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Privacy notice for newsletter of EGRUiEN

privacy notice FOR NEWSLETTER of HORIZON EUROPE PROJECT EGRUiEN (Grant agreement NO: 101178146)

Published 11 November 2025

What should you know about the processing of your personal data?

UNIVERSITY OF JYVÄSKYLÄ, UNIVERSITÀ DI PARMA, LAPPEENRANNAN-LAHDEN TEKNILLINEN YLIOPISTO LUT, EUROPAISCHES ZENTRUM FUR WOHLFAHRTSPOLITIK UND SOZIALFORSCHUNG, TALLINN UNIVERSITY, UNIVERSITETET I OSLO, UNIWERSYTET WROCLAWSKI, UNIVERSIDAD DE ZARAGOZA, CARDIFF UNIVERSITY, NOTUS INVESTIGACIÓN SOCIAL APLICADA, STREDOEUROPSKY INSTITUT PRE VYSKUM PRACE as joint controllers for the EGRUiEN research project collect data about you to be able to send you a project newsletter. You have rights to your personal data, such as the right to access the data and the right to be sure that it is stored securely and only for the necessary time. Above all, you have the right to know the following:

  • What information we collect about you and why,
  • for how long, and where we keep this information, and
  • to whom we share this information.

All of these points are explained in this privacy notice.

How to find the information you are looking for?

We have created this privacy notice to be as easy as possible to use and understand. That is why you will find the key points summarised under each section. If you are interested in knowing more contact the data protection officer (contact details are available at the end of the privacy notice).

Why we process your personal data?

Personal data in the customer database is used for informing the people on the mailing list of the progress and results of the EGRUiEN project. The newsletter issues will include general news about the project, new results and important upcoming events etc. These are the only purpose of the data processing in the case of EGRUiEN project’s newsletter. 

What data we process and for how long?

We process the following and necessary data:

Basic information: first name, last name

Contact information: email address.

Personal data are erased after the project ends approximately by the end of 2028 or earlier if you unsubscribe.

What rights you have and how to exercise them?

You have the following rights: 

  • Right to access your data.
  • Right to have any incorrect information corrected.
  • Right to have your data erased (right to be forgotten).
  • Right to restrict processing.
  • Right to have the responsible unit inform the party to which your data is disclosed of your data being corrected, erased, or the processing being restricted.
  • Right to object processing, e.g. direct marketing.
  • Right to have your data transferred from one system to another, when processing is based on an agreement or your consent.
  • Right to be notified of any information security breaches resulting in a high risk.
  • Right to file a complaint with the supervisory authority.
  • Right to withdraw consent if it is the legal basis for data processing

You can exercise your rights by sending a request to the primary contacts at University of Wrocław: Olga Gitkieiwcz (olga.gitkiewicz@uwr.edu.pl), Szymon Pilch (szymon.pilch@uwr.edu.pl), and secondary contacts, namely to Digital Library of the University of Wrocław. You can use the form on the Digital Library of University of Wrocław website or send your request informally to (oin.bu@uwr.edu.pl). Keep in mind that withdrawing your consent doesn’t change the processing that happened before the withdrawal.

Who can access your personal data?

The data can be accessed by the members of the University of Wrocław and University of Jyvaskyla research teams who are responsible for preparing the newsletter issues.

We would like to inform users that we use external service providers, i.e. we entrust the processing of personal data to the following entities:

1. Microsoft Forms – for the purpose of sending newsletters and using the mailing system. Microsoft Forms ensures compliance with European standards for the protection of personal data, including standards set by legal acts and decisions of the European Commission. Detailed information is available in the privacy policy of this service provider, available on the Microsoft website: https://www.microsoft.com/en-us/privacy/privacystatement

To whom do we transfer your data?

Your personal data is not transferred outside the EU/EEA area.

On what basis we process your personal data?

We process your personal data based on your consent. The relevant legal provisions, for the processing are: 

General Data Protection Regulation, GDPR, EU 679/2016, Article 6, section 1a.

How to contact us?

University of Wroclaw, Poland

Olga Gitkiewicz, olga.gitkiewicz@uwr.edu.pl (primary contact for UWr)

Szymon Pilch, szymon.pilch@uwr.edu.pl, +48664486245

Joint Controllers and the contact information for data protection officers

UNIVERSITY OF JYVÄSKYLÄ (JYU) (FINLAND), Data Protection Officer email: tietosuoja@jyu.fi

UNIVERSITÀ DI PARMA (UNIPR) (ITALY), Data Protection Officer email: dpo@unipr.it

LAPPEENRANNAN-LAHDEN TEKNILLINEN YLIOPISTO LUT (LUT) (FINLAND), Data Protection Officer email: dataprotection@lut.fi

EUROPAISCHES ZENTRUM FUR WOHLFAHRTSPOLITIK UND SOZIALFORSCHUNG (European Centre) (AUSTRIA), Data Protection Officer email: datenschutz@heydata.eu

TALLINN UNIVERSITY (TLU) (ESTONIA), Data Protection Officer email: andmekaitsespetsialist@tlu.ee

UNIVERSITETET I OSLO (UiO) (NORWAY), Data Protection Officer email: personvernombud@uio.no

UNIWERSYTET WROCLAWSKI (UWr) (POLAND), Data Protection Officer email: iod@uwr.edu.pl

UNIVERSIDAD DE ZARAGOZA (UdZ) (SPAIN), Data Protection Officer email: dpd@unizar.es

CARDIFF UNIVERSITY (CU) (UK), Data Protection Officer email: inforequest@cardiff.ac.uk

NOTUS INVESTIGACIÓN SOCIAL APLICADA (NOTUS) (SPAIN), Data Protection Officer email: notus@notus-asr.org

STREDOEUROPSKY INSTITUT PRE VYSKUM PRACE (CELSI) (SLOVAKIA), Data Protection Officer email: dataprotection@celsi.sk  

You have to lodge a complaint with a supervisory authority, especially with a locally relevant one in terms of your permanent place of residence or work or place of the alleged infringement   if you regard that the processing of personal data violates the EU General Data Protection Regulation (EU) 2016/679.