1. INTRODUCTION
1.1. General statement – We respect your privacy
Centro Tecnolóxico de Eficienca e Sostenibilidade Enerxética EnergyLab (called EnergyLab in the rest of the page), as the coordinator on behalf of the HYDEA project, fully respects your right to privacy and is committed to the protection of personal data, in accordance with the provisions of the General Data Protection Regulation.
This privacy notice will give you information on how the HYDEA project collects, uses, shares, and looks after your personal information.
Personal information, or personal data, means any information about an individual from which that person can be identified. Anything we do with your personal information (from the point at which we collect it until we delete it from our systems) is called processing.
This Notice also details the rights available to you in relation to how we hold and use your Personal Data, how to exercise those rights, and what to do if you require more information or wish to make a complaint.
1.2. Who is responsible for your information?
EnergyLab is responsible for your information for the personal data we process. This notice applies to EnergyLab, as the coordinator on behalf of the HYDEA project, a not-for-profit private organization with registered offices in Spain at Fonte das Abelleiras, Campus Universitario de Vigo, 36310 Vigo (Pontevedra) registered in the Register of Foundations of Galician Interest under number 2008/24.
The use of “we”, “us”, “our” and “ours” in this Notice refer to EnergyLab. For more information about us, please see our About webpage https://energylab.es/.
If you want to get in touch and seek to exercise your rights as described below, please contact us at info@energylab.es.
1.3. Layout
This privacy notice is provided in a layered format, so you can go through to the specific areas set out below:
⦁ The HYDEA consortium partners and data protection officer
⦁ When this privacy notice applies
⦁ Our legal bases
⦁ Sharing your information
⦁ Consequences of not providing personal information
⦁ HYDEA project activities and how we will collect, use and share personal information
⦁ Security
⦁ Informing us of changes to your personal information
⦁ Your rights
⦁ Complaints
⦁ How long we will keep your personal information
This is the current version of our privacy notice. It was last updated in December 2023.
The HYDEA website (https://www.eu-hydea.eu/) is not intended for children and we do not knowingly collect personal information relating to children.
It is important that you read this privacy notice together with the privacy notices or fair processing notices associated with the other organisations who are HYDEA consortium partners. This privacy notice supplements the other notices and is not intended to override them.
2. THE HYDEA CONSORTIUM PARTNERS AND DATA PROTECTION OFFICER
2.1. The HYDEA consortium partners
The consortium partners in the HYDEA project are listed below, together with a link to each partners’ organisational privacy notice. Personal information collected through the HYDEA project will only be shared as necessary with the other consortium partners.
EnergyLab
https://energylab.es/
https://energylab.es/politica-de-cookies-ue/
Energy Observer Developments
https://www.eo-dev.com/
https://www.eo-dev.com/legal-notice
Évolution Synergétique Automotive
https://evo-syn.com/
https://evo-syn.com/privacy-policy/
France Energies Marines
https://www.france-energies-marines.org/
https://www.france-energies-marines.org/en/privacy-policy/
HIVE Hydrogen
https://hivehydrogen.co.uk/
https://hivehydrogen.co.uk/contact-us
Port of Brest
https://www.brest.port.bzh/
https://www.brest.port.bzh/fr/infos-pratiques/mentions-legales
Ports of Douro, Leixões and Viana do Castelo
https://www.apdl.pt/
https://www.apdl.pt/empresa/privacidade/
Port of Seville
https://www.puertodesevilla.com/
https://www.puertodesevilla.com/en/privacy-policy
Port of Vigo
https://www.apvigo.es/
https://www.apvigo.es/en/paginas/politica_de_cookies
University of Galway
https://www.universityofgalway.ie/
https://www.universityofgalway.ie/footer-links/privacy.html
University of Porto
https://www.up.pt/
https://www.up.pt/portal/en/privacy-policy/
2.2. Data protection officer
For data protection law, each of the HYDEA consortium partners, as listed above, are the controllers of personal data they process. However, EnergyLab will act as the main point of contact for individuals. EnergyLab has appointed a data protection officer who is responsible for overseeing questions in relation to HYDEA project and this privacy notice. If you have any questions about the privacy notice, including any requests to exercise your legal rights in respect of your personal information, please contact the data protection officer using the details below.
Data Protection Officer
EnergyLab
Fonte das Abelleiras
Campus Universitario de Vigo
36310 Vigo
Pontevedra, Spain
info@energylab.es
3. WHEN THIS PRIVACY NOTICE APPLIES
This privacy notice applies to any and all HYDEA project activities, and includes without limitation:
⦁ When you give your personal details through registration systems and / or attend any of our HYDEA events
⦁ When you send an enquiry throughout website
⦁ When you have asked to receive information and updates in relation to the HYDEA project
⦁ When your personal data is included as part of a HYDEA case study in a publication or on the website
⦁ To help you better understand how the HYDEA consortium partners will process personal data, each of the activities are detailed further in below in the section ‘Project activities and how we will collect, use and share personal information’.
4. INFORMATION YOU GIVE US ABOUT OTHER PEOPLE
If you provide information to us about any person other than yourself, you should ensure that you have a legal basis for doing so and that you have complied with your transparency obligations under data protection law.
5. OUR LEGAL BASES
Data protection law says that we must have legal grounds to process your personal information. These are known as lawful grounds. There are six lawful grounds. For HYDEA consortium partners, the lawful grounds relied upon to process personal data includes:
⦁ the performance of task carried out in the public interest or in the exercise of official authority.
⦁ necessary for compliance with a legal obligation that applies to us.
⦁ where you have provided consent for the use of your personal data. You can withdraw it at any time by informing info@energylab.es, however, this will not affect the lawfulness of processing which was carried out based on your consent prior to its withdrawal.
Further information can be found in the privacy notices for each organisation. Links are provided in the above Section ‘HYDEA consortium partners and data protection officer.’
6. SHARING YOUR INFORMATION
Personal information will be shared by the HYDEA consortium partners who are involved in the HYDEA project (as detailed above in the HYDEA consortium partners and data protection officer section).
The information may be shared with the funding organisation, European Commission, the European Court of Auditors and any national audit authorities for the purposes of reporting on the HYDEA project, audit and compliance.
Where required to do so by law, we may also share your information with law enforcement agencies.
In the course of administering the HYDEA project, we may share information with various other third parties, as set out below. We do this based upon the legal bases and exceptions mentioned in section 5 of this Notice.
⦁ Service Providers: We may share your personal data to help us administer the project and communicate with you. Categories of service providers include companies who provide IT software and hosting providers and records-storage companies. Where such third parties are processors, these third parties are contractually required to use it only to provide their service to us and are contractually barred from using it for their own purposes.
⦁ Experts, advisors, lawyers, and others connected to the administration of the HYDEA project: We share your information with a variety of third parties, so we can administer the HYDEA project. This may include sharing your information with advisers, solicitors and law firms, and other experts.
⦁ Legal and safety reasons: We may retain, preserve, or share your information if we have a good-faith belief that it is reasonably necessary to respond, based on applicable law, to a legal request (e.g., a subpoena, search warrant, court order, or other request from government or law enforcement agency); detect, investigate, prevent, and address fraud and other illegal activity, security, or technical issues; protect our rights, property, or safety; enforce the Grant Agreement or any other contracts we have with you or a third party which relates to you; prevent physical injury or other harm to any person or entity, including you and members of the public.
⦁ Research: We may include your personal fata in research studies to assess the impact and benefits of the HYDEA project. The outcome of these studies may be published, or we may publish individual case studies. However, we will ensure that you will not be identifiable in any such studies, without your consent, which will be separately obtained.
7. CONSEQUENCES OF NOT PROVIDING PERSONAL INFORMATION
HYDEA consortium partners require personal information to deliver, manage and monitor all activities of the HYDEA project. If you do not provide the HYDEA consortium partners with personal information, you will be unable to participate in the HYDEA project. You will still be able to access the HYDEA website and the information contained within it.
8. HYDEA ACTIVITIES AND HOW PERSONAL INFORMATION IS USED
The HYDEA project delivers the following activities:
⦁ Promoting a clear role of hydrogen in the strategic energy plans of ports.
⦁ Increasing knowledge on various hydrogen production technologies that are viable for use in ports.
⦁ Implementing technology demonstrators to attract investor interest in viable business models.
8.1. Personal information we collect
The HYDEA consortium partners will collect, use, store and share different kinds of personal information about you. To help you identify these, they have been grouped together as follows:
⦁ Identity data: first name, last name, job title, work experience relevant to participation in a HYDEA activity.
⦁ Contact data: e-mail address, phone number, employer’s name, postal address.
⦁ Enquiry data: enquiries related to the HYDEA project.
⦁ Marketing data: your preferences in receiving information and updates related to the HYDEA project.
⦁ Requirements data: dietary requirements, accessibility needs for events.
There is also other information that we collect, use, store and share that is not personal information, including:
⦁ Aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal information but is not considered personal information in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your personal information so that it can directly or indirectly identify you, we treat the combined data as personal information, which will be used in accordance with this privacy notice.
⦁ Anonymised data is the process of turning personal information into a form which does not identify individuals and where identification is not likely to take place.
⦁ Company data is any information relating to a company, such as the company’s address, financial information, business plans (although these may contain elements of personal information), methodologies, project briefs, etc.
Further details on the activities we deliver, and personal information we collect in relation to each activity is set out below.
The following types of personal data may be collected if you submit an enquiry or register for an event or answer a survey:
⦁ Identity data
⦁ Contact data
⦁ Enquiry data
⦁ Marketing
⦁ Requirements data
8.2. Ways of data collection
Personal information will be collected:
⦁ Directly from you when you submit an enquiry to HYDEA project or register for and / or attend a meeting or event or complete a survey.
⦁ From your employer if they submit an enquiry in which you are copied / mentioned or nominate you as a contact person for the organisation or sign you up for an event on your behalf.
8.3. Use of information collected
We will use personal information:
⦁ To process any enquiries which you may submit to HYDEA project.
⦁ To provide you with updates / information you have asked for.
⦁ To invite you to participate in any events or activities delivered by HYDEA project.
⦁ To register you to attend HYDEA events.
⦁ To ask if you have any specific requirements (e.g. dietary, access) so that we can try to ensure these are addressed.
⦁ To manage bookings, including notifying you of changes or cancellations.
⦁ To request and collect your input to any surveys or research which may be carried out by HYDEA project to evaluate our activities or plan for future activities or contribute to the HYDEA community.
⦁ To monitor and evaluate the activities delivered by HYDEA project.
⦁ To maintain our records and audit trail for verification of HYDEA project activity and expenditure, in relation to the Atlantic Area Interreg programme, European and national regulations and the audit and reporting obligations of the HYDEA consortium partners.
9. SECURITY
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Where we use third party providers, we have ensured that they too have such appropriate security measures. In addition, our employees, agents, secondees and suppliers will only process personal information on our instructions and in accordance with this privacy statement. They are also subject to a duty of confidentiality.
10. INFORMING US OF CHANGES TO YOUR PERSONAL INFORMATION
It is important that the personal information that we hold about you is accurate and current. Please let us know if your personal information changes during your relationship with us, by contacting us using the details below:
HYDEA project
EnergyLab
Fonte das Abelleiras
Campus Universitario de Vigo
36310 Vigo
Pontevedra, Spain
info@energylab.es
11. YOUR RIGHTS
You have several rights in relation to your information that we process. These rights are subject to several exceptions under law. To exercise these rights, please contact us at info@energylab.es
11.1. Access to your information
You have the right to request a copy of the personal information about you that the HYDEA consortium partners hold, in relation to HYDEA project activities and interactions. You can do so by contacting EnergyLab or the relevant partner.
11.2. Correcting your information
The HYDEA consortium partners want to make sure that your personal information is accurate, complete and up to date, and you may ask us to correct any personal information about you that you believe does not meet these standards.
11.3. Deletion of your information
You have the right to ask the HYDEA consortium partners to delete personal information about you if:
⦁ You consider that the HYDEA consortium partners no longer require the information for the purposes for which it was obtained.
⦁ HYDEA consortium partners are using the information with your consent and you have withdrawn your consent – see Withdrawing consent to use your information below.
⦁ You have validly objected to the use of your personal information by the HYDEA consortium partners – see Objecting to how we may use your information below.
⦁ The use of your personal information by the HYDEA consortium partners is contrary to law or their other legal obligations.
11.4. Restricting how we may use your information
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to the use of your information by the HYDEA consortium partners.
The right might also apply where HYDEA consortium partners no longer have a basis for using your personal information, but you don’t want them to delete the data. Where this right to restrict is validly exercised, the HYDEA consortium partners may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
11.5. Objecting to how we may use your information
You have the right at any time to require the HYDEA consortium partners to stop using your personal information to keep you informed about HYDEA project activities. In addition, where the HYDEA consortium partners use your personal information to perform tasks carried out in the public interest or in exercising official authority vested in it then, if you ask them to, they will stop using that personal information, unless there are overriding legitimate grounds to continue.
11.6. Withdrawing consent to use your information
Where HYDEA consortium partners use your personal information with your consent you may withdraw that consent at any time and the HYDEA consortium partners will stop using your personal information for the purpose(s) for which consent was given.
Please contact EnergyLab or the HYDEA consortium partner in your country / region by any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.
11.7. Automated processing
HYDEA consortium partners use your personal information in relation to HYDEA project on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual within the HYDEA consortium partners to whom you may make representations and contest the decision. This right only applies where HYDEA consortium partners use your information with your consent or as part of a contractual relationship with you.
12. COMPLAINTS
HYDEA consortium partners seek to directly resolve all complaints about how they handle personal information, but you also have the right to lodge a complaint with the Spanish Data Protection Authority, whose contact details are as follows, or equivalent organisations in any of the HYDEA consortium partner countries.
Agencia Española de Protección de Datos
Jorge Juan, 6
28001 – Madrid
Spain
T. 900 293 183
https://sedeagpd.gob.es/sede-electronica-web/
13. HOW LONG WE WILL KEEP YOUR PERSONAL INFORMATION
We may retain your information for as long as necessary considering the purposes set out in this Notice, including for the purposes of satisfying any legal, accounting, or reporting requirements and, where required for EnergyLab to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements. We also consider regulatory guidance, as appropriate.
The HYDEA project is funded by the Atlantic Area Interreg programme under code number EAPA_0057/2022. European regulations and the grant agreement require that the HYDEA consortium partners retain information to verify the eligibility of activity and expenditure carried out by the project. All relevant information must be retained for verification and audit purposes until 3 years after the final payment of EU funding.
14. AMENDING THIS PRIVACY NOTICE
From time to time, we may amend this Notice. This might happen, for example, where we make changes to the project activities. If we make material changes to the Notice, we will take steps to notify you, such as by posting a notice on our website.
15. CONTACT INFORMATION AND FURTHER ADVICE
If you want to exercise your rights (described above), or if you have any questions about this Notice, please contact us as follows:
Data Protection Officer
EnergyLab
Fonte das Abelleiras
Campus Universitario de Vigo
36310 Vigo
Pontevedra, Spain
info@energylab.es
You can also contact any of the HYDEA consortium partners using the contact details provided on the home page of our website: https://eu-hydea.eu/partners/
Last update: December 2023