Ocean Energy Europe (“OEE”), as the Coordinator on behalf of the SEETIP Ocean 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 SEETIP Ocean 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.
OEE is responsible for your information for the personal data we process. This Notice applies to OEE, as the Coordinator on behalf of the SEETIP Ocean project, a non-profit association with registered offices in Belgium at 1040 Brussels, Rue d’Arlon 63, registered in the Crossroads Bank for Enterprises under number 0884.244.080. The use of “we”, “us”, “our” and “ours” in this Notice refer to OEE. For more information about us, please see our About webpage https://www.oceanenergy-europe.eu/about-oee/.
If you want to get in touch and seek to exercise your rights as described below, please contact us at privacy@oceanenergy.eu.
This privacy notice is provided in a layered format, so you can click through to the specific areas set out below:
• The SEETIP Ocean project
• The SEETIP Ocean project Partners and Data Protection Officer
• When this privacy notice applies
• Our Legal Bases
• Sharing Your Information
• Consequences of not providing personal information
• SEETIP Ocean 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 November 2022.
The SEETIP Ocean project website (https://oceanset.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 SEETIP Ocean Project Partners (as outlined in the SEETIP Ocean Project Partners and Data Protection officer). This privacy notice supplements the other notices and is not intended to override them.
The SEETIP Ocean project was developed to support the Implementation Working Group (IWG) of the European Strategic Energy Technology Plan (SET Plan) for Ocean Energy by setting up a dedicated secretariat (“OceanSET”), as well as the European Technology and Innovation Platform for Ocean Energy (ETIP Ocean). The Ocean Energy SET Plan was adopted by the SET Plan Steering Committee on the 21st of March 2018. An Implementation Plan has since been developed which was rolled out under the OceanSET project, the predecessor project to SEETIP Ocean.
The Implementation Plan focuses on the key challenges for wave and tidal energy technologies. Its ambition is to outline a structured approach that will enable wave and tidal technologies to follow a credible development path, with the ultimate destination of a commercially viable wave and tidal industry. Further information on the SEETIP Ocean project and its Project Partners can be found at https://oceanset.eu/.
The partners in the SEETIP Ocean project are listed below, together with a link to each partners’ organisational privacy notice.
Personal information collected through the SEETIP Ocean will only be shared as necessary with the other Project Partners.
Sustainable Energy Authority of Ireland
www.seai.ie
www.seai.ie/legal-and-privacy
Wave Energy Scotland
www.waveenergyscotland.co.uk
www.waveenergyscotland.co.uk/privacy-policy
Direção Geral de Energia e Geologia
www.dgeg.gov.pt
https://www.dgeg.gov.pt/media/cwsjeddy/pol%C3%ADtica_geral_de_privacidade_e_prote%C3%A7%C3%A3o_de_dados_da_dgeg.pdf
Ocean Energy Europe
www.oceanenergy-europe.eu
www.oceanenergy-europe.eu/wp-content/uploads/2018/05/Ocean-Energy-Europe-Privacy-Policy.pdf
France Energies Marines
www.france-energies-marines.org
en.france-energies-marines.org/content/view/full/28626
Agenzia nazionale per le nuove tecnologie, l’energia e lo sviluppo economico sostenibile
www.enea.it
www.enea.it/en/privacy
TECNALIA
www.tecnalia.com
https://www.tecnalia.com/en/privacy-policy
The University of Edinburgh
www.ed.ac.uk
www.ed.ac.uk/about/website/privacy
Consorcio para el diseño, construcción, equipamiento y explotación de la Plataforma Oceánica de Canarias
www.plocan.eu
https://www.plocan.eu/Privacyhttps://www.dgeg.gov.pt/media/cwsjeddy/pol%C3%ADtica_geral_de_privacidade_e_prote%C3%A7%C3%A3o_de_dados_da_dgeg.pdf
For Data Protection Law, each of the SEETIP Ocean Project Partners and associated organisations, as listed above, are the controllers of personal data they process. However, OEE will act as the main point of contact for individuals. OEE has appointed a data protection officer who is responsible for overseeing questions in relation to SEETIP Ocean 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
Ocean Energy Europe
Rue d’Arlon 63
1040 Brussels, Belgium
Email: privacy@oceanenergy.eu
This privacy notice applies to any and all SEETIP Ocean activities, and includes without limitation:
· When you give your personal details through registration systems and / or attend any of our SEETIP Ocean events
· When you send an enquiry through out website
· When you have asked to receive information and updates in relation to the SEETIP Ocean project
· When your personal data is included as part of an SEETIP Ocean case study in a publication or on the website
· To help you better understand how the SEETIP Ocean Project 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’.
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.
Data protection law says that we must have legal grounds in order to process your personal information. These are known as lawful grounds. There are six lawful grounds. For SEETIP Ocean Project Partners, the lawful grounds relied upon to process personal data includes:
Personal information will be shared by the SEETIP Ocean Project Partners who are involved in the SEETIP Ocean project (as detailed above in the Project 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 SEETIP Ocean 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 SEETIP Ocean 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 6 of this Notice.
SEETIP Ocean Project Partners require personal information to deliver, manage and monitor all activities of the SEETIP Ocean project. If you do not provide the SEETIP Ocean Project Partners with personal information, you will be unable to participate in the SEETIP Ocean project. You will still be able to access the SEETIP Ocean website and the information contained within it.
The SEETIP Ocean project delivers the following activities:
The SEETIP Ocean Project 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: title, forename, surname, job title, work experience relevant to participation in a SEETIP Ocean activity
· Contact data: email address, telephone number, employer’s name, address
· Enquiry data: enquiries related to the SEETIP Ocean project
· Marketing data: your preferences in receiving information and updates related to the SEETIP Ocean 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.
Personal information we collect
The following types of personal data may be collected if you submit an enquiry or register for an event:
· Contact data
· Enquiry data
· Marketing data
How we collect personal information
Personal information will be collected:
· Directly from you when you:
o submit an enquiry to SEETIP Ocean
· From your employer if they:
o submit an enquiry in which you are copied / mentioned
o nominate you as a contact person for the organisation
How we will use personal information
SEETIP Ocean events include, but are not limited to, workshops, and meetings.
Personal information we collect
The following types of personal data may be collected if you register for an event:
· Contact data
· Identity data
· Requirements data
· Marketing data
How we collect personal information
Personal information will be collected:
· Directly from you when you register for and / or attend a meeting or event
· From your employer if they sign you up for an event on your behalf
How we will use personal information
Personal information we collect
· Identity data
· Contact data
How we collect personal information
· Directly from you when you:
o complete a questionnaire
o complete a survey
o provide feedback
How we will use personal information
· To request and collect your input to any questionnaire or research which will be carried out by SEETIP Ocean
· To send you feedback forms and collect your comments about SEETIP Ocean activities
· To request and collect your input to any surveys or research which may be carried out by SEETIP Ocean to evaluate our activities or plan for future activities
· To analyse questionnaire responses, feedback and survey responses and produce reports. Note: The data included in reports will be aggregated and anonymised, unless you give us specific written consent to publish a comment
· For monitoring and evaluating the activities delivered by SEETIP Ocean
· To maintain our records and audit trail for verification of SEETIP Ocean activity and expenditure, in relation to the European Research and Develop Funding of the project, European and national regulations and the audit and reporting obligations of the SEETIP Ocean Project Partners
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 such as Survey Monkey, 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.
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:
SEETIP Ocean project
Ocean Energy Europe
Rue d’Arlon 63
1040 Brussels, Belgium
Email: privacy@oceanenergy.eu
You have a number of rights in relation to your information that we process. These rights are subject to a number of exceptions under law.
To exercise these rights, please contact us at privacy@oceanenergy.eu
You have the right to request a copy of the personal information about you that the SEETIP Ocean Project Partners hold, in relation to SEETIP Ocean activities and interactions. You can do so by contacting OEE or the relevant partner.
The SEETIP Ocean Project 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.
You have the right to ask the SEETIP Ocean Project Partners to delete personal information about you where:
· You consider that the SEETIP Ocean Project Partners no longer require the information for the purposes for which it was obtained
· SEETIP Ocean Project 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 SEETIP Ocean Project Partners – see Objecting to how we may use your information below
· The use of your personal information by the SEETIP Ocean Project Partners is contrary to law or their other legal obligations.
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 SEETIP Ocean Project Partners.
The right might also apply where SEETIP Ocean Project 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 SEETIP Ocean Project 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.
You have the right at any time to require the SEETIP Ocean Project Partners to stop using your personal information to keep you informed about SEETIP Ocean activities. In addition, where the SEETIP Ocean Project 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.
Where SEETIP Ocean Project Partners use your personal information with your consent you may withdraw that consent at any time and the SEETIP Ocean Project Partners will stop using your personal information for the purpose(s) for which consent was given.
Please contact OEE or the SEETIP Ocean Project 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.
SEETIP Ocean Project Partners use your personal information in relation to SEETIP Ocean 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 SEETIP Ocean Project Partners to whom you may make representations and contest the decision. This right only applies where SEETIP Ocean Project Partners uses your information with your consent or as part of a contractual relationship with you.
SEETIP Ocean Project Partners seek to resolve directly all complaints about how they handle personal information, but you also have the right to lodge a complaint with the Belgian Data Protection Authority, whose contact details are as follows, or equivalent organisations in any of the SEETIP Ocean project partner countries.
Belgian Data Protection Authority
Rue de la Presse 35
1000 Brussels
Belgium
Phone: +32 2 274 48 00
Email: contact@apd-gba.be
We may retain your information for as long as necessary in light of the purposes set out in this Notice, including for the purposes of satisfying any legal, accounting, or reporting requirements and, where required for OEE 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 SEETIP Ocean project is funded by Horizon Europe under contract 101075412. European regulations and the grant agreement require that the SEETIP Ocean Project 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.
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.
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
Ocean Energy Europe
Rue d’Arlon 63
1040 Brussels
Belgium
Email: privacy@oceanenergy.eu
You can also contact any of the SEETIP Ocean Partners using the contact details provided on the home page of our website: https://oceanset.eu/partners/
Privacy Notice Last Updated November 2022
© 2022 Ocean Energy Europe
Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or CINEA. Neither the European Union nor the granting authority can be held responsible for them.