To execute its tasks, ITEA Office must maintain information and documentation on ITEA projects and proposals, the participating organisations and their contact persons. The management of all this information is subject to confidentiality and privacy regulations.
Confidentiality of project-related information is subject to the ITEA 3 Frame Agreement (Art. VIII) and specific Declarations of Non-Disclosure (DNDs) for selected events and purposes:
Based on their signed DND, all members of the ITEA management bodies have access to all ITEA project information.
Signing the DND for PO days participants gives access to the PO days event, to the ITEA Project Idea Tool and to the ITEA Living Roadmap. It allows people to share information at these events and in the following process of project definition while restricting the use to the project definition only. After the submission of a Full Project Proposal the regulations of the Frame Agreement apply, as submitting an FPP requires the signing of a Declaration of Acceptance of the ITEA 3 Frame Agreement by all partners.
There is a separate DND for access to the ITEA Living Roadmap for interested ITEA Community members (see below) who are not immediately interested in creating a new project.
ITEA Community Members (see below) may have access to relevant parts of the ITEA project-related information based on their role, for example:
Personal information related to individuals is based on the European General Data Protection Regulation (GDPR).
The following principles apply to the ITEA privacy regulations:
While browsing the ITEA public website, no personal information is collected. However, cookies are used to manage our website and improve the browsing experience of the visitor. The ITEA website uses essential cookies for the operation of the website and other cookies for tools such as Google Analytics, YouTube and Twitter that collect anonymised information.
In order to participate in the ITEA programme and to make use of its services, one needs to register via the ITEA Community website (https://itea3.org/community) and to create an ITEA account. When creating an ITEA account, users are requested to provide certain personal data required to take part in events and project creation, to publish an ITEA project idea, to act as an ITEA project leader, or to be part of an ITEA project as a technical contact, a financial contact or an associate (project member).
The following personal data is requested to create an ITEA account:
All personal data can be modified and managed by the account user except email address and organisation. In the case of a change in email address or organisation, users can contact the ITEA Office (email@example.com) to update the information.
The personal data is used by ITEA Office to contact participants in relation to the management of ITEA-organised events and ITEA projects. Event-related management includes event registration, payment status, DND status, and surveys for the evaluation of events. Project-related management covers all activities performed by ITEA Office to support the creation and labelling of a project, to monitor and evaluate the running projects as well as to measure the impact of the project.
ITEA Office may use service providers for e.g. email monitoring (e.g. Mailjet), user surveys (e.g. SurveyMonkey®), physical distribution of magazines. In such cases ITEA Office takes care that service providers apply the appropriate privacy regulations.
In general, ITEA Office does not share personal data with any 3rd parties without a clear consent from the person. There are a few exceptions to this principle: on request from a project participant, ITEA Office can provide contact information (such as phone number) of another participant in the same project without confirmation as long as both persons are listed as partners of the project. If an ITEA community member asks for the contact information of a person who is not in the same project, ITEA Office will share the contact information only after asking the person for explicit consent.
Personal data is not exposed on the ITEA public website with two exceptions:
Changes in the role of project leader and public authority are arranged on request to the ITEA Office via firstname.lastname@example.org.
Every ITEA Community member can change his/her optional personal data and toggle his/her profile visibility at all times.
On request, personal information can be deleted or anonymised except for the specific cases explained below. To secure the operations of the ITEA Office, there are 3 possible options:
Personal information cannot be deleted for:
Personal information can be anonymised for
Personal information can be deleted for