Privacy Statement

Effective Date of Privacy Statement: 8 February 2024

We understand that your trust in us, is JA Europe’s most important asset (hereinafter referred to as "JA Europe", "we" or "us"). As such, your privacy is essential for us.

This privacy statement (hereinafter referred to as "Privacy Statement") is applicable, inter alia, to (i) the AIENTR4Youth project, which we run together with JA local organizations and our Technology provider – Institute of Bioorganic Chemistry of Polish Academy of Sciences – Poznan Supercomputing and Networking Center in Poznań –PSNC (hereinafter referred to as “AI4Y Project”) including the AIENTR4Youth platform (hereinafter referred to as "AI4Y Platform") and (ii) all relations between JA Europe and the students, teachers, volunteers, coordinators and CRIDO Research Agency in this respect.

This Privacy Statement includes information about the personal data collected by JA Europe and PSNC, as well as the manner in which JA Europe and PSNC use and process this personal data.

JA Europe and PSNC wishes to emphasize that it always attempts to act in accordance with (i) the Belgian Privacy Law of 30 July 2018 concerning the protection of individuals with regards to the processing of personal data, (ii) the Polish Law of 10 May 2018 on the protection of personal data, (iii) the EU Regulation of 2016 concerning the protection of individuals with regards to the processing of personal data, regarding the free movement of such data and repealing Directive 95/46/EC and/or (iv) all (future) Belgian and Polish laws regarding the implementation of this Regulation (hereinafter referred to as the “Privacy Legislation”).

Participating in the AI4Y Project and registering for the AI4Y platform implies your explicit approval (through disclosure of your personal information and opt-in) of the Privacy Statement and consequently how we collect, use and process your personal data.

Please read this Privacy Statement in conjunction with JA Europe’s AI4Y platform Terms of Use.

JA Europe and PSNC as Joint Data Controllers

Within the framework of the AI4Y Project and AI4Y Platform, JA Europe and PSNC act as joint data controllers and their software providers, JA local organizations and Research Agency as data processors.

Types of Personal Data

JA Europe and PSNC can collect and process the following personal data (non-limitative):

  • Name
  • Surname
  • Email address
  • Username
  • Password
  • Image / portrait
  • Audio visual, in which your image / portrait, name and/or voice appears
  • Audio fragment, in which your name and/or voice appears
  • IP Number/Address

JA Europe and PSNC also automatically collect anonymous information regarding your use of the AI4Y Platform. As such, JA Europe shall, for example, automatically log which sections of the AI4Y platform you visit. We cannot identify you through these data, but it allows JA Europe to draw up statistics regarding the use of the Website.

Methods of personal data collection

These personal data are collected in the context of:

  • Activation of your account for the AI4Y platform
  • Visiting/accessing the AI4Y platform
  • Verification of your identity
  • Appealing on the services of JA Europe or PSNC, whether or not trough the AI4Y platform and/or whether or not via a mobile device
  • Incoming and outgoing correspondence with JA Europe or PSNC
  • All communications with JA local organizations through the AI4Y platform
  • Completion of website (contact) forms or surveys
  • Requesting for information, support or assistance

All personal data, collected by JA Europe and PSNC, are thus expressly and voluntarily provided by you, for which you are fully responsible.

Providing certain personal data is (sometimes) a requirement to be able to enjoy certain services (e.g. to register and to participate in the AI4Y Project and to gain access to the AI4Y Platform). In this respect, it shall be indicated which data must be provided mandatory and which data is optional.

Use of personal data

JA Europe and PSNC can use your personal data for the following purposes:

  • Performance, management, monitoring and administration of the AI4Y Project and AI4Y Platform, including all services provided through the AI4Y Platform
  • Communications with the regard to the AI4Y Project and AI4Y platform e.g. via email
  • Sending welcome emails with regard to the AI4Y platform and your account hereto
  • Creation of a AI4Y platform account and the confirmation thereof
  • Optimising and improving the quality, management and content of the AI4Y Project and AI4Y platform and the services provided
  • Conducting surveys
  • Creating statistics
  • Internal record keeping (e.g. in the AI4Y database)
  • Distribution, reproduction and communication of your image / portrait, audio fragments and audio visuals, as further explained under the topic ‘Communications contents’

Any impact assessment performed by JA Europe shall be in an anonymous way.

Processing takes place on the following legal grounds, as the case may be:

  • You have given consent to the processing of your personal data for one or more specific purposes
  • Processing is necessary for the performance of the agreement with JA Europe or in order to take steps at your request prior to entering into an agreement
  • Processing is necessary for compliance with a legal obligation to which JA Europe is subject
  • Processing is necessary in order to protect your vital interests or of another natural person
  • Processing is necessary for the performance of a task carried out in the public interest
  • Processing is necessary for the purposes of the legitimate interests pursued by JA Europe 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 (in particular when you are a child).

Disclosure of personal data to third parties

JA Europe and PSNC shall not disclose your personal data to third parties, unless it is necessary in the context of performance of the AI4Y Project and the AI4Y platform and the optimisation thereof (including but not limited to (local) support/assistance, database management, maintenance, communications to the public, delivery of services to JA Europe (i.e. in the light of sub-contracting)). In this respect, your personal data may be disclosed to:

  • Software providers and cloud partners
  • the JA local organizations with whom we run the AI4Y Project. All current JA local organizations are located within the European Economic Area (‘EEA’)
  • CRIDO Research Agency for the scope of Quality Assurance

Where JA Europe and PSNC necessarily need to disclose your personal data to third parties, the third party concerned is required to use your personal data in accordance with the provisions of this Privacy Statement. Furthermore, such transfer shall also be covered by a data processing agreement.

Notwithstanding the foregoing, it is, however, possible that JA Europe and PSNC disclose your personal data:

  • To the competent authorities (i) if JA Europe or PSNC are obliged to do so under the law or under legal or future legal proceedings and (ii) to safeguard and defend our rights
  • If JA Europe, PSNC, or the majority of their assets, are taken over by a third party, in which case your personal data – which JA Europe and PSNC have collected – shall be one of the transferred assets

In all other cases, JA Europe and PSNC will not sell, hire out or pass on your personal data to third parties, except when it (i) has obtained your permission to this end and (ii) has completed a data processing agreement with the third party in question, which contains the necessary guarantees regarding confidentiality and privacy compliance of your personal data.

Storage of personal data

Unless a longer storage period is required or justified (i) by law or (ii) through compliance with another legal obligation or regulation, JA Europe and PSNC shall only store your personal data for the period necessary to achieve and fulfil the purpose in question, as specified in the Privacy Statement under 'Use of personal data'. JA Europe and PSNC have defined a data retention period for the AI4Y Project of 5 (five) years. After the given period, the data will be anonymized.

Your privacy rights

In light of the processing of your personal data, you enjoy the following privacy rights:

  • Right of access to your personal data, without any costs
  • Right of modification of your personal data, excluding your email address
  • Right to rectification, completion or update of your personal data
  • Right to delete your personal data/registration ('right to be forgotten'). (JA Europe wishes to point out that in this context certain services will no longer be accessible and/or can no longer be provided if you delete resp. request deletion of certain required personal data)
  • Right to limit the processing of your personal data
  • Right to transferability of your personal data
  • Right to object to/oppose the processing of your personal data

If you wish to invoke your privacy rights please contact privacy@jaeurope.org or complete the form for exercising your privacy rights and deliver it to JA Europe by email or post, or, for PSNC, contact dpo@ibch.poznan.pl.

In principle, you can exercise these rights free of charge via the above-mentioned form. In addition, you can always, via your personal account, update, modify and/or verify your personal data (with the exception of your email address), which you were required to submit when creating your AI4Y Platform account.

If you no longer wish to receive information about the services of JA Europe and PSNC, you can unsubscribe at any time by clicking the "unsubscribe" button underneath each of JA Europe and PSNC emails.

Security of personal data

JA Europe and PSNC undertake to take reasonable, physical, technological and organizational precautions in order to avoid (i) unauthorized access to your personal information, and (ii) loss, abuse or alteration of your personal data.

JA Europe and PSNC shall store all personal data, which it has collected, in the cloud within a data center located in Poland or in another EU member state.

Notwithstanding JA Europe’s AI4Y platform Terms of Use, the technical and organizational security measures we take, the checks we carry out and the actions we propose in this context, we cannot guarantee an infallible level of security. Since no method of transmission or forwarding over the internet, or any method of electronic storage is 100% secure, JA Europe and PSNC are, in this context, not in a position to guarantee absolute security.

Finally, the security of your account will also partly depend on the confidentiality and complexity of your password. JA Europe nor PSNC will never ask for your password, meaning that you will never be required to communicate it personally. If you have nonetheless communicated your password to a third party – for example because this third party has indicated that it wishes to offer additional services - this third party shall have access to your account and your personal data via your password. In such cases, you are liable for the transactions which occur as a result of the use made of your account. JA Europe and PSNC therefore strongly advise you, if you observe that someone has accessed your account, to immediately change your password and contact us.

Communications contents

By accepting the Privacy Statement, you give JA Europe and PSNC with respect to (i) the AI4Y Project and your participation herein and (ii) the activities carried out by JA Europe and PSNC (hereinafter referred to as the “Purpose”), and within the framework and limits of this Purpose and without any right to compensation, your explicit permission to:

  • Make use of your portrait. JA Europe and PSNC shall in this respect be entitled to make images, audio fragments and audiovisuals of you (in which your portrait, name and/or voice can appear), to use such images and audio fragments and audiovisuals in respect of the Purpose and to link such images to the Purpose, without any limitation in time. Furthermore, JA Europe and PSNC has the right to decide exclusively on the use and (manner of) the distribution of the images, audio fragments and audiovisuals, but always with respect to your good name and values;
  • Where appropriate, use your testimonial.

JA Europe and PSNC shall hereby have the following property rights relating to the images, audio fragments and audiovisuals and, where appropriate, testimonial: the reproduction right, the right of communication to the public, the distribution right (such as but not limited to via national and/or international press, radio and TV channels, on our website and via our social media channels, such as LinkedIn, Twitter, Facebook, Instagram, YouTube and Vimeo), as well as the right to process, adapt and integrate the images and videos in other works, and the reproduction thereof.

Update Privacy Statement

JA Europe and PSNC are entitled to update this Privacy Statement by posting a new version on the website whereby JA Europe and PSNC will indicate the revision date on top of the AI4Y platform Privacy Statement. As such, it is strongly recommended to regularly consult our Privacy Statement, to make sure that you are aware of any changes.

Other websites

The AI4Y platform may potentially contain hyperlinks to other websites. When you click on one of these links, you may be redirected to another website or internet source that could collect information about you through cookies or other technologies. JA Europe and PSNC does not bear any responsibility, liability or control authority over these other websites or internet resources, nor about their collection, use and disclosure of your personal data. You must check the privacy statements of these other websites and internet sources in order to be able to judge whether they act in accordance with the Privacy Legislation.

Cookies and Other Local Storage Technologies

Our services may use online technologies called “cookies” and “web beacons,” as well as other local storage technologies. This section explains what these technologies are and how they may be used.

Generally speaking, “cookies” are text files that are placed in your device’s browser, and that can be used to help recognize your browser across different web pages, websites, and browsing sessions. Your browser or device may offer settings related to cookies. For example, you may be able to configure your browser not to accept cookies or to notify you when a cookie is being sent. For more information about whether these settings are available, what they do, and how they work, visit your browser or device’s help material.

Cookies are stored on your device or in “local storage.” We also use other types of local storage technologies, such as Local Shared Objects (sometimes called “Flash cookies”), in connection with the AI4Y Platform. These technologies are similar to cookies in that they are stored on your device and can be used to maintain information about your activities and preferences.

There are a few possibilities to avoid the storage of cookies. Please visit the websites of the different browsers to learn how you can block the storage of cookies.

Please realize that when you decide to delete all your cookies, you probably will have to fill in all your usernames and passwords again on the websites you visit, where before you did not have to think about them. As already mentioned, cookies really can have an added value to your surfing experience on the web.

If you want to know more about cookies, please visit the site www.allaboutcookies.org. This site provides more information on cookies, explains in detail how to delete the cookies and shows you how you can allow familiar sites to storage cookies on your computer.

Contact JA Europe and PSNC

If you have questions and/or remarks about this Privacy Statement or the manner in which JA Europe and PSNC collect, use and/or process your personal data, please contact us:

  • JA Europe:
    • Via email: privacy@jaeurope.org
    • Via mail: JA Europe, MultiTower, Boulevard Anspaach 1, 1000 Brussels, Belgium.
  • PSNC:
    • Via email: dpo@ibch.poznan.pl
    • Via mail: Institute of Bioorganic Chemistry of Polish Academy of Sciences, Poznan Supercomputing and Networking Center, ul. Z. Noskowskiego 12-14, 61-704 Poznan, Poland.

In case you are not satisfied with the way JA Europe or PSNC handled your questions and/or remarks or have any complaints about the way JA Europe and PSNC collect, use and and/or process your personal data, note that you have the right to lodge a complaint with the Data Protection Authority.