Industry Workshop Privacy Policy
Privacy Policy to Collect Personal Data for OPUS Industry Workshop
1. Introduction
The OPUS project aims to reform research assessment through coordination and support measures. It seeks to advance Open Science by reviewing existing literature and initiatives, developing interventions for research-performing and research-funding organisations (RPOs and RFOs), and creating indicators to monitor progress. The project tests these interventions through pilot action plans, integrates stakeholder feedback for continuous improvement, and synthesises findings into policy briefs and an updated OS-CAM2 framework for research assessment. See the project website for more details on OPUS: https://opusproject.eu/about/.
The purpose of this privacy policy is to explain the collection of personal data of people interested in registering for and participating in the online Zoom event of the OPUS Project on Industry and Open Science. The event is hosted by ICoRSA and organised together with project partner YERUN. ICoRSA and YERUN will process personal data strictly for event organisation purposes. YERUN will act as a data processor under a data processing agreement. Both organisations are committed to protecting stakeholder personal data and being clear about what data they hold and how they will use that data.
2. Data Controller and Contact for Data Subject Access Requests
ICoRSA is the ‘data controller’ of any personal data collected within the scope of this privacy policy. Our contact for data subject access requests is the first point of contact for people whose personal data is processed. Our location and contact details are as follows:
ICoRSA
Library House
18 Dyke Parade
Mardyke, Cork, T12 A8D7
Ireland
3. How We Use Your Personal Data
We will only use your personal data where we have legitimate reasons for doing so and have told you what those reasons are. We will use Eventbrite to manage event registration and Zoom to organise and host the event meeting, as these are the most appropriate and available tools for our purposes. Your personal data will be collected via Eventbrite during registration and transferred to ICoRSA for event organisation. Your personal data will not be shared with any other party or used for purposes not stated in this privacy policy, nor will it be used for marketing purposes.
Lawful Basis
We will process your personal data for the purpose of facilitating the consultation meeting, supporting analysis of the input gathered during the event, and informing you of outcomes of the event. We will make audio and video recordings of the event which will be used for the post-event communications purposes. These are legitimate interest purposes (see GDPR Article 6(1)(f)).
Use of Zoom
You do not need your own Zoom account to participate in the consultation meeting. You can use Zoom via a browser or install the Zoom application. You will be able to join the meeting if you use the Zoom application using the meeting ID and password without having to visit the Zoom website. We would like you to identify yourself with your real name and turn on your camera in the meeting as we believe that this reflects the level of collaboration and interaction we are aiming for in our meeting. We ask you to mute your microphone when you are not speaking to avoid background noise and turn on your microphone when you are requested to speak during discussions in the meeting. The Zoom website uses cookies for statistics, advertising, and tracking. You must actively object to the use of cookies or remove the corresponding check mark if you do not want this. You can also dial in by telephone if you do not have or want to use a suitable device whereby no metadata will be collected as there is no access to your personal computer or telephone. The Zoom chat is end-to-end encrypted but the audio and video features are not. The chat may be stored by us to record relevant exchanges. We advise against sharing any sensitive information via Zoom.
Recordings
Please do not take any image and sound recordings. This includes the use of the Zoom AI Meeting Companion or third-party bots which can be invited to record the meeting. We may make an audio and video recording of the meeting and will solely use the recording for the purpose of supporting analysis of the input gathered during the consultation meeting. We reserve the right to use screenshots and audio and video recordings of the meeting for communication purposes in online, print, and other media. We will clearly point these terms out to you at the start of the meeting and you can decide whether you want to stay or leave the meeting at this point. You agree to these terms if you decide to stay in the meeting.
Privacy
We use Zoom as a tool to conduct online meetings. Zoom complies with GDPR. Please see the Zoom website for more information: https://zoom.us/gdpr. The use of Zoom generates data which may allow conclusions to be drawn about people. This data is treated confidentially and is not passed on or sold to third parties by us or Zoom according to their privacy policy: https://zoom.us/privacy#_Toc44414842. Zoom is a service provider based in the United States and is certified under the EU-US Privacy Shield so that legal requirements for an adequate level of data protection are met. The data controller in the context of the event is ICoRSA. The provider of Zoom is responsible for data processing as soon as you access Zoom. Various types of personal data may be processed when using Zoom depending on what you provide during registration and the consultation meeting.
4. What Personal Data We Will Collect
The personal information we may collect and use is set out below:
- Name and Surname
- Email address
- Country/region
- Organisation
- Job title
- Audio recording of meeting
- Video recording of meeting
5. Who We Give Your Personal Data To
Your personal data may be shared with the following ‘data processors’ who are also partners in the OPUS project for the purpose of organising the event whereby the processing of your personal data will be strictly controlled by a data processing agreement:
Contact for Data Subject Access Requests
Young European Research Universities Network (YERUN)
Rue du Trône 62
1050 Brussels
Belgium
Website: https://yerun.eu
Email: info@yerun.eu
We will not routinely pass your personal data to any other organisation except where required to do so as part of our functions or by law.
6. Where Your Personal Data Will Be Stored
Your personal data will be collected and processed via Eventbrite, which acts as a data processor for registration purposes. Eventbrite’s privacy policy can be found here: https://www.eventbrite.com/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy.
Once collected, your data may be stored securely by ICoRSA and YERUN for event organisation purposes. Your data will not be shared beyond what is necessary to facilitate the event. Eventbrite adheres to applicable data protection regulations, including GDPR, to ensure adequate data security.
7. Your Rights Over Your Personal Data
You have the following rights once your personal data has been collected:
- Ask for a copy of your personal data
- Correct inaccurate personal data held about you
- Restrict processing of your personal data
- Ask for a copy of your personal data in a format that allows easy transfer
- Object to automated decision making or profiling
- Withdraw consent where consent is the legal basis for collecting your personal data
8. How Long We Will Hold Your Personal Data
We will only retain your personal data for as long as it is needed for the purpose for which it was collected. We will retain your personal data for no longer than twelve months following completion of the OPUS project whereby your personal data will then be destroyed.
9. Complaints About Use of Your Personal Data
You may contact us (see details in Section 2) if you are unhappy with the way in which your personal data has been handled, and we will attempt to resolve your issue informally.
You can also make a complaint if we are not able to resolve the issue to your satisfaction to the data protection supervisory authority in Belgium whose contact details are as follows:
Gegevensbeschermingsautoriteit
Drukpersstraat 35
1000 Brussel
Belgium
Website: https://www.gegevensbeschermingsautoriteit.be
Email: contact@apd-gba.be
Telephone: +3222744800
10. Changes to This Privacy Policy
We keep our privacy policies under regular review and will inform you of any changes to this privacy policy. This privacy policy is Version 1 and was last updated on 13 March 2025.