ERA Shuttle Project GDPR Policy

Purpose and Scope of Data Collection

The ERA Shuttle Project is committed to protecting your personal data in compliance with the EU General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). This policy outlines how we process, store, and protect your personal information in connection with your application and participation in the project.

Consent Overview

By submitting your application, you consent to the following:

1. Data Processing
   • Your personal data, including name, contact details, academic and professional information, and other application-related details, will be collected, processed, and stored for the purposes of:
     • Evaluating your application.
     • Facilitating secondment opportunities.
     • Reporting project activities to the European Commission.
2. Data Retention and Security
   • Data will be retained securely within EU borders for the duration of the project and for five years after its completion.
   • Access to your data will be restricted to authorized project staff, partner institutions, the Research Executive Agency, and authorized auditors.
3. Your Rights
   • You have the right to access, rectify, erase, or withdraw your consent for data processing at any time. Withdrawal may impact eligibility to participate.
   • To exercise your rights, contact the Data Protection Officer (DPO) or Data Controller as detailed below.

Grant Management Reporting Consent

Personal data necessary for reporting your secondment into the Grant Management system of the European Commission will be processed as follows:

• Purpose: To fulfill project reporting obligations.
• Access: Restricted to the project coordinator, the Research Executive Agency, and authorized auditors.
• Retention: Data will be stored within the EU for five years after project completion.

To request a copy of your data or to lodge a complaint, contact the project team at [email protected] or the DPOs of the University of Malta, University of Split, and University of Gdansk.

Duration of Data Storage

The data collected will be stored for no longer than necessary to fulfill the purposes for which it was collected or subsequently processed. The data will be stored on AcrossLimits’ servers and can be removed following a specific request by the user to the Data Controller at [email protected].

AcrossLimits Ltd is committed to keeping personal and sensitive data confidential with appropriate safeguards to prevent unauthorized disclosure.

1. Data Processing Consent: When agreeing to this within the Application Form, you are consenting that the ERA Shuttle Consortium collect, process, and store personal data for the purpose of evaluating the application for a secondment placement. Furthermore, you are also agreeing that ERA Shuttle Consortium may store personal data within the EU borders for processing the secondment placements, but for no longer than 5 years after starting from January 1, 2028 in view of the project end date being August 31, 2027 as required by the European Commission Regulations.

2. Data Retention Consent: When agreeing to this within the Application Form, you are  consenting that the data will be retained only for the duration necessary for the application process and any subsequent placement. If  selected as a secondee you are also consenting that the data will be processed for the purpose of the project evaluation thereafter and stored for five years after January 1, 2028 following the end date being August 31, 2027 as required by the European Commission Regulations.

Right to Lodge a Complaint

Without prejudice to other administrative or judicial remedies, you have the right to lodge a complaint if you believe that your personal data has been processed in violation of GDPR regulations. Complaints can be addressed to the Maltese Data Supervisory Authority:

Information and Data Protection Commissioner (IDPC)
Email: [email protected]

Declaration and Feedback

By ticking the GDPR consent box within the application form, you confirm:

• Consent for the processing and retention of your personal data.
• Agreement to the use of your data for grant management reporting.