Disclaimer CORBEL Open Call

CORBEL is a pan-European research infrastructure project funded by the Horizon 2020 programme of the European Commission and coordinated by ELIXIR.

Any information sent to CORBEL through this application system will go only to the personnel responsible for processing it. This entails personnel at the CORBEL WP3 and WP4 partner institutes providing services, and relevant members of the CORBEL working groups. All information will be treated with utmost confidentiality and outsiders have no access to the data.

In addition to the above mentioned CORBEL participants, user applications will be sent to external reviewers, who have signed a declaration of compliance with CORBEL Conflict of Interest and Non-Disclosure Rules, stating that they will maintain the confidentiality of the proceedings and associated materials, they will not disclose information related to the review, and they will destroy the documentation upon completing the review.

The CORBEL Open Call uses ARIA as application management system. ARIA is a collection of cloud services provided by Instruct to research infrastructures, facilities and user communities and is used for all online forms and surveys related to this CORBEL Open Call. All information sent through ARIA will remain confidential and secure, with access to it possible only by ARIA system administrators and relevant CORBEL personnel.

Once a user application has been reviewed and accepted, the user will proceed to start the work with the selected WP3 and WP4 partner institutes, and the specific rules and guidelines regulating the access will be agreed upon between the user and the service-providing institute. These guidelines will follow the applicable practices, laws and regulations of where the CORBEL partner institutes are located, and experiments will be conducted according to the rules of the partner institute.

The user agrees that information about his/her application, its review process and post-project feedback are stored in the CORBEL/ARIA database and can be used in an anonymized form for general CORBEL statistics and similar purposes. If you have any questions or concerns regarding the ARIA system please contact aria [at] structuralbiology.eu.

For information about general data handling policies on the CORBEL webpage, please refer to the imprint.

 

 European Molecular Biology Laboratory
Cell Biology and Biophysics Unit

 

 Max Delbrück Center for Molecular Medicine
Technologies Platform

Information to data subjects

according to Article 12 of the EMBL Internal Policy 68 / Articles 13 and 14 of Regulation (EU) 2016/679 (GDPR)

1. Introduction of the CORBEL project

CORBEL is a pan-European research infrastructure project funded by the Horizon 2020 programme of the European Commission and coordinated by ELIXIR.

Any information sent to CORBEL through applications to its Open Call will go only to the personnel responsible for processing it. This entails personnel at the CORBEL WP3 and WP4 partner institutes providing services, and relevant members of the CORBEL working groups. All information will be treated with utmost confidentiality and outsiders have no access to the data.

In addition to the above mentioned CORBEL participants, user applications will be sent to external reviewers, who have signed a declaration of compliance with CORBEL Conflict of Interest and Non-Disclosure Rules, stating that they will maintain the confidentiality of the proceedings and associated materials, they will not disclose information related to the review, and they will destroy the documentation upon completing the review.

The CORBEL Open Call uses ARIA as application management system. ARIA is a collection of cloud services provided by Instruct to research infrastructures, facilities and user communities and is used for all online forms and surveys related to this CORBEL Open Call. All information sent through ARIA will remain confidential and secure, with access to it possible only by ARIA system administrators and relevant CORBEL personnel.

Once a user application has been reviewed and accepted, the user will proceed to start the work with the selected WP3 and WP4 partner institutes, and the specific rules and guidelines regulating the access will be agreed upon between the user and the service-providing institute. These guidelines will follow the applicable practices, laws and regulations of where the CORBEL partner institutes are located, and experiments will be conducted according to the rules of the partner institute.

The user agrees that information about his/her application, its review process and post-project feedback are stored in the CORBEL/ARIA database and can be used in an anonymized form for general CORBEL statistics and similar purposes. If you have any questions or concerns regarding the ARIA system please contact aria(at)structuralbiology.eu

2. The purpose of the processing of data

The purpose of processing your personal data is to select the scientists who will receive access to services and technologies offered by partners within the CORBEL consortium (via ARIA service account). Personal data which concerns you are categorised in the Section 3 and 4 (‘your personal data’).

3. Categories of data subjects:

(1) Scientists from any country eligible to receive H2020 funding, who apply to receive access to CORBEL services and technologies.
(2) Scientific reviewers of such applications.
(3) Technical reviewers of such applications.
(4) Persons working within the CORBEL consortium and tasked with moderating such applications and providing administrative support to applicants.

4. Categories of personal data:

I. Concerning data subjects under (1) to (4) above:

A. Provided by data subjects when opening an ARIA online account with processor Instruct-ERIC (the latter being a partner within the CORBEL consortium):

  • email address (mandatory),
  • password (mandatory),
  • first name (mandatory),
  • last name (mandatory),
  • country of residence (mandatory),
  • employing organization / home institution (mandatory),
  • Organisation / Institution Legal Status (optional),
  • gender (optional),
  • nationality (mandatory),
  • preference to sign up to the CORBEL project (mandatory),
  • preference to receive news and information by email (optional).

 

II. Concerning data subjects under (1) above:

A. During proposal submission through the ARIA online account

  • research history (mandatory, provided by data subjects),
  • biography (mandatory, provided by data subjects),
  • application for access to a service or technology (mandatory, provided by data subjects).

B. During proposals review through the ARIA online account:

  • opinion on the scientific merits of the proposal (not provided by the data subjects),
  • opinion on the technical merits of the proposal (not provided by the data subjects).

C. After access to a service or technology through the ARIA online account:

  • feedback on the experience (optional, provided by the data subjects)

D. Financial information:

  • bank name,
  • bank address,
  • SWIFT/BIC,
  • bank Code/IBAN Code.

 

III. Concerning data subjects under (2) above and during proposals review through the ARIA online account:

  • opinion on the scientific merits of the proposal (mandatory, provided by the data subjects)

 

IV. Concerning data subjects under (3) above and during proposals review through the ARIA online account:

  • opinion on the technical merits of the proposal (mandatory, provided by the data subjects)

 

V. Concerning data subjects under (4) above:

A. At any time through the ARIA online account

  • telephone number or Skype name for project related discussions

B. During proposal review using the ARIA online account

  • opinion on the general eligibility of the proposal

C. After access to a service or technology through the ARIA online account

  • work address to which travel reimbursement requests can be sent to

 

VI. Concerning data subjects (1) to (4) above, and during their visits to the ARIA website and use of their ARIA online account, the following data categories are processed by the processor Instruct –ERIC:

  • Server logs (full IP addresses)

Data processor Instruct –ERIC is collecting anonymized IP addresses, received through HTTP cookies whilst visiting their website. According to recital 26 of the GDPR the principles of data protection do not apply to anonymous information.

5. Legal basis for processing activities

The legal basis for the processing of your data for the purpose of providing an ARIA application system and managing your access to CORBEL resources is the need to take steps at your request prior to entering into a contract (agreeing to the Terms of submission) and the performance of this contract under Article 5(2) of the EMBL Internal Policy 68 (hereinafter IP 68) and Article 6(1)(b) of the Regulation (EU) 2016/679 (hereinafter GDPR).

The legal basis for the processing of data produced through server logs is the protection of the Instruct ERIC`s legitimate interest (i.e. to ensure detecting and preventing unauthorised system access and ensuring overall system security), under Article 5(1)(c) of the IP 68 / Article 6(1)(f) of the GDPR.

6. Where do we get your data from

Some of these data are volunteered by you when opening an account through the ARIA web portal, when using ARIA to submit proposals for projects and when sharing your experience with us after having received CORBEL services and technologies. Other data are produced through server logs.

7. Recipients of your data

We will disclose your personal data to the following recipients, who will process them under our instructions:

  • Instruct-ERIC, operator of the ARIA access management software, subject to GDPR, so that it may enable you to:

    • open ARIA web portal accounts,
    • submit CORBEL proposals,
    • arrange for some of you to scientifically review CORBEL proposals and for others to technically review CORBEL proposals,
    • track and manage CORBEL facility visits,
    • submit feedback on the access to those facility visits.

  • external reviewers, so that they may evaluate the scientific merits of the proposals,
  • persons working within the CORBEL consortium and tasked with moderating such proposals and providing administrative support to applicants,
  • our IT departments, which provide us with information and communication technology services,
  • Google LLC., which provides data storage and sharing services (Google Drive), having recognized adequate protection under EU-US Privacy Shield.

8. Retention period of your data

If you have not submitted a CORBEL application, review or evaluation, nor any application, review or evaluation elsewhere using the ARIA system, your ARIA account and all associated personal data will be deleted upon your request. We will maintain indefinitely some minimal personal data detailing your request for deletion.

If you have submitted an application (CORBEL or any other access route) using ARIA, your personal data will be maintained as a consequence of the contract that you have entered into whilst submitting the application. These data are required for reporting demand and usage of our services both internally and to our funders.

Personal data associated with CORBEL proposals (Category II, III, IV and V of personal data, detailed in the Section 4) will be stored for minimum of 5 years after the payment of the final balance according to the CORBEL grant agreement. Afterwards they will be deleted.

Main webserver logs will be stored for 2 years and gateway server logs will be stored for 1 month, both for the purpose of ensuring overall system security of ARIA.

9. Controllers of your data and your rights

This personal data processing activity is jointly controlled by the European Molecular Biology Laboratory (EMBL) and the Max Delbrück Center for Molecular Medicine (MDC).

At EMBL, the officer in charge is currently the Head of the Cell Biology and Biophysics Unit, Dr. Jan Ellenberg. You may address to him a request to exercise your rights under Article 13 of the IP 68, e.g. to access (right to obtain from the controller confirmation as to whether or not personal data concerning you are being processed), to request the reasoning underlying data processing, rectify or erase your personal data or to object to their processing, unless the data controller demonstrates legitimate grounds for the processing which override data subjects rights. You can do so by email at jan.ellenberg(at)embl.de, by telephone at +49 6221 387 8328 or by post at:

EMBL Heidelberg
Cell Biology and Biophysics Unit
Meyerhofstraße 1
69117 Heidelberg
Germany

At MDC, the officer in charge is currently the Executive Manager of the Technology Platforms, Dr. Jutta Steinkötter. You may address to her a request to exercise your rights according to GDPR, e.g. to access (right to obtain from the controller confirmation as to whether or not personal data concerning you are being processed, Article 15), to rectify (Article 16), to erase your personal data (Article 17), to restrict the processing (Article 18), to object to their processing (Article 21) and to data portability (to receive in a structured, commonly used and machine-readable format the personal data concerning you, Article 20). You can do so by email at jutta.steinkoetter(at)mdc-berlin.de, by telephone at +49 30 9406 2880 or by post at:

Max Delbrück Center for Molecular Medicine
Technology Platforms
Robert-Rössle-Str. 10
13125 Berlin
Germany

10. Data protection officer

Advice regarding your rights can be obtained from the Data protection officer of EMBL, under Article 17(2) of the IP 68, reached by email at dpo(at)embl.org, by telephone at +49 6221 387-8590 or by post at:

EMBL Heidelberg
Data Protection Officer
Meyerhofstraße 1
69117 Heidelberg
Germany

Advice regarding your rights can also be obtained from the Data protection officer of MDC, Mrs Ulrike Ohnesorge, under Article 39(1)(a) of GDPR. She be reached by email Datenschutz(at)mdc-berlin.de, by telephone at +49 30 9406 4252 or by post at:

Max Delbrück Center for Molecular Medicine
Technology Platforms
Robert-Rössle-Str. 10
13125 Berlin
Germany

11. Supervisory authority

If you wish to complain under Article 22(1) of the IP 68, you may do so by post at:

EMBL Heidelberg
Data Protection Committee
Meyerhofstraße 1
69117 Heidelberg
Germany

If you wish to complain under Article 77(1) of the GDPR, you may do so with the Berliner Beauftragte für Datenschutz und Informationsfreiheit. It can be reached by email at: mailbox(at)datenschutz-berlin.de, by telephone at + 49(0)30 13889-0, or by post at:

Berliner Beauftragte für Datenschutz und Informationsfreiheit
Friedrichstr. 219
Besuchereingang: Puttkamerstr. 16 – 18 (5. Etage)
10969 Berlin

12. Miscellaneous

When contacting us, please quote the title ‘CORBEL User Projects Selection’ of this personal data processing activity.

The privacy policy of the first processor, Instruct – ERIC (here) may be updated from time to time by publishing a new version on their website. You should check the content of that website occasionally to ensure you are happy with changes to the policy. Instruct-ERIC may notify you of significant changes to their policy by email.

This project receives funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 654248.