According to Article 12 of the EMBL Internal Policy 68 (equiv. to Article 13 of Regulation (EU) 2016/679)

EMBL’s Science Education and Public Engagement office will be the data controller of personal data you provide to the European Molecular Biology Laboratory (EMBL) upon registering for or expressing interest in attending an event as a member of the audience or as an invited contributor, signing up for a newsletter, obtaining further information on educational resources or conducting a survey. Your data will be processed for the purposes of informing you about news on the science education activities of EMBL’s Science Education and Public Engagement office, participation management, for documenting events through public communication and promotion of EMBL activities, for provision of additional event services, for producing educational resources and providing you with information about them, and for reports and surveys.

EMBL’s Science Education and Public Engagement office maintains your data in systems described in ‘Recipients’ section below and in our registration system. Some of this data is provided by you, while others are produced through our interactions with you or collected from publicly accessible sources.

We collect various categories of your personal data, depending on the recipients (service providers) we use. Those categories include (where known):

1. Personal details (e.g. name, last name, phone number, email address, picture if it was taken during the event or if you provide it, job function, organization/department name, name and details of your employer / institutional affiliation, gender, nationality)
2. Address details (e.g. city, postcode, country)
3. Dietary and/or medical requirements in connection with your registration for an on-site event
4. Areas of scientific or educational interest
5. Information about relevant skills, experience and qualifications in connection with your application for an event or a course
6. Information about how you heard about the event you are registering for
7. Our communications with you (including date, content of formal messages and engagement statistics)
8. Survey responses and feedback on various items / topics
9. Information on event attendance (including dates and event name)

We rely on the following legal basis while processing your data:

• achievement of the aims laid down in EMBL’s establishing agreement of 1973 (Article 5(1)(a) of IP 68), eg. provision of advanced training and teaching in molecular biology
• legitimate interest of EMBL (Article 5(1)(c) of IP68), eg. promoting EMBL’s activities or conducting surveys
• when it’s necessary to process your personal data to enter into or execute a contract with EMBL (Article 5(2) of IP68)
• your consent (Article 5(2) of IP68), eg. to use pictures of you we took during our courses or events

You are not obliged to provide any such data to us. However, without it, EMBL’s Science Education and Public Engagement office will not be able to facilitate your receiving its communications material, providing further information on educational material or taking part in events.

Some of your personal data may be disclosed to the following external data processing recipients from various categories. Those categories are:

1. customer relationship management (CRM),
2. virtual course platform,
3. virtual learning services,
4. photographs, videos and live streams,
5. EMBL Mediasite service,
6. personalised mailing services (newsletters),
7. survey services to collect your feedback after attending an event,
8. networking services,
9. provider of Q&A, polling and quizzes services,
10. catering, accommodation, security, transport and travel services for on-site events,
11. Additional community resources in which you may choose to provide personal data during training events (you will not be obliged to do so but if you choose to do so you should be aware that your personal data will be shared with other course participants),
12. external committees and collaborators – if you participate in or contribute to an event your application details and/or contributions might be shared with parties external to EMBL for evaluation and selection process,
13. WordPress to provide EMBL.org website, press releases, printed materials or published materials on EMBL’s website or intranet site, EMBL Mediasite, social network channels, social media fan pages,
14. virtual and graphic art.

If you want to obtain a list of all the names of the recipients, please contact us.

Your personal data will be stored for as long as it is necessary for the purpose of the activities of EMBL’s Science Education and Public Engagement office on the controller’s registration system. Your published data on EMBL website, EMBL intranet site, EMBL social media accounts, newsletter services and EMBL Mediasite will be kept for as long as the controller has the account open. Contact data stored for the purpose of a newsletter are stored until on the controller’s registration system unless you ask for it to be removed. If you would like to be removed from the newsletter, please contact us; thereafter your data will be erased. Photos, video and live stream recordings will be stored for as long as it is necessary for the purpose of the activities of EMBL’s Science Education and Public Engagement office.

You can also exercise following rights, granted under the Article 13 of the EMBL Internal Policy No 68:

• a right not to be subject to a decision made by automated means (i.e. without any human intervention)
• a right to request access to your personal data
• a right to object to the processing of personal data
• a right to request erasure or rectification of your personal data
• a right to request information on the reasoning underlying data processing

Please note that those rights can be subject to limitations, as described in Article 13(2) of the EMBL Internal Policy No 68.   

If you wish to exercise your rights or wish to contact the data controller regarding any other data protection related matters, you can contact us by email or by sending a letter to:

EMBL Heidelberg, Science Education and Public Engagement office, Meyerhofstraße 1, 69117 Heidelberg, Germany

Advice on data protection matters can also be obtained from the EMBL Data Protection Officer (DPO), under Article 17(2) of the EMBL Internal Policy No 68. DPO can be reached by email at dpo@embl.org.

If you wish to complain under Article 22(1) of the EMBL Internal Policy No 68, you may do so with the EMBL Data Protection Committee. It can be reached by post at:

EMBL Heidelberg, Data Protection Committee, Meyerhofstraße 1, 69117 Heidelberg, Germany