How we are processing personal data of 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 employer or principal participates or has participated in a Research Project (or in an application for a Research Project).
What personal data do we process?
The personal data that we process about you is 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.
When you as a Participant in a Research Project sign a project agreement through our tool for digital signing with the use of Bank-id, we process your personal identity number (Sw. personnummer).
We also process information on your gender to ensure equality in the project consortium and in the project results.
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 your personal identity number for the purpose of securing your identity in connection with the entering into agreements with us and administration of digital signing of agreements through the use of Bank-id. The personal identity number is processed based on the legal basis that the processing is necessary for the purposes of our legitimate interest to be able to secure your identity in relation to agreements that are entered into with us and administering digital signing of agreements as well as the agreements as such.
We process information on your gender 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.
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., supplier of the supply-, support and maintenance of IT- and cloud services, suppliers of market and customer satisfaction surveys.
We will also transfer personal data to third parties acting as independent controllers or joint controllers with us, e.g., (i) third parties that are acting as host organizations to one of our Programs, for example as with the program AI Sweden, and therefore need to access some personal data to be able to fulfill their contractual obligations and undertakings followed by the collaboration agreement between the respective host organization and us regulating their work within AI Sweden (we have provided specific information about how AI Sweden collaborates with such host-organizations and how this affects the processing of your personal data on AI Sweden’s website here), and (ii) our insurance companies in the event of insurance matters and governmental authorities when required by applicable law, etc.
For how long period of time is your personal data stored?
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 when 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) yearss after our receipt of such request in order to make sure that no marketing material is sent to you.
Our processing of your personal identity number will be processed as long as the agreement is effective and as long as claims can be put forward as a result of the agreement.
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.
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.