Privacy policy

Management Tool Data Protection Statement

This platform was developed to support the management of activities and events promoted by the partner Universities of the European University Alliance for Global Health (hereafter ‘EUGLOH’), funded by the European Commission, within the Erasmus+ programme (Project 101089890 — EUGLOH 2.0), including the validation, evaluation and selection of applications submitted by members of the corresponding academic communities.

The platform is hosted and administered by the University of Porto (U.Porto), a member of the EUGLOH Alliance, but the information submitted can be accessed by authorized personnel of the other EUGLOH partner Universities, as necessary, to manage the partnership actions in which they are involved.

Considering that the use of the platform involves the collection and further processing of personal data, we hereby present detailed information on how this data is processed, including the rights that can be exercised and the contact details to submit those requests.

Which personal data are processed and for what purposes?
1. Applying for an activity or event
  
  When you apply to a training activity that involves evaluation and selection of participants, and may include the payment of financial support for individual travel, accommodation and subsistence expenses, covered by the EUGLOH project, you will be requested do complete an application form with the following information:
  - Identification (Name, Gender, Birthdate, Place of Birth, Nationality, ID document (number and expiration), Institutional ID Number)
  - Contacts (E-mail, Telephone number, Postal Address)
  - Dietary Restrictions (activities with physical component)
  - Institutional information (Home Institution, Other Organization, Institution Division, Department, if applicable)
  - Type of applicant (Undergraduate / Master / PhD / Academic Staff / Administrative Staff); If student: Study programme currently attending at home institution
  - Customised questions for each activity, for example related to expected benefits and motivation or other logistical questions related to participating inthe activity
  - Previous application to an international mobility programme (e.g.: Erasmus+); If yes, previous EU funded scholarship
  - Practical information (Need of visa to participate in the activity; access to Eduroam);
  - Participant with fewer opportunities? If yes, which, and what ideal conditions should be put in place to enable the participation.
  - Document uploads, as applicable (Proof of enrolment; Transcript of Records; CV; Portfolio; Letter of support from home institution; Language skills).
2. Managing your participation in a training activity or event
  If you are selected as a participant of the activity for which you applied, in addition to the data referred above, you may be asked to submit the following supplementary information and documents, to integrate your process:
  - Bank account details
  - Confirmation of a valid visa to participate in the activity
  - Participation documents (Statement Period of Stay, Boarding passes, Other travel Documents, Statement of financial support, European Health Insurance Card, Other documents that you consider relevant to your participation).
3. Register for an event without pre-selection
  When you register in an event that doesn’t involve selection of participants, or payment of EUGLOH financial support, you will be asked to provide the following information:
  - Identification (Name)
  - Contact (E-mail)
  - Institutional information (Home Institution, Other Organization, Institution Division, Department, if applicable)
  - Type of applicant (Undergraduate / Master / PhD / Academic Staff / Administrative Staff); If student: Study programme currently attending at home institution.
4. Accessing and using the Management Tool
  If you are an authorised staff of a EUGLOH partner, to manage EUGLOH activities with the involvement of your Home University, the following data will be collected and processed, in this platform, associated to your profile:
  - Identification (Name, Position)
  - Contacts (E-mail).
5. Associate the Institution staff to the activities for which they will be responsible and involved into
  The platform keeps the following information pertaining to the staff of each EUGLOH partner, to associate them with the activities in which they will be involved:
  - Identification (Name, Position)
  - Contacts (E-mail, Telephone number).
6. Reporting to the European Education and Culture Executive Agency and statistics production
  For these purposes, we will use the information submitted in the platform but always pseudo-anonymised and/or aggregated. The identity of the applicants and participants in the various activities will not be included in any project reports.
On what legal ground(s) do we process your personal data?

We process your personal data because one of the following situations applies:
- it is necessary for the performance of a contract to which you are party, or in order to take steps at your request prior to entering into a contract;
- it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us;
- it is necessary for compliance with a legal obligation to which we are subject.
How long do we keep your personal data?

We need to keep your personal data for as long as required by the funded project’s Grant Agreement (which sets out the legal financial rules for the action) for audit purposes. In any case, we will delete the data no later than 5 years after the project ends.
Who has access to your personal data and to whom are they disclosed?

Depending on the specific purpose of the data processing, access to your personal data may be provided to the following people, all of whom are subject to a duty of confidentiality:
1. authorised staff of EUGLOH partner institutions managing the funded project, activities, events and corresponding “mobility” flows and other actions, such as cooperation projects;
2. external auditors, which may need access to your data, when conducting an audit or investigation, to ensure the legality and regularity of the project implementation or final evaluation.
Additionally, if you participate in an activity that is eligible for the EUGLOH International Certificate/Badge, your name and e-mail will be shared with the Finnish company Open Badge Factory, which is the external service provider contracted to issue this digital badge. They will process the data in accordance with the Data Processing Agreement available here.

The information will not be disclosed to other parties except to the extent and for the purposes that may be required by European or national legislation.
In any case, EUGLOH will take all appropriate measures to ensure the effective protection of your personal data.
How do we protect and safeguard your personal data?
EUGLOH has implemented technical and organisational measures to protect your personal data against unauthorized or unlawful processing, as well as accidental loss, destruction or damage.

Technical measures include:
1. appropriate actions to address online security, such as encryption, firewalls and intrusion detection systems, as well as access controls, regular security audits and penetration testing;
2. minimization of the risk of data loss, through backups, data redundancy and the adoption of data retention policies;
3. prevention of data alteration or unauthorised access, by implementing access controls, audit trails, authentication and authorization requests and data integrity checks.
Organizational measures include password protection and restricting access to personal data only to authorized persons, with a legitimate "need to know" requirement for this processing operation.

Additionally, it is the users' responsibility to ensure that the devices and equipment used to access the website are adequately protected against harmful software, computer viruses and worms.
Cookies

This website uses small electronic files stored on your device (cookies), to ensure a better browsing experience whenever you visit us, allowing the recovery of data initially entered, keeping the session active and maintaining your preferences.
To this end, we only use technical cookies, which are essential for the proper functioning of the website.
What are your rights and how can you exercise them?

Under the terms of the applicable legislation, Regulation (EU) 2016/679 (General Data Protection Regulation), you have the right to obtain confirmation as to whether or not personal data concerning you are being processed and, if that is the case, access to that data and to the details of the processing.
You can also request, at any time, the rectification, erasure, restriction of processing, and portability of your personal data as well as object to the processing of that same data.
In order to exercise any of the aforementioned rights, you must submit a written request to the contact indicated in Section 8 bellow.
Without prejudice to any other administrative or judicial remedy, you also have the right to submit a complaint to the competent supervisory authority under the terms of the law, if you believe that your data is not being subject to legitimate processing.
Contact information

If you would like to exercise your rights or if you have comments, questions or concerns related to the processing of your personal data, please contact the Data Protection Officer of U.Porto, at dpo@reit.up.pt.