USER ACCESS: DATA PROTECTION NOTICE
“HORIA HULUBEI” NATIONAL INSTITUTE FOR RESEARCH AND DEVELOPMENT IN PHYSICS AND NUCLEAR ENGINEERING (IFIN-HH), based in 30 Reactorului St., Măgurele, Ilfov County, would like to inform you on the processing of personal data for access and use of IFIN-HH/ELI-NP facilities by Users/User Institutions (referenced herein as ‘User Access’), regardless if it is done electronically and/or physically, in accordance with Regulation (EU) 2016/679 on the protection of natural persons regarding the processing of personal data and on the free movement of such data (‘Regulation’).
Personal data is collected when a User registers for an account in the User Portal for the purposes of administering a proposal, communication during the application and review process, experiment and/or visit and operating the facility. The use of the personal data includes organization of site entrance, onsite restaurant use, travel and accommodation where relevant, and reimbursement of costs, where relevant. It also includes using the submitted e-mail address to send information concerning the operation of the facility, news, events etc.
For the purpose of this document, the term “Users” refers to any person accessing and making use of IFIN-HH/ELI-NP facilities, using the website, and Users Portal including visitors and employees, while the term “User Institution” refers to the employing institutions of the User.
The purpose of the processing is to fulfil the legal obligations regarding the access and use of IFIN-HH facilities; to achieve the communication, dissemination and marketing objectives; to ensure the security of individuals and property, the guard and protection of property, buildings, assets and materials with special regime which are used in the scientific research, development and innovation process; to ensure the performance of agreements.
To achieve the above-mentioned objectives, IFIN-HH processes the following categories of processed data that may include:
The collection process mentioned above may be done electronically (e-mail, e-mail attachments, online forms, or document uploads, etc.) or physically (paper, etc.).
The legal basis of the PI processing is as follows:
Performance of a contract - processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
Legal obligation - processing is necessary for compliance with a legal obligation to which the controller is subject.
Protection of vital interests - processing is necessary in order to protect the vital interests of the data subject or of another natural person.
Legitimate interest - processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.
Consent - the data subject has given consent to the processing of his or her personal data for one or more specific purposes. According to the Rules, consent is deemed given either by means of a written document or through an affirmative unequivocal action. The consent thus given can be withdrawn according to the provisions of the Rules.
In order to fulfil the processing purposes, IFIN-HH may disclose certain categories of personal data to the following categories of recipients: the data subject and/or his/her legal representatives, IFIN-HH representatives, the entities within the IFIN-HH, judicial authorities or other public authorities, international organisations – if applicable, insurance and reinsurance companies, professional organisations, market research organisations, contractual partners and/or persons empowered by IFIN-HH.
Accounts may be deactivated at any time by revoking consent to this privacy statement in the User Portal. If the User deactivates the User account, the User will no longer be able to avail of the services provided by the User Portal and will be removed from any unfinalized proposals, planned experiments, and event registrations. All data contained in the User account will be deleted. The User account will be automatically deactivated if no activity is registered for a continuous 3-year period (no login by the User).
Depending on the basis of the processing, the personal data shall be stored according to the provisions of the nomenclature archive, drafted in compliance with the Law on the National Archives no.16/1996, as further amended and supplemented, if no other term is established by applicable normative acts. Also, if the basis for the processing is the consent, the user has the right to withdraw consent at any time, without prejudice to the lawfulness of the processing carried out on the basis of the consent before its withdrawal.
IFIN-HH collects such personal data that are provided voluntarily (in physical or electronic format), as well as information available from public sources. IFIN-HH does not disclose or transfer your personal data to third parties. By way of exception, IFIN-HH may transfer such data in the cases required by the legislation in force, for enforcing contractual provisions, for fulfilling a task serving a public interest, for allowing the proposal evaluation process and approval for beamtime allocation to take place (refer to http://users.eli-np.ro/members/index.php?login=success# for the updated list of the PAC members), for protecting/capitalizing on the interests of the data subjects and, last but not least, for ensuring the legitimate interest. In these situations, IFIN-HH shall ensure the integrity and protection of such data.
Personal data are secured against threats and protected by security measures. In the event of a personal security breach that poses a risk to your rights and freedoms, IFIN-HH will notify the National Supervisory Authority for Personal Data Processing as well as the person concerned in accordance with the Regulation.
At the same time, we hereby inform you that, considering the regime of IFIN-HH as nuclear objective of strategic interest, the premises are under video surveillance and upon access within the institute and throughout the visit your identity document will be retained by the gendarmes’ squad ensuring the guard of the objective. Physical access with any type of weapons and taking pictures/filming are forbidden.
The Regulation grants the following rights to all individuals concerned: the right to information; the right of access to personal data; the right to rectification of personal data; the right to erasure of personal data (“the right to be forgotten”); the right to restriction of processing; the right to portability of personal data; the right to object; the right of not being subject to an individual decision and the right to refer the matter to the authorities in the field/the court of law.
In order to exercise your rights regarding the processing of personal data, you can contact us by: e-mail: firstname.lastname@example.org or by Post, at IFIN-HH’s address, with the mention “In the attention of the Data Protection Officer”. Each request will be analyzed and you will be advised of the actions taken in this respect, in compliance with the provisions of the Regulation. For questions or other pieces of information, you can call us at (+40) 21 404 61 88.