CoARA General Assembly on Friday 23 June 2023 between 14h-18h CEST

Privacy Policy
1. Privacy notice
The Coalition on Reforming Research Assessment (CoARA) is an initiative hosted by the European Science Foundation, supported by the European Commission. The co-organisers respect the privacy of all partners of CoARA, the visitors of its website, and of any other individual that CoARA works with.

We will treat any personal data that we collect with the strictest confidentiality and in accordance with the General Data Protection Regulation (GDPR) of 25 May 2018 and any other applicable data protection legislation. This privacy notice provides more detail on what information is collected, why, and what your rights are regarding these data. This notice is regularly reviewed to ensure that it is up to date and complies with legislation.

The last update to this privacy notice was made on 05 December 2022.

1.1 CoARA Website
The CoARA website that this privacy notice applies to is located on the domain coara.fr. It may contain links to other websites: we have no control over the content of those websites or how their operators treat personal data. Please check the privacy statements of these websites for more information.

2. Contact
As host organisation of the Coalition, the European Science Foundation acts as controller of your personal data. Wherever this privacy notice speaks of “CoARA” or “we”, it refers to the European Science Foundation.

If you have any questions about the use of your personal data, or wish to make use of your rights regarding these data, please contact the following:

European Science Foundation
1 quai Lezay Marnesia
67080 Strasbourg cedex
FRANCE
info@coara.fr

3. What information does CoARA collect?
We may collect the following types of data for a variety of reasons, which are further detailed in section 5:

Identifying information (first name, surname, function, organisation, email address, telephone number, postal address)
Our communications (by email or other)
The type of domain with which you connect to the Internet
The IP address assigned to you
The date and time of your access to the CoARA website
Location data or other data related to the communication
The pages that you view on our website
The type of browser, platform and/or operating system you use
The search engine and keywords used to find content on the CoARA website
Your browsing preferences
4. How does CoARA collect this information?
We collect most of your data as a result of you providing it to us. This is the case when you subscribe to our newsletter, sign up to the Agreement on behalf of your organisation, or you contact us via email or otherwise.

Other data, such as those related to your use of the website (date and time of access, the pages you have viewed, your location data, and so on) are automatically collected through the servers consulted and via cookies placed by the website. For more information on cookies, please see the cookie notice.

5. What does CoARA do with this information?
We use all personal information for the purpose that you provide it for. This may include sending you emails of interest, such as newsletters, event invitations, or requests to provide feedback on relevant developments in the area of research assessment. We will also use it to communicate with you more generally on the reform of research assessment initiative.

We also use your personal information to assess the reach of our initiatives, improve our services, and to ensure the optimal operation of the website and facilitate your navigation on it.

6. On what basis does CoARA process this information?
To process your personal data for the purposes listed in item 5, we may rely on one or more of the following legal bases:

Your consent to the processing of your personal data
The necessity to comply with a legal obligation to which CoARA is subject
The legitimate interests that CoARA pursues, except where such interests are overridden by your interests or fundamental rights and freedoms
7. Does CoARA share my personal information with anyone?
The CoARA, via the European Science Foundation – its Secretariat – acts as data controller. Where it is necessary to provide you with a certain service, or if we are required by law to do so, we may share some of your personal information with subcontractors or other parties . This may include sharing information with parties that are located outside of the EU.

We will only share the information that is absolutely necessary to provide you with the service in question, and only if we have the required guarantees that such parties comply with the GDPR or other regulations that offer you an equal level of protection.

Where you consent to us doing so, we may also publicly credit your participation in, contribution to, or support of any of our initiatives.

8. Where does CoARA store my personal information?
Any personal information that you share with us or that we collect are stored by selected third-party providers located within the European Union, Switzerland, or the United States.

Where data is transferred outside of the European Economic Area, we will only do so if adequate safeguards for the protection of your privacy are in place, or if specific circumstances allow for it, as per GDPR Art. 49.

9. Does CoARA protect my information?
We make every effort to ensure that our servers and data storage, as well as those of third parties we share information with, are secured and that your personal information is not disclosed, destroyed, lost, used, accessed, or modified without authorisation.

10. For how long does CoARA keep my information?
We will store your personal information for as long as is necessary to fulfil the purpose it was collected for, unless a longer period of retention is required to comply with legal requirements. If you subscribe to receiving periodical news or updates, your data are stored until you unsubscribe.

11. What are my rights regarding personal information and how do I make use of them?
You may at any time ask us to:

inform you about what personal information we have on you
update your information
delete your information
provide you with a portable copy of your information
object to us using your information
request us to limit the use of your personal information
You are also free to withdraw consent that you have given for us to store and use your personal information. As long as your request does not prevent us from complying with applicable laws and regulations, we will make the requested changes as soon as possible. Please note that a withdrawal of such consent does not affect the lawfulness of any processing that took place before the withdrawal.

To ask us to make any of the above changes, please send an email or letter to the address(es) listed under Item 2 with your request, along with a verification of your identity that allows us to ensure that you are the person the data belong to.

To unsubscribe from periodical news or mailings, you can use the unsubscribe feature in those mailings or contact us via email.

12. Complaints
If you have a complaint related to how CoARA handles your personal information or its response to a request to exercise your rights regarding that information, please contact us at the address(es) mentioned under Item 2. We will make every effort to address your complain in a timely manner.

If you are not satisfied with the outcome, you may also file a complaint with the relevant supervisory authority of where you live, work, or where the alleged infringement occurred, as well as in France (the competent supervisory authority of the European Science Foundation):

French Data Protection Authority
Commission Nationale de l’Informatique et des Libertés
3 Place de Fontenoy
TSA 80715
75334 PARIS CEDEX 07
FRANCE

+33 (0)1 53 73 22 22
https://www.cnil.fr