Effective as of January 13th, 2022
1.1 This Data Protection policy (the “Policy“) applies to all information that you disclose to Science United Project Non-Profit Organization (“SUP”, “we”, “us”, “our”), and/or data that we collect regarding individuals (“you”) who (i) visit or otherwise interact (“Visitors”) with our Science United Project Festival’s Website (the “Website”) available at https://www.scienceunitedfestival.com (ii) use the Website as a teacher, or a volunteer (“Users”) on our Science United Festival (the “Festival”). The purpose of this notice is to give you a clear explanation about how we – and any third parties we work with – collect, use, store and disclose the personal information you provide to us every time you visit or use the Website.
1.2 The Scope of this Policy is to cover your use of the Website, including all Festival programs and publications available on the Website.
2. Data Controller
2.1 The Data Controller Organization for the processing of your Personal Data is:
Science United Project Non-Profit Organization
Address: 65 Socratous str., Kallithea 17674, Greece
Tel. no.: +306974336906
2.2 The overall legal framework for our processing of Personal Data is Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of Personal Data and on the free movement of such data, and repealing Directive 95/46/EC with related regulation.
2.3 Your privacy is important to us, and we are strongly committed to making our practices regarding your personal data transparent and fair. Please read this Policy carefully before using the Website and providing personal information to the Festival. By accessing or using the Website and/or providing any personal information to us, you are accepting the practices described in this Policy. If you do not accept these practices, please do not access or use the Website or provide us with your personal information. Kindly contact us if there is any information in this Policy about which you have questions or cannot accept.
3. What Information Do We Collect?
Any form of information concerning an identified or identifiable natural person. This means all information that directly or indirectly, alone or in combination, may identify a specific natural person. It does not include data where a person’s identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data regarding our Users as well as regarding our Visitors to our Website which may include the following categories:
- Identity Data includes first name, last name, username or similar identifier, email address and school.
- Contact Data includes email address and telephone numbers.
- Technical Data includes Internet Protocol (IP) address, your login data, browser type and version.
- Profile Data includes your username and password.
- Project Data: includes data to be stored and processed in the context of the project via the Website.
- Usage Data includes information about how you use the Website and services.
4. Special Category Data
4.1 Generally we do not collect any special category data about you (this includes details about your religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, and information concerning your health and genetic and biometric data) we only do so with your explicit consent. Nor do we collect any information about criminal convictions and offenses.
4.2 Race or ethnicity are optional for some application systems related to our education programs. In the event that we do collect special categories of data, we will ask for your consent first.
4.3 Kindly abstain from sharing any Special Categories of Personal Data with us unless we ask for such personal data, and you consent.
5. Users Under 18
Being an Organization engaged mostly with children, we embrace the fact that we work with all ages. Yet, we are committed to safeguarding the welfare of all children involved in our work and not knowingly collecting their data. Therefore, all students under the age of 18 cannot apply to participate in the Festival on their own; their teachers need to apply on behalf of them. By applying on the students’ behalf, teachers warrant that they have lawfully informed and obtained the consent of their students and of any holders of their parental responsibility (where necessary) and can demonstrate so. All communications and interactions with the participating students will occur through their teachers. The teachers are responsible to not share the Website log-in information with their students. All interactions with students are described in the Festival’s Child Protection Policy.
6. How Is Your Personal Data Collected?
We use different methods to collect data from and about you, including:
- Direct Interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by phone, email or otherwise. This includes personal data you provide when you:
○ register for the Festival;
○ create an account on our Website;
○ give us feedback (when you Contact Us).
- Automated Technologies or Interactions. We might collect your personal data as you interact with our Website, in case you are a teacher or a mentor and while logged in to the Website you make a comment on a project video.
- Third Parties or Publicly Available Sources. We do not collect information about you from third parties.
7. Failure to Provide Your Personal Data
Where we must collect personal data under the lawful bases as described in Sections 8 and 9, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to allow you to register and participate in the Festival). In this case, we might have to cancel a service you have already in place with us. In this case, you will be shortly notified.
8. How Do We Use Your Personal Data?
We will only use your personal data in order to carry out our mission as described in the Scope of this Policy. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract, we are about to enter into or have entered into with you, such as our obligations to you in connection with your rights when participating in the Festival.
- Where it is necessary for our legitimate interests (or those of a Third Party). In doing this, we have determined that such processing is not likely to be too intrusive, or excessively infringe on your rights and freedoms.
- Where the processing of your personal data is necessary for compliance with our legal or regulatory obligations.
- Where you have provided your consent to allow us to use your data in a certain way.
9. Purposes for Which We Will Use Your Personal Data
9.1 We have set out below, in a table format, an indicative description of the most common ways we use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
9.2 Kindly note that we may process your personal data for more than one legal grounds, depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data, where more than one ground has been set out in the table below.
Type of data
Lawful basis for processing including basis of legitimate interest
(b) Contact Data
notifying you about changes to our policies or terms of service.
(b) Contact Data
(b)Article 6 (1) (c)- Necessary to comply with a legal obligation.
(b) Contact Data
(c) Project Data
(a) Article 6 (1) (b) Performance of a contract with you
(b) Article 6 (1) (f)
Necessary for our legitimate interests
(b) Contact Data
(c) Technical Data
Necessary for our legitimate interests (for running our operation, provision of administration and IT services, network security, to prevent fraud etc.).
(b)Article 6 (1) (c)- Necessary to comply with a legal obligation.
(b) Usage Data
Necessary for our legitimate interests (to keep our Website updated and relevant and improve our educational research)
(b) Contact Data
(c) Usage Data
You have lawfully consented by initiating communication with us
You have lawfully consented by approving through a separate dedicated form the online publication of your information
(b) Contact Data
Necessary for our legitimate interests (to promote our activities)
You do not have to provide any personal information to read the content of our Website. However, there are two instances where an individual may provide us with Identity Data.
- Teachers applying to participate in the Festival;
- Teachers registering to the Website, an individual who is a mentor/volunteer or who is interested in volunteering/becoming a mentor upon their consent.
The following guidelines set forth our practices for handling your personal information in more detail:
a. Teacher Applicants, Volunteers, Mentor Applicants, Registered Teachers and Guests
We currently facilitate the Festival that typically engages teachers with students ages 5 and older. No students are applying on their own.
Teacher and mentor applicants selected to participate in the Festival will have their applicant information transferred to an Alumni Database following Festival participation. Certain information, including name, school will be published to the Festival Website only after the applicant is accepted to participate and with the applicant’s consent. Teachers and mentors also will be contacted by the Festival’s Organizing Committee regarding their participation.
b. E-mail Communications and Opt-Out Preferences
We send e-mail communications to participants: teachers, volunteers, mentors, and other individuals or organizations upon request. All receivers may reply to the email to decline all future email communication from us. Removal from all lists may take up to five business days to complete.
c. Educational Research and Grant Reporting Purposes
The information that we collect is generally used for internal purposes such as educational research, providing our educational material and services and fulfilling requests for information to our funders, mainly the Blossom Hill Foundation. We may also collect information about Website use in order to assist in determining which parts of the Website visitors find most valuable. This allows us to continually improve the services it provides.
10. How Do We Protect Your Personal Data?
All of your Personal Information remains private and confidential. For confidentiality and security purposes, we use industry-standard methods to maintain adequate security as from the time when we collect your personal data up to its erasure, such as usernames and passwords to secure personal information. It is important for Users to protect their usernames, password, and any personal information. Users should not disclose personal information (especially passwords) to anyone. When a User has completed the use of our services, they should log out from their account. If a User shares their computer, whether in a public or private setting, the User should sign off and close the browser when finished.
11. Cookies or Other Tracking Technology
A cookie is a small data file that is written to a computer’s hard drive or mobile device by the web browser. A cookie file can contain and/or automatically collect information, such as a user identification code or IP address, that a website will use to track the pages and number of times a User has visited. The data read from these cookies may be linked to personally identifying and non-personally identifying information. Third party cookies enable Third Party features or functionality to be provided on or through the Website (e.g. advertising, videos and website analytics services).
12. Third Party Links
12.1 Our Website does not contain advertisements or sponsor messages. Yet, all the videos that we provide are first published on YouTube and then embedded into the Website. When you click on a video on the Website, it plays through YouTube, a Third Party website.
13. Account Holders/Registrants: To Access or Correct Your Information
Users who have an account or have registered with any of the Websites may view, correct or update the personal information we have by sending a request to firstname.lastname@example.org. It is important that the data we have about our Users is accurate and up to date. In the event a User’s information changes, SUP requests that the Users kindly notify us so that we can update our records.
14. Data Retention
14.1 We will retain the information provided to us and information automatically collected through the Websites for as long as a User account is active or as needed to provide our publications and services for a reasonable time thereafter or to fulfill the purpose for which it was collected. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes and enforce our agreements.
14.2 User’s personal information will remain in the Alumni Database. Please note that except as required by applicable law or our specific agreements with you, we will not be obligated to retain your Personal Data for any particular period, unless you instruct SUP to delete their profiles or otherwise opt-out.
15. All Users’ Rights
15.1 Legal Rights
According to the GDPR regulations, you have rights in relation to your personal data.
- The right of access: You may request access to your personal data. This enables you to receive a copy of the personal data SUP holds about you and to check that we are lawfully processing it.
- The right to rectification: You may request correction of the personal data that SUP holds about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- The right to erasure/be forgotten: You may request erasure of your personal data. This enables you to ask SUP to delete or remove personal data where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons for which you will receive a notification, if applicable, at the time of your request.
- The right to object: You may object to processing of your personal data on the grounds that SUP relies on a legitimate interest (or those of a Third Party) that you feel impacts your fundamental rights and freedoms. You also have the right to object to SUP processing your personal data for direct marketing purposes, although we do not perform this kind of marketing.
- The right to restrict processing: You may request restriction of processing of your personal data. This enables you to ask SUP to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful, but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- The right to data portability: You may request the transfer of your personal data to you or to a Third Party. We will provide to you, or a Third Party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use, or where we used the information to perform a contract with you.
- You may withdraw consent at any time when SUP relies on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
15.2 What We May Need From You?
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
15.3 Time Limit to Respond
We try to respond to all legitimate requests as soon as possible (within 45 days upon its receipt). If we require more time (for a maximum total of 90 days), we will inform you of the reason and extension period in writing.
16. Complaints To The Supervisory Authority
In the event of a dispute regarding your rights hereunder, you may have the right to make a complaint with your local authorities. However, your privacy is important to us and thus, we would appreciate a chance to address your concerns to us first.
17. Third Parties
SUP may share your Personal Data, as required and to the extent permitted under applicable laws, with public/governmental authorities and /or to certain third parties on a “need to know” basis. These third parties are required to only use or disclose your Personal Data as needed to provide the requested service, and their use of your Personal Data must be consistent with this Notice, applicable laws, appropriate security standards and confidentiality obligations. Personal Data will not be disseminated to unidentified and unauthorized third parties. In particular, SUP may provide access to your Personal Data directly or indirectly according to a criterion of pertinence to the following categories of third parties:
- Other Users of the Website and our Services in order to enable your collaboration with them;
- Other users that are associated with your account, such as a parent/ guardian and/or teacher;
- Vendors, consultants and other service providers working on our behalf;
- Sponsors of the Festival such as the Blossom Hill Foundation.
18. International Transfers
SUP processes your data in the European Union. If we transfer your data to a Third Party outside the European Economic Area (EEA) we may use Standard Contractual Clauses as approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
19.1 SUP is committed to complying with the fundamental principles for the protection of Personal Data and data protection. We therefore occasionally update this Policy in order to keep it updated. The Policy might be amended without notice. Significant changes to this Policy will be posted on our website to help ensure that users are aware of what information we gather, how we might use that information and who we will disclose it to.
19.2 Any future amendments made to this Policy will be published on this page and may be notified to you by e-mail.