Check out our privacy policy!
Our website is committed to protecting the privacy of our customers and users. Accordingly, we have prepared this Privacy Policy, which covers the collection, use, disclosure, transfer and storage of customer data. Our activities on the Internet are in accordance with all relevant activities and relevant European Union legislation and the laws of the Republic of Estonia.
1. Controller and contact details
The controller of personal data processed in the Adapter project is:
Tallinn University of Technology
AIRE Centre, the coordinating unit of the Adapter project
Address:
Ehitajate tee 5
Mustamäe district
19086 Tallinn
Harju County
Data Protection Contact Person
Henri Schasmin
henri.schasmin@taltech.ee
Project partners (universities and research institutions that implement cooperation with Adapter) may also be controllers or processors within the framework of a specific activity. More detailed information about partners is provided on the Adapter website:
2. What personal data do we process?
Depending on the activity, the personal data processed may include:
Basic data
- name
- position
- organization
- email address
- phone number
Participation data information
- events
- trainings
- workshops
- consultations
- meetings
Event recordings
- photos, video and audio recordings
Communication data
- e-mail correspondence
- feedback survey responses
- information submitted in registration forms more information
Web Usage Data
Information collected through analytics tools when functionally implemented, including IP address, browser type, device type, approximate location, pages visited and activities on our website.
Newsletter and marketing data
Information about which newsletters we have sent, whether there are statistics on clicks and openings for the newsletter, etc.
Special categories of data
Special categories of personal data are not collected. Children’s data is collected with the relevant consent.
3. Why and on what legal basis do we process personal data?
3.1 Events, trainings and meetings
Purpose:
Planning, organizing and conducting Adapter events, trainings, consultations, networking and meetings, including confirmation of participation, information exchange, statistics and reporting.
Data processed:
- name
- position
- organization
- contact details
- participation information
- special requests if necessary (e.g. catering, translation)
- recordings (video, audio, photos)
Legal basis:
- processing of personal data based on consent
- obligation arising from legal acts (e.g. project-based reporting, accounting requirements)
- performance of a task in the public interest or legitimate interest (e.g. statistics, analysis of the impact of project activities)
- consent to the use of image or video recordings for marketing and communication purposes
3.2 Consulting and cooperation requests
Purpose:
To provide companies and organizations with cooperation opportunities offering, consulting, finding suitable research and development partners and follow-up communication.
Legal basis:
- pre-contractual action (e.g. answering questions, preparing an offer)
- legitimate interest (developing Adapter services, developing a collaboration network, assessing the effectiveness of activities)
3.3 Newsletters and direct marketing
Purpose:
Send information about Adapter events, services, project opportunities and other relevant news.
Legal basis:
- consent (e.g. if you subscribe to Adapter’s newsletter or provide your consent on the registration form)
- legitimate interest if you have previously participated in a similar activity and the information is directly related to it
You can always opt out of newsletters via the link in the footer of each email or by sending us a corresponding message.
3.4 Website and cookies
Purpose:
Website operation, security, improving usability, traffic statistics and content analysis, targeted notifications if necessary.
Technologies:
- WordPress content management
- Wordfence security plugin
- Zone Media OÜ web hosting
- Google Analytics
- Smaily newsletter
- Other cookies and similar technologies
Legal basis:
- legitimate interest (website security, reliability and usage statistics)
- consent for unnecessary/customizable cookies (marketing, profiling, etc.)
A separate notification is displayed regarding the use of cookies on the website and you can manage your preferences there.
3.5 Project management, reporting and accounting
Purpose:
Fulfillment of legal obligations related to the Adapter project, including documentation of activities, reporting to funders, accounting, procurement and contracts.
Legal basis:
- fulfillment of a legal obligation
- performance of a task carried out in the public interest
- legitimate interest (planning and quality assurance of project activities)
4. What technologies and services do we use to process data?
When processing data, the implementers of the Adapter project may use, for example, the following information systems and services:
Contact and project management systems
- customer and contact management (CRM – Notion)
- project management software
- reporting environments;
File management and collaboration platforms
- cloud-based solutions
- e.g. Microsoft 365, including various office software solutions
Email and newsletter platforms
- email clients
- bulk mailing services
- newsletter software
Event and webinar platforms
- video meeting and webinar environments
- e.g. MS Teams, Zoom or other similar solutions
- registration forms
- feedback surveys
Website technical platform
- content management system
- cookie management tool
- security plugins
- analytics tools
Procurement and contracts
- procurement environments
- document management systems
- digital signature solutions
All service providers used have been selected on the principle that they comply with personal data protection requirements (including GDPR) and the necessary data processing agreements have been concluded.
5. Data retention
Personal data will only be retained for as long as necessary
- To carry out the relevant activity (e.g. event, cooperation project, consultancy) and for follow-up activities.
- To fulfil legal obligations (e.g. we generally retain accounting data for 7 years).
- Until the end of the project reporting period and a reasonable archiving period (if required by the funder’s rules).
- If the basis for retention (purpose or legal obligation) ceases, the personal data will either be deleted or anonymised.
6. Transfer and access to personal data
Personal data is only accessible to those members of the Adapter project team and partners who have a need for it due to their work duties.
Data may be transferred to:
- Project partners (universities, research institutions and competence centers) if this is necessary for the implementation of a specific activity.
- IT service providers (web hosting, email and newsletter platform, file management, analytics, event platforms) with whom relevant data processing agreements have been concluded.
- Funders and state authorities to fulfill reporting or monitoring obligations arising from the law.
Personal data will not be transferred or sold to third parties for marketing purposes, unless we have explicit consent.
7. Data subject rights
The data subject has the following rights under the GDPR and Estonian law, among others:
- The right to access their personal data (including to receive a copy of the data we store).
- The right to rectify the data if it is inaccurate or incomplete.
- The right to erasure of data (“right to be forgotten”) in cases where there is no legal basis for further processing.
- The right to restriction of processing if the accuracy of the data or the lawfulness of the processing is contested.
- The right to object if we process the data on the basis of a legitimate interest or for direct marketing purposes.
- The right to data portability if the processing is based on consent or a contract and is carried out by automated means.
- The right to withdraw consent if the processing is based on consent (e.g. newsletter, marketing). Withdrawal of consent does not affect the lawfulness of processing based on previous consent.
- The right to file a complaint with the Data Protection Inspectorate (www.aki.ee) if the processing of personal data violates applicable data protection requirements.
8. How to exercise your rights?
For all questions or requests related to privacy and data protection (data request, correction, deletion, restriction of processing, objection, data portability), please contact:
Data Protection Contact Person
Henri Schasmin
henri.schasmin@taltech.ee
Please describe in your request as precisely as possible which data and which right you intend to use. We will generally respond within 1 month at the latest, in the case of more complex requests the deadline may be extended in accordance with the GDPR.
9. Cookies and other web technologies
The Adapter website uses cookies and similar technologies:
Necessary cookies
Ensure the technical functioning and security of the website.
Statistical cookies
Help us understand how visitors use the website so that we can improve the content and functionality.
Marketing and preference cookies
If necessary, to create profiles, customize content and notifications. They are only used if you have given your consent.
Other information
A corresponding notification about the use of cookies is displayed when you open the website, where you can manage your preferences. If you wish, you can also restrict the use of cookies or delete them in your web browser settings. However, this may affect the functioning of some functions of the website.
10. Changes to the Privacy Policy
We may update this Privacy Policy as our practices, technologies, or legal requirements change. The new version will be posted on the Adapter website with a “Last Updated” date.
