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Privacy Statement

Personal information: what do we collect? Who has access to it, How we protect your information.

Account details

Form to provide personal information. Please complete this as throughly as possible. Make sure the email you enter is correct. We will email you to confirm your registration.

Email (work - department) is a general company email address e.g. library@company.com or research@company.com, that can be used in the circumstance the primary email is not available.

Access Rights

Once registered you automatically receive access to MatDB and DoMa public data. This tab shows you which restricted data exists in ODIN. Via this tab you may request access to restricted databases or sets by applying to the owner for permission.


PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation: JRC Online Data & Information Network for Energy (ODIN)

Data Controller: European Commission – DG JRC - JRC G.4 Reactor Safety and Components

Record reference: DPR-EC-01926

1. Introduction.

The European Commission (hereafter 'the Commission') is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (repealing Regulation (EC) No 45/2001).

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to processing operation "JRC Online Data & Information Network for Energy (ODIN)" undertaken by the JRC, Reactor Safety and Components Unit, JRC G.4, is presented below. ODIN is the Online Data & Information Network of the European Commission JRC and provides data management services to the European energy research community. ODIN hosts an engineering materials database (MatDB) and other information related to European research in the domain of nuclear and conventional energy.

2. Why and how do we process your personal data?

Purpose of the processing operation: JRC G.4 collects and uses your personal information to monitor access to the scientific data hosted in ODIN and to facilitate the accreditation of quoted/published scientific data sets.

ODIN is accessible for free to any interested citizen and includes some content that is available to the public at large without creating an account. It also includes some restricted data that are available only to logged-in users only assigned the needed access privileges. Thus, an account is required to access restricted scientific data and/or upload scientific data into ODIN.

In particular, personal data are collected at the time an account is created. An account is required in the circumstance that privileges need to be assigned to allow access to restricted scientific data and/or permission to upload scientific data. The activities of any individual account are monitored by way of entries in a server log and database statistics tables.

Your personal data will not be used for an automated decision-making including profiling.

3. On what legal ground(s) do we process your personal data?

We process your personal data, because, according to Article 5(1)(a) of Regulation (EU) 2018/1725 processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body.

The basis for the processing has been laid down in the following Union law:

  • Article 8 of the Euratom Treaty;

  • Commission Decision of 10 April 1996 (96/282/Euratom) on the reorganization of the Joint Research Centre;

  • Applicable EU Frameworks for Research and Innovation and R&D activities (e.g. Horizon Europe Programme: Regulation (EU) 2021/695 and Council Decision 2021/764; Euratom Research and Training Programme: Council Regulation (Euratom) 2025/1304).

We do not process special categories of personal data, therefore Article 10 of Regulation (EU) 2018/1725 does not apply.

4. Which personal data do we collect and further process?

In order to carry out this processing operation JRC G.4 collects the following categories of personal data:

For users:

  • Account data: name, email provided by the user, account name, password, country and company name.

For scientific data:

  • Personal data related to accreditation and individual test data such as names of the project leader, data creator, lab technician, company name and address, date of source delivery, abstract/description, data type and documents and scientific publications related to the test (that may or may not include name, surname and affiliation).

Additional data related to a user's interaction with a JRC e-service (Date and time of authentication, change/reset of password or account status, data retrieval and data entry actions; IP addresses; Security data/log files) are processed according to record DPR-EC-01991.

The creation of an account on the ODIN platform is voluntary and depends entirely on the user's interest to have access to restricted scientific data published on the platform. The provision of personal data is necessary for creating an ODIN account and the functioning of the platform.

5. How long do we keep your personal data?

JRC G.4 only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for:

  • Personal data related to the users: your personal data are kept for a maximum of 2 years from the date of your last login. A longer retention period may apply in case an account has been assigned the role of 'data administrator'. This role extends to processing any requests to access data that belong to the data collection associated with the data administrator. Users can always request the deletion of their account or delete the account themselves.

  • Security data/log files; IP addresses; and additional data related to a user's interaction with a JRC e-service, including date and time of authentication, change/reset of password or account status: Stored for a maximum of 6 months (following record DPR-EC-1991). In context of investigations of security incidents the data could be further processed following record DPR-EC-02886 - DIGIT IT security operations and services, where a different retention period applies.

  • Personal data related to scientific data: data are kept in ODIN as long as needed. In the context of delivering data management services, scientific data may be quoted or questioned, either on the content or in Intellectual propriety rights terms and/or for liability reasons after tens of years, or more. We may therefore need to produce evidence that a scientific statement made by a JRC author was fully backed by the organisation and was not merely the author's point of view on the matter.

6. How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

The Commission's contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (GDPR Regulation (EU) 2016/679).

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the "need to know" principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

In particular, users registered to ODIN platform will have access to the provided scientific data according to their profile (e.g. simple users or data administrators). System administrators will have access to all processed personal data. EC Staff authorised by the organisational entity in charge of the ODIN platform on a need-to-know basis will have access to the data related to the specific task assigned to them. External service providers might also occasionally have access to metadata including details of individuals working on the projects (access to scientific data and account data as well) for software development and testing purposes.

In case of security accidents only, the data hosted on ODIN may be subject to international data transfers. For more information on the topic, please see record DPR-EC-02886 - DIGIT IT security operations and services.

The data controller may transfer your personal data to an international organization (e.g., OECD (Organisation for Economic Co-operation and Development) Nuclear Energy Agency), only in the circumstance of a bilateral agreement that concerns a one-off transfer and in accordance with Regulation (EU) 2018/1725, on the basis of an adequacy decision of the Commission for a specific country / commercial sector (under Article 47 of Regulation (EU) 2018/1725) or, in the absence of this, appropriate safeguards (Standard Contractual Clauses (SCCs)), under article 48 of Regulation (EU) 2018/1725).

The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.

8. What are your rights and how can you exercise them?

You have specific rights as a 'data subject' under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.

You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.

You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.

9. Contact information

- The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller: JRC-PTT-ODIN-DATA-CONTROLLER@ec.europa.eu

- The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

- The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (EDPS@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.

10. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.

This specific processing operation has been included in the DPO's public register with the following Record reference: DPR-EC-01926 - JRC Online Data & Information Network for Energy (ODIN).





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