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ODIN Registration:

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.I.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 JRC G.I.4 Reactor Safety and Components is presented below.

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

Purpose of the processing operation: JRC G.I.4 collects and uses your personal information to create an account, as an account is required in the circumstance that privileges need to be assigned to allow access to restricted scientific data and/or permission to uploaded scientific data. The activities of any individual account are monitored by way of entries in a server log.

ODIN is the JRC's Online Data & Information Network and provides data management services to the European energy research community. ODIN hosts a structural material properties database (MatDB), hydrogen operational experience databases and other information related to European research in the domain of nuclear and conventional energy.

The 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 uploaded scientific data. The activities of any individual account are monitored by way of entries in a server log.

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)(d) you have given consent to the processing of your data for one specific purpose.

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.I.4 collects the following categories of personal data:

For users:

  • Account data: name, work email, account name, password, country and data related to the company they work for (company name, company address (street, post code and country).

  • Scientific data: individual test data such as project leader, data type, date of source, data creator, abstract/description, documents related to the test.

For administrators:

  • 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.

The provision of personal data is not mandatory.

5. How long do we keep your personal data?

JRC G.I.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, starting from the date you submit your consent, via email or specific authorisation form, to publish your personal data on JRC websites. For retention after that period, a renewed declaration of consent from the data subject is required.

  • Security data/log files, IP addresses and 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: Stored for a maximum of 1 year. 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.

  • Scientific data: Data are preserved without time limit. This is necessary because 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.

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. 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.

Users registered to ODIN platform will have access to the scientific data for which their accounts have sufficient privileges. System administrators have access to all parts.

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 consented to provide your personal data to JRC G.I.4 for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

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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