The privacy and security of your personal information is very important to us. This privacy policy explains how and why we use your personal data, and what we do to make sure that you can be confident about giving us your information. This policy applies whether you are a person involved in the EUVEN Action, or use any of our services, or if you call, write, or email us. We will only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018). We will never sell your personal data and will only share it with organisations we work with when it is necessary to do so and the privacy and security of your data is assured.

If you have any questions in relation to this privacy policy or how we use your personal data, they should be sent to info.euven@gmail.com.

In case of personal data breach, find your National Data Protection Authority here https://edpb.europa.eu/about-edpb/board/members_en.

Who we are

The European Venom Network (EUVEN) is a COST Action granted by the COST association under the grant number CA19144. The overarching aim of the EUVEN COST Action is to foster venom investigation at the European level, by

• identifying priority targets and promising innovative approaches
• developing best practice pipelines
• promoting synergistic interactions between academia, industry and society
• nurturing a new generation of venom researchers with a multidisciplinary expertise.

EUVEN can also be referred to as ‘we’ or ‘us’ in the present agreement. EUVEN is coordinated by the Stazione Zoologica Anton Dohrn, villa Comunale, 80121 Napoli, Italy, represented by Roberto Danovaro, President. If you want to know more about the COST Association, please visit www.cost.eu.

Definitions

Personal data

Personal data means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Data subject

Data subject is any identified or identifiable natural person, whose personal data is processed by the Data Controller responsible for the processing.

Data Controller

The Data Controller is the legal entity responsible for the processing of the Data.

Processing

Processing is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Consent

Consent of the data subject is any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

Third party

A third party is a natural or legal person, public authority, agency or body other than the data subject, controller and persons who, under the direct authority of the controller is authorised to process personal data.

What personal data do we collect?

Your personal data will be collected and used by us, but we will only collect the personal data that we need. We collect personal data in connection with specific activities such as memberships, applying for Action networking grants (such as Short Term Scientific Missions, Inclusiveness target Country, and other tools available under the funding umbrella of the present Action), congress grants, training courses and events.

eCOST registration

The submission of membership and grant proposals require the registration to the eCOST platform, which was developed and is maintained by the COST Association. During registration of an e-COST profile, the COST Association collect your data in the e-COST database based on your consent, ensuring GDPR compliance at every stage of data processing. The privacy notice for e-COST are available here https://e-services.cost.eu/privacy-notice

How we use your personal data

Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our website and our various services, and activities.

Membership

The main objective of EUVEN is to build an effective network involving all relevant stakeholders and supporting an effective reciprocal interaction. Working Group members, Committee members, Core Team members, Management Committee members and observers are contacted for collecting few personal and professional information. It is provided as legitimate interest. We use the personal data you provide for the purpose of servicing and administering your membership, and foster collaborations between members of our COST Action. We will normally contact you via email, although we might occasionally need to write to you through our communication channels (Slack, others). We never sell your information and we will not pass your information on to a third party. The accuracy of your information is important to us. If you change your email address, or if any of the other information we hold is inaccurate or out of date, please contact us to info.euven@gmail.com.

Training Courses, Events and Conferences

We use the personal data you provide as a delegate to events for the purpose of managing your attendance. It is provided as legitimate interest. Your data will be used to communicate with you throughout the process, including to confirm we have received your registration and payment, to clarify where we might need more details to fulfil a booking, or to resolve any issues that might arise with your booking. We will retain your data to provide you, by email, with details of our future activities (grants opportunities and other events), events and conferences. Should you at any time prefer us not to retain it for this purpose and ask us not to, we will delete your information. We never sell your information and we will not pass your information on to a third party, except to partners that help us provide these services, which is strictly regulated.

Grant applications

EUVEN offers the opportunity to apply for Short Term Scientific Missions, Inclusiveness Target Countries Conference grants, Training School and other networking grants and tools through the eCOST platform. Such applications are made by submitting proposals, which go through peer review. Additional data are required in the form of your research history, biography and your project proposal. Personal data provided for the above-mentioned programmes will be kept private and will only be visible to those involved within EUVEN who check the eligibility and feasibility of your proposal and host your visit, to the relevant selection panel members who peer review your proposal, and to eCOST web platform administrators. We use the personal data you provide for the purpose of reviewing your application, arranging the services, and to communicate with you throughout the process. We will store your personal data for the purposes of reporting, and to comply with applicable EU and national laws on data protection. Limited personal information (name, home institute country, project title, selected hosting institute) of successful applicants will be published on the EUVEN website. Your personal data will be shared with the host institution, if requested, with the purpose of facilitating your visit. All reasonable steps will be taken to ensure that your data is treated securely and in accordance with this privacy policy.

Newsletter

If you wish to receive EUVEN news and information, we will collect and process your data on the basis of consent. We never sell or pass your information on to a third party. Should you at any time prefer us not to retain your personal information for this purpose and ask us not to, we will delete your information.

Your Data Protection Rights

In compliance with the GDPR, and where EUVEN is using your personal data on the basis of consent, you have the following rights:

Right of confirmation

You are entitled to obtain from the Data Controller the confirmation as to whether or not your personal data are being processed. Therefore, and to do so, you may, at any time, contact the Data Controller.

Right of access

You are entitled to request a copy of the data we hold on you. In your request, you would need to provide information to confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it. Once we have all the information necessary to respond to your request, we will provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex. If you would like further information on your rights or wish to exercise them, please contact us at info.euven@gmail.com.

Right to rectification

You are entitled to obtain from the controller without undue delay the rectification of inaccurate personal data that concerns you.

Right to erasure (Right to be forgotten)

You shall have the right to obtain from the controller the erasure of your personal data without undue delay, and the controller shall have the obligation to erase personal data without undue delay where one of the following grounds applies, as long as the processing is not necessary:

• The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed.
• Consent is withdrawn, where consent was the legal basis for data processing.
• Objection to the processing.
• The personal data have been unlawfully processed.
• The personal data must be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject.

Right of restriction of processing

You are entitled to obtain from the controller restriction of processing

Right to data portability

Each data subject shall have the right to transmit its data to another controller without hindrance from the controller to which the personal data have been provided. Furthermore, in exercising his or her right to data the data subject shall have the right to have personal data transmitted directly from one controller to another, where technically feasible and when doing so does not adversely affect the rights and freedoms of others.

Name and address of the Data Controller

The responsible for the data processing in EUVEN is the Action Chair. Questions or issues about your personal data should be addressed to info.euven@gmail.com.

Name and address of the Data Protection Officer

Any data subject may, at any time, contact our Data Protection Officer directly with all questions and suggestions concerning data protection. The Data Protection Officer of EUVEN is its Grant Holder Manager, and can be reached at info.euven@gmail.com.

Amendments

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with changes to this policy. We may notify you of significant changes to this policy by email.

What to do if you are not happy

Please talk to us directly so we can resolve any problem or query by contacting us at info.euven@gmail.com.