with us.

Who do we share your personal data with?

We share your personal data with third parties that process personal data on our behalf, so called processors. These processors are, e.g., suppliers of support and maintenance of IT- and cloud services, suppliers of market and customer satisfaction surveys.

We may also transfer personal data to third parties acting as independent controllers when applicable.

For how long do we process your personal data?

Your personal data that is processed for the purpose of applying for, planning, administering and marketing Research Projects and associated obligations and communication will be processed as long as we have any contractual rights and obligations connected to the agreements regarding the Research Project, as long as the funding organization requires and as long as there are any legal obligations to which we are subject.

Personal data processed for marketing purposes will be processed for 12 months from the last time you read our newsletter or other marketing material. If you unsubscribe from receiving our newsletters or other marketing material we will store your personal data for a period of ten (10) years after our receipt of such request in order to make sure that no marketing material is sent to you.

Our processing of pictures and/or recorded materials of you as a participant in the different activities connected to one of our Research Projects will be processed for a period of three (3) years after the Research Project has been finalized, or as long as Lindholmen Science Park has a legitimate interest in processing such personal data.

Our processing of the information and insights that you provide during your participation in our different initiatives or activities will be processed until the initiative or activity has been finalized. If there is a need to continue the contact with you and/or to keep this information further we will ask for a consent directly from you.

Video- and/or sound recordings and transcriptions from your participation in initiatives and/or activities will be processed until we have fulfilled the purpose for the recording/transcription, maximum a year from the time of the recording.

Our processing of your personal data in relation to your gender is processed until the Research Project is finalized. After this the personal data will be deleted, and only information about the percentage of equality will be saved as part of the project documentation.

Our processing of your nationality based on our legitimate interest for the purpose of complying with export control regulations, to which we are subject, will be processed until we have fulfilled our obligations in accordance with relevant regulation.

Transfer of personal data to countries outside the EU/EEA

We strive to only process personal data within the EU/EEA. When we transfer your personal data to third parties acting as our processors, e.g., supplier of the supply-, support and maintenance of IT- and cloud services, these processors may transfer data outside the EU/EEA on our behalf. In cases where our processors are transferring or processing personal data outside the EU/EEA, such processing is based either on a decision from the European Commission establishing that the country in question ensures an adequate level of protection or appropriate safeguards that ensure that your rights are protected such as standard contractual clauses adopted by the European Commission and supplementary security measures to such standard contractual clauses when necessary.

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