Privacy Policy

Policy Purpose amd Scope of Application

ICFO endeavours to safeguard and protect the privacy and confidentiality of personal data pursuant to applicable laws and implementing regulations (GDPR and Spanish Ley Orgánica 3/2018, de 5 de diciembre, de Protección de Datos Personales y garantía de los derechos digitales).

To help achieve this goal ICFO has drafted this Privacy Policy, which describes how “Personal Data” received from individuals (“Data Subject/s”) is collected and processed, as well as explains the circumstances in which it may be transferred to third parties.

“Personal Data” as referred in this Policy means any information relating to an identified or identifiable natural person that allows the identification, such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Any questions in relation to this Privacy Policy, may be referred to the address, telephone or e-mail below stated.

Data Controller

This Policy is applicable to all Personal Data provided to the Institut de Ciències Fotòniques (Institute of Photonic Sciences or “ICFO”) with registered address at Av. Carl Friedrich Gauss, 3, (08860) Castelldefels, Barcelona, Spain, registered at the Registre de Fundacions of the Generalitat de Catalunya under number 1651, telephone number (+34) 93.553.4002, e-mail address dataprotection@icfo.eu, website www.icfo.eu (the “Website).

Processing Personal Data

Personal Data will be collected and processed by ICFO in a lawfully, fairly and transparent manner, only for specific, explicit and legitimate purposes as depicted below. ICFO will only collect Personal Data that is adequate, relevant and necessary in relation to the purpose for which it is processed and it will be kept secured, safe and confidential.

What is the purpose of collecting and processing personal data?

ICFO collects Personal Data that is appropriate for, relevant to and necessary for the purpose for which it has been collected, i.e.:

To satisfy requests, respond to queries, provide or hire services and/or provide information.
To communicate ICFO organised events, developments, news and activities (including surveys), whether conducted face-to-face or in virtual format, and disseminate them as well as the participants attendance to any such activities.
For their incorporation to the Website and Intranet directories.
To process applications filed with regard to open or spontaneous employment positions, scholarships and other openings available at ICFO.
To carry out the obligations ICFO is obliged to in the field of employment, social security and health, social care systems and services or any other applicable one.
In the course of participating in research and innovation programmes.
To host and maintain the Website and to provide technical support to users.
To allow remote access and external connections to ICFO net and other ICFO resources.
To keep updated and connected the Icfonians community.
To safeguard goods and people entering ICFO premises.

Legal basis for processing Personal Data

ICFO will only process Personal Data on the following basis:

If the Data Subject consented to the processing of Personal Data (expressly or by means of a clear affirmative action). ICFO does not process any Personal Data for individuals under 14 years old, who are asked not to provide any personal data via any of the interactive forms and other contact methods. Personal Data of individuals under 14 years old must be expressly consented by the holder of parental responsibility.
If it is necessary in the context of a contract or the intention to enter into a contract.
If it is necessary for ICFO to comply with any legal obligation to which may be subject.
If it is necessary to pursue ICFO legitimate interests.
For professional location purposes.
To preserve personal and material security (CCTV).

Personal Data Storage

Personal Data will be kept by ICFO as long as it is required for the purpose for which it has been collected and, in any case, as long as the Data Subject does not request its deletion.

Communication of Information to Third Parties

ICFO might be required to communicate Personal Data to third parties, either to comply with any legal obligation to which may be subject or to provide a better experience to Data Subjects in case ICFO carefully selects these third parties and taken steps to ensure that Personal Data is adequately protected.

These third parties may be:

Service Providers. ICFO may share Personal Data with natural or legal persons, who are engaged to process the information collected in the course of a service contract.

These third parties process Personal Data on behalf of ICFO in line with applicable laws and regulations.

Other third parties. ICFO may also provide Personal Data to other third parties such as regulators and law enforcement agencies, where is required by law to do so.

Website. Google Analytics cookies used in the Website can be prevented from being stored by setting the browser software accordingly (see Cookies Policy for further information). However, please note that full use of all the Website’s functions may be restricted.

The Website offers the possibility to share content on social media channels (e.g. Facebook, Instagram, LinkedIn). The respective social media provider will directly gather Personal Data only after clicking on the corresponding sharing button. Please refer to the privacy policy of the social media providers to learn more about what Personal Data is collected and how it is used.

Your Rights

At any time you can:

Access, confirm, correct, rectify, update, supplement, anonymise, block, restrict or delete Personal Data processed by ICFO
Object to the processing of your Personal Data
Transfer Personal Data from us to another person or business

In any of the cases above, please e-mail dataprotection@icfo.eu or send a letter to:

ICFO-Institut de Ciències Fotòniques
Av. Carl Friedrich Gauss, 3
08860-Castelldefels (Barcelona), Spain

Requests must contain the reference “Data Protection” and must include name and surname of the Data Subject, address for notifications and photocopy of the ID.

Cookies

The Website may implement browsing surveys and traceability systems and/or devices in order to collect information for the purposes of establishing general user trends and improving browsing (e.g. cookies).

Information obtainable from browsing may include: the Internet service provider’s domain name in order to ascertain the geographic origins of the computers accessing the web; Internet addresses which redirect navigation to the Website in order to analyse and evaluate sources of interest in ICFO; browsing dates and times in order to optimise browsing according to traffic peak/off-peak hours; daily web traffic to each section of the web. The tools employed to analyse browser activity have been designed to conduct statistical surveys, and will not be used to identify individual visitors. Please, refer to our Cookies Policy for more information.

Additional information

Security. ICFO implements appropriate security measures to help protect Personal Data and guard against access by unauthorised persons. Information storage is on secure computers in a locked information centre and information is encrypted wherever possible. However, as the transmission of information via the Internet is not completely secure ICFO cannot guarantee the security of information transmitted to our Website.

Confidentiality. ICFO will maintain the confidentiality of and protect the information supplied in accordance with our Privacy Policy and all applicable laws. ICFO does not sell, rent, distribute or otherwise make Personal Data commercially available to any third party, except that may share information with services providers for the purposes set out in this Privacy Policy.

Ammendments to the Privacy Policy

ICFO reserves the right to amend this Policy at any time in accordance with its own criteria or in response to any legislative or judicial developmenon with services providers for the purposes set out in this Privacy Policy.