GENERAL INFORMATION

The National Institute for Aerospace Research “Elie Carafoli” (INCAS), headquartered at Bulevardul Iuliu Maniu no. 220, Sector 6, 061126, Bucharest, Romania, acting as the owner and administrator of the website www.incas.ro and as “data controller” within the meaning of national legislation and of the General Data Protection Regulation – Regulation (EU) 2016/679 of the European Parliament and of the Council 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, which entered into force on 25 May 2018 (“GDPR”), respects the right to privacy of persons accessing our website and ensures the proper protection of personal data processing for all individuals who provide such data to INCAS in the course of its activities.

This document is intended to inform you about the processing of your personal data in the context of using the website www.incas.ro, as well as about INCAS’s activity.

I. Processing of personal data of contact persons / persons who write to us through the website

a) Categories of personal data processed

Through the contact form on www.incas.ro, personal data belonging to persons who contact us is collected: first name, last name, institution/organization, position, e-mail address, phone number, and the content of the message sent.

b) Purposes and legal grounds for processing

INCAS collects this data in order to respond to requests received (information about the projects, collaborations, press, publications). The legal ground for processing is INCAS’s legitimate interest in communicating effectively with persons interested in all activities of the institute, or, where applicable, the performance of pre-contractual measures at the request of the data subject.

c) Transfer of personal data

Data may be transmitted within the European Economic Area, as well as to Switzerland, to INCAS partners, to the extent necessary for carrying out joint research activities, as well as to the website’s IT/maintenance service provider.

d) Data retention period

Data is retained for the period necessary to resolve the request and, subsequently, for the period required by the archiving rules applicable to INCAS as a public research institution.

II. Processing of personal data

a) Categories of personal data processed

Data such as: first name, last name, position/role in the projects, institutional affiliation, professional e-mail address, phone number, CV, professional experience, list of publications, professional photograph — published, where applicable, on the page www.incas.ro.

b) Purposes and legal grounds for processing

INCAS processes this data in order for presentation, for reporting to the funder/partner institutions, and for promoting scientific results. The legal ground for processing is INCAS’s legitimate interest in informing the public and the scientific community about INCAS’s activities, as well as, where applicable, the data subject’s consent for the publication of their photograph/CV on the website.

c) Transfer of personal data

Data may be transmitted to INCAS partners, project funders, to project auditors/evaluators, as well as to public authorities in the event of an audit.

d) Data retention period

In case of funded projects, reports and supporting documents, the period required by the archiving rules specific to research funds, which may extend up to 10 years after the project’s completion.

III. Processing of personal data of participants at events (conferences, workshops, dissemination sessions)

a) Categories of personal data processed

First name, last name, institution/organization, position, e-mail address, phone number, and, in the case of in-person events, possibly photographs/video recordings taken during the event.

b) Purposes and legal grounds for processing

INCAS processes this data for organizing events by INCAS (registrations, logistical communications) and for reporting dissemination activities to the funder. The legal ground is INCAS’s legitimate interest in organizing and reporting on INCAS’s activities, as well as the data subject’s consent in the case of photographs/recordings subsequently published.

c) Transfer of personal data

Data may be transferred to partners, to logistics service providers (venue, catering, transportation, if applicable), and to the company providing website maintenance.

d) Data retention period

For the period necessary for organizing the event and reporting to the funder, subsequently in accordance with applicable archiving rules.

IV. Publication of articles, press releases and scientific results on the website

a) Categories of personal data processed

First name, last name, position, institutional affiliation of researchers or collaborators mentioned in articles, press releases, or scientific publications posted on the website.

b) Purposes and legal grounds for processing

INCAS processes this data in order to inform the public about the results and progress of the research carried out within the INCAS project. The legal ground is INCAS’s legitimate interest in disseminating the results of research funded by public/international funds.

c) Transfer of personal data

Data may be visible to the general public accessing the website and may be transmitted to the partners and to the website’s IT maintenance company.

d) Data retention period

For the entire duration the material is published on the website, respectively in accordance with the archiving rules for research results.

V. Service providers

a) Categories of personal data processed

Data of contact persons within service providers (website maintenance, hosting services, translations, graphic design, event organization): first name, last name, organization name, position, phone number, e-mail address.

b) Purposes and legal grounds for processing

This data is processed for the purpose of concluding and performing service procurement contracts, as well as for ensuring effective communication with providers. The legal ground for processing is INCAS’s legitimate interest, or the performance of contracts concluded with providers who are natural persons.

c) Transfer of personal data

Data may be transmitted to tax authorities and other public authorities in the event of an audit, as well as to auditors, where applicable.

d) Data retention period

For the duration of the contract’s performance and, subsequently, in accordance with the legal terms for archiving financial-accounting documents.

VI. Questionnaires / feedback forms

a) Categories of personal data processed

First name, last name, institution, position, e-mail address, opinions/responses expressed in the questionnaire.

b) Purposes and legal grounds for processing

INCAS processes this data, where applicable, in order to obtain feedback regarding the activities/events carried out by INCAS. The legal ground is INCAS’s legitimate interest in improving the dissemination and communication activities.

c) Transfer of personal data

Data may be transmitted to the partners and to project funders, for reporting purposes.

d) Data retention period

For the period necessary for analyzing the feedback, subsequently anonymized or deleted.

Special categories of data

INCAS undertakes the obligation to obtain the explicit consent of data subjects in all situations where sensitive data is collected from them. Under applicable legislation, the following are considered sensitive data: racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data used for identification purposes, health data, and data concerning a person’s sex life or sexual orientation. INCAS does not collect such data through the website www.incas.ro, except in exceptional situations and with the express consent of the data subject.

Your rights regarding the processing of personal data

• Right of access – you have the right to request information from INCAS regarding the processing of your personal data.
• Right to rectification – you have the right to request that INCAS rectify your inaccurate personal data.
• Right to erasure – you have the right to request that INCAS delete your personal data in certain situations (e.g., the data is no longer necessary for the purpose for which it was collected, or you have withdrawn your consent).
• Right to restriction of processing – you have the right to request that INCAS restrict the processing of your personal data in certain situations (e.g., you contest the accuracy of the data or consider the processing unlawful).
• Right to object – you have the right to object, on grounds relating to your particular situation, to the processing of data concerning you, except in cases where there are contrary legal provisions.
• Right to data portability – you have the right to request that INCAS transmit your personal data to you or to another entity.

INCAS can be contacted regarding the above by e-mail at incas@incas.ro.

You may also address any complaints or reports to the National Supervisory Authority for Personal Data Processing (ANSPDCP), headquartered in Bucharest, B-dul Gral. Gheorghe Magheru no. 28-30, Sector 1, www.dataprotection.ro.

National Institute for Aerospace Research “Elie Carafoli” (INCAS) Bulevardul Iuliu Maniu 220, Sector 6, 061126, Bucharest, Romania E-mail: incas@incas.ro