Specific Service Privacy Statement
For data collected within the annual Clean Hydrogen JU Programme Review
This privacy statement explains how the Clean Hydrogen Joint Undertaking (herein after referred to as Clean Hydrogen JU) uses any information provided while verifying, updating, revising, and validating the content of the Knowledge Hub database, and the way their privacy is protected.
1. Context and Controller:
In the context of the annual Programme Review exercise, the Clean Hydrogen JU collects information related to the projects it has funded or continues to fund under:
- the Seventh Framework Programme of the European Community for research, technological development, and demonstration activities (2007-2013),
- Horizon 2020 - the Framework Programme for Research and Innovation (2014-2020),
- Horizon Europe - the Framework Programme for Research and Innovation (2021-2027).
The beneficiaries (and related contact persons) are participating in the data collection exercise in line with the obligations set out in the grant agreements signed with the Clean Hydrogen JU.
The data collection is performed by submitting data related to their project through the Knowledge Hub, an internal on-line platform made available on the dedicated webpage hosted on the Clean Hydrogen JU servers, offering the possibility to connect to one’s own account and aiming to using EU Login authentication. While registering, the personal data will be collected and further processed for the purposes detailed below under point (2).
The relevant processing operation is under the responsibility of the Executive Director of the Clean Hydrogen JU, acting as representative of the Controller.
As Clean Hydrogen JU collects and further processes personal data, it is subject 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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC.
The Clean Hydrogen JU may be contacted by sending an e-mail to knowledge.management@cleanhydrogen.europa.eu, or at the following postal address: WA TO 56, 1049 Brussels, Belgium.
2. What personal information do we collect, for what purpose and through which technical means?
Types of personal data
The personal data collected and further processed by the Clean Hydrogen JU in relation to the Knowledge Hub online services, where all project-related data are stored, are data necessary for the organisation and management of any account in these two platforms, such as:
- First Name* and Last Name* E-mail address*
(* Replies to these questions are mandatory since all information requested is necessary for registration of the account. In case of a no reply, the account cannot be created.)
In addition, the database also includes information related to the project coordinator provided by e-Grants, which may coincide or not with the data provider for a project, as follows:
- First Name and Last Name
- Affiliation
- Gender
- E-mail address
Purpose and technical means
The purpose of processing personal data is to create and manage the accounts for providing access to the Knowledge Hub platform, needed for the annual data collection exercise. Research and innovation data are to be collected through template questionnaires tailored to the various technologies and their readiness level, to be answered annually by the funded projects: each project is to be divided into one or more “research objects” defining a customised reporting item within the project scope. Also, the database will hold updated contact information of the funded grants and of the respondents assigned to update the content of the Project Factsheet through the Knowledge Hub platform, as well as information necessary to report on the Horizon Europe Key Performance Indicators (in an aggregated manner). This information will be collected by the Clean Hydrogen JU and it will enter the information into an internal electronic database.
Legal basis
Projects funded through the framework programmes for research and innovation have a contractual obligation to comply with the submission of the requested data according to:
- Article II.10 of FP7 grant agreements (for projects under calls from 2008 to 2013) - Article 17 of Horizon 2020 Grant Agreements (General Obligation to inform)
- Article 19 of Horizon Europe Grant Agreements (General Information obligations)
- Dedicated project deliverables[1] for Horizon 2020 and Horizon Europe projects (calls for proposal from 2014 onwards).
We process personal data in line with Regulation (EU) 2018/1725:
- On the basis of the person’s consent (Art. 5.1.(d))
Consent to process personal data is required to share this information. The consent can be withdrawn at any time. Withdrawing consent does not affect the legality of any data processing before this date. By submitting data into the Project Fiche virtual file of the Clean Hydrogen JU, the respondent will be considered to have given his or her consent to the processing of their data.
- because it is necessary to perform a task carried out in the public interest (Art. 5.1.(a))
In line with Article 5.1(a) of Regulation (EU) 2018/1725 the processing operation is necessary for the performance of tasks carried out in the public interest based on the Treaties or other legal instruments adopted on the basis thereof.
Technical Information:
All information related to the knowledge Hub is stored on secured servers of the Controller who ensures the security of the data by taking appropriate technical measures in the field of cybersecurity, physical security, encryption, pseudonymisation (where appropriate), and organisational measures such as information security policies, business continuity plans and periodical risk assessments.
3. Who has access to your information and to whom is it disclosed?
The detailed responses are only available to the Clean Hydrogen JU staff members and to authorised staff of the European Commission’s Joint Research Centre – Energy, Transport and Climate (as detailed below). Both institutions are bound by Regulation (EU) 2018/1725. The report analysing the results of the survey will not include any of the respondents’ personal data.
For the purposes detailed above, access to your personal data, and is given to the following persons:
- Authorized staff of the Clean Hydrogen JU
- Authorized staff of the European Commission’s Joint Research Centre (JRC) – JRC. C Energy, Transport and Climate
4. How do we protect and safeguard your information?
The personal data and all information collected related to surveys and questionnaires managed by Clean Hydrogen JU is stored on the servers of the Clean Hydrogen JU, the operations of which abide by the Clean Hydrogen JU’s security decisions and provisions established for this kind of servers and services. This includes the Common IT Security Policy, implemented by the Clean Hydrogen JU, applying the security measures described in the Commission Decision C (2006)3602 concerning the security of information systems used by the European Commission, Standards on Information Systems Security, Complementary information systems security policy and control measures as applied to specific applications by respective system owners.
Access to all collected personal data and all information is only permitted to those referred to above (see point 3) using a UserID/Password. Organizational measures applied to the various agents having access to the information stored in the database include appropriate specific access rights and controls.
Organizational measures applied to the staff having access to the personal data collected include appropriate specific access rights.
5. What are your rights and how can you exercise them?
Access
In case you wish to access your personal information, you can contact the Clean Hydrogen JU Data
Protection Officer at Data-Protection@clean-hydrogen.europa.eu
Rectification
You can, if need be, rectify any inaccurate personal data throughout the entire process by sending a written request to the above-mentioned email address.
You cannot, however, send us any changes of your personal data related to the admissibility criteria after the call for proposal’s application deadline.
Erasure
You may make a request for erasure of your personal data under the conditions laid down by Article 19 of Regulation (EU) 2018/1725. In this case, you should send us a written request to the same email address mentioned under section “Access”.
We will respond to your request without undue delay and at the latest within one month.
Restriction of processing
You may make a request for restricting the processing of your personal data under the conditions laid down by Article 20 of Regulation (EU) 2018/1725 for the following reasons: you would like to contest the accuracy of the personal data; you consider that the processing is unlawful and you would oppose the erasure of the personal data and request the restriction of the use of the personal data instead; when the Clean Hydrogen JU as controller no longer needs your personal data for the purposes of the processing, but it is required by you as data subject for the establishment, exercise or defence of legal claims; or when you have objected to processing pursuant to Article 23(1) of Regulation (EU) 2018/1725, pending the verification of legitimate grounds.
In this case, you should send us a written request to the same email address mentioned under section “Access”.
Right to data portability
You have the right to receive the personal data which you have provided to us in a structured, commonly used and machine-readable format, and you may also request us to transmit this data to any other controller under the conditions of Article 22 of Regulation 2018/1725. In this case, you should send us a written request to the same email address mentioned under section “Access”. Right to object
You may object at any time to processing of your personal data under the conditions laid down by Article 23 of Regulation (EU) 2018/1725, on grounds relating to your particular situation. In this case, you should send us a written request to the same email address mentioned under section “Access”.
Right to withdraw consent
You have the right to withdraw your consent at any time by sending your request by email to DataProtection@clean-hydrogen.europa.eu
6. How long do we keep your data?
All personal data will be kept for a general retention period of 10 years after the end of the grant.
Your personal data will also be part of a list of contact details shared internally amongst the staff of Clean Hydrogen JU for the purpose of contacting you in the future in the context of other Clean Hydrogen JU's activities. If you do not agree with this, please contact the Controller by using the contact information below (section 7) and by explicitly specifying your request. The said contact list will be kept for a period of five years.
7. Contact information
If you have any questions relating to this on-line service, please contact the support team operating under the responsibility of the Controller, using the following e-mail: knowledge.management@clean-hydrogen.europa.eu.
For any questions related to your rights as data subject, please contact the Data Protection Officer at Data-Protection@clean-hydrogen.europa.eu by indicating ‘Data Protection’ in the subject and explicitly specifying your request.
8. Recourse
You have the right to submit a complaint at any time directly to the European Data Protection Supervisor:
Rue Wiertz 60 – MO 63 B-1047 Bruxelles Belgium
Tel: +32 2 283 19 00
Fax: +32 2 283 19 50
Email: edps@edps.europa.eu
[1] labelled “Annual data reporting” deliverables
