Privacy & Policy

Introduction

This Privacy Policy (the "Policy") describes the practices of Biomentorhub Association (hereinafter “Biomentorhub”, “we” or “us”) with respect to the Personal Information collected, stored, used, transferred, shared and otherwise processed from or of our participants, business partners, collaborators, mentors and other persons (“you”) in connection with the Biomentorhub’s projects, website and organized events (all collectively, the “Program”). This Policy is part of our Terms and Conditions (“Terms”).

“Personal Information” means information related to an identified or identifiable natural person (“Personal Information”) as defined by Regulation (EU) 2016/679 (“GDPR”).

The controller is Biomentorhub Association, registered in the Special Register – Associations No. 106 of 13.10.2020, kept by the registry of the Court of Timișoara according to Law 246/2005 and having its headquarters located in 3 Jozsef Attila Str., Dumbrăvița, Timiș County.

This Policy sets forth your rights and remedies under the GDPR, so please read it carefully.

For questions or requests regarding the Policy and the exercise of any of your rights hereunder or under the GDPR, please do not hesitate to contact us by e-mail at team@biomentorhub.ro

The Policy Describes, Among Others:

what Personal Information we collect from you;
the purposes for which we collect and use your Personal Information;
the grounds on which the processing is carried out;
how long we process and store Personal Information;
your rights and how to exercise them;
to whom we may disclose your Personal Information;
the countries to which we may transfer your Personal Information;

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Personal Information We Collect

Personal Data

This is Personal Information that is provided by you to us. This data may include, without limitation: your email, name, surname, telephone number, the name and a description of your company or your fund, indirect identifiers, age, log files, cookies, the dates and times of access of our website, browsing and search history, information about the links you click, pages you view, and other information about how you use the Program.

Online Identification Data

This is Personal Information that is collected about you when you access and/or use and visit the website: https://biomentorhub.ro/. This data may include URL information, IP addresses, server domain, the type of device/operating system/browser used to access the Program, web page interactions, specific location and services, including cookies.

Communication Information

If you communicate with us, including via our social media accounts, we collect your name, contact information, other Online Identifiers Data and the contents of any messages you send.

Partners’ Data

This is Personal Information that you provide as a partner, collaborator, mentor or as a representative, contact person, employee, or another collaborator of a partner of Biomentorhub. Such data may include your name, e-mail address, telephone, fax, IP address, and other Personal Information that you provide to us.

Professional or work-related data

We use the Personal Information contained in the resumes application forms, bios and descriptions we receive or collect in order to participate in a Program, initiate or evaluate a collaboration relationship, including your name, email, telephone, fax, home and/or residential address, details of education and training, professional qualifications, education, contact information, LinkedIn profile, other public social media profiles relevant to our Program and other information included in your application or otherwise made available to us.

Data on and from events and surveys

When you participate at our events, podcasts, interviews, webinars, conferences, surveys or the like, we collect the Personal Information you provide, such as your name, e-mail address, phone number, location, social media account, job title, company, voice, image, etc.

Data from Third Party Technologies

We may integrate with third-party products and platforms. Any Personal Information you share with these third-party products may be accessible to us and will be handled according to their respective privacy policies.

Purpose and Basis of Processing

When you use or interact with our Program, we use a variety of technologies to process the Personal Information we collect about you for various purposes. We have set out in the table below the purposes for which we process your Personal Information.

When we process your Personal Information based on your consent or based on contract, if we have a legitimate interest after the contract ends or you withdraw your consent, we may continue processing the Personal Information based on our legitimate interest, if applicable and in accordance with the GDPR.

We process your Personal Information for these non-limited purposes:

To provide, maintain and facilitate the Program to you

Contract
Legitimate interest
Consent
Personal Data
Online Identification Data
Communication Information
Data from Third Party Technologies
Partner’s Data

To register you as participant or as a volunteer, mentor, contributor, partner to our events, webinars, hackathons, and other similar gatherings and to contact you to provide useful information in relation thereto and to grant you access to any of our resources

Consent
Contract
Personal Data
Partner’s Data
Communication Information
Data from Third Party Technologies

To grant access to and track attendance at our Program

Consent
Contract
Legitimate interest
Personal Data
Partner’s Data
Communication Information
Data from Third Party Technologies

To send you prizes, goodie bags and other items related to your participation in our events

Consent
Contract
Personal Data
Partner’s Data
Communication Information

For making our recommendations and promotional communications to you, for example through emails, including for third-party products and offerings

Consent
Legitimate interest
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Data from Third Party Technologies
Data on and from events and surveys
Professional or work-related data

To communicate with you for non-marketing purposes by sending you Program related e-mails and other messages

Contract
Consent
Legitimate interest
Legal obligation
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Data from Third Party Technologies
Data on and from events and surveys
Professional or work-related data

To operate our business, including analyzing and monitoring our performance

Legal obligation
Legitimate interest
Consent
Contract
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Data from Third Party Technologies
Data on and from events and surveys

To investigate and resolve disputes, to establish, exercise or defend our legal claims, to enforce the Terms and this Policy, and to investigate and resolve security issues

Legal obligation
Legitimate interest
Consent
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Professional or work-related data
Data from Third Party Technologies
Data on and from events and surveys

To de-identify/anonymize Personal Information

Legitimate interest
Consent
Contract
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Data from Third Party Technologies
Data on and from events and surveys

For research, improvement and development, including developing new programs, content, studies

Legitimate interest
Consent
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Data from Third Party Technologies
Data on and from events and surveys

To fulfil contractual obligations with third parties, e.g. agreements with sponsors, partners or other participants.

Legitimate interest
Consent
Contract
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Data from Third Party Technologies
Data on and from events and surveys

To prevent, detect, investigate fraud, to protect our rights and the rights of others, and to meet legal, governmental, and institutional policy obligations

Legal obligation
Legitimate interest
Consent
Contract
Personal Data
Online Identification Data
Communication Information
Partners’ Data
Professional or work-related data
Data from Third Party Technologies
Data on and from events and surveys

To process job and traineeship applications

Consent
Contract
Legitimate interest
Partners’ Data
Professional or work-related data
Data from Third Party Technologies
Data on and from events and surveys

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Collecting Your Data

Where data is requested directly from you, Biomentorhub asks you to provide those categories of Personal Information that we require for the purposes mentioned above.

If you provide Biomentorhub with the Personal Information of your employees, customers or other third parties, you undertake to inform and obtain their consent to the processing of their data in accordance with applicable law before disclosing such data to Biomentorhub. By using the Program, you warrant, represent and undertake that you have obtained the appropriate consent from each person whose data is uploaded to the Program.

Sharing Personal Information

There are certain circumstances in which we may disclose, transfer or share your data with certain third parties with or without notifying you in advance, as you will see below:

Service provider

For the purposes described in this Policy, such as implementing the Program, we work with service providers, primarily digital service providers, who work on our behalf and who may need access to certain Personal Information to provide their services to us and for us to provide our Program to you. These companies include providers of management services, hosting services, email correspondence, cloud services, database management, advertising services such as Microsoft Azure, Google etc.).

Program sponsors, mentors and the like

In order to implement the Program, we function as part of an ecosystem of sponsors, mentors, partners, investors, universities, academia and the like. As part of the Program, such as to evaluate your participation or offer your mentorship, we may share your Personal Information.

Law enforcement

We share your Personal Information when we believe in good faith that it is necessary to do so in order to comply with a legal obligation under applicable law. We also share your Personal Information when we have a good-faith belief that doing so is necessary for our legitimate interests, rights and safety or those of a third party. We may also disclose Personal Information to third parties in connection with claims, disputes or litigation, when otherwise permitted or required by law, to enforce our legal rights or the legal rights of others, to enforce contractual commitments that you have made, or as otherwise permitted or required by applicable law.

Relevant authorities

We will share your Personal Information with governmental regulatory authorities, as required by law, including for legal, tax or accounting purposes, in response to their requests for such information or to assist in investigations, based on their legal obligations. These public authorities or institutions may be relevant data protection authorities or consumer protection authorities

BiomentorHub employees and contractors

In order to offer the Program, BiomentorHub's collaborators and contractors may process your Personal Information.

BiomentorHub affiliates (if applicable)

We may disclose your contact data to our affiliates within the group to provide our Program and to fulfill the purposes mentioned above.

Sponsors and Exhibitors

In order to facilitate event administration, networking, and collaboration opportunities. This may include communication about the event schedule, updates, or opportunities for collaboration. Additionally, data may be shared to facilitate prize distribution or public recognition of winners.

With an individual’s consent

BiomentorHub will otherwise disclose Personal Information when an individual gives us permission or directs us to disclose this information.

Data Security

We have implemented at least reasonable and appropriate physical, technical and organizational measures to protect the data we collect and to prevent unauthorized access, disclosure and misuse of your Personal Information, such as encryption.

Our Program may involve integrations with, or may direct you to, websites, apps, and services managed by third parties. By interacting with these third parties, you are providing information directly to the third party and not to BiomentorHub and you are subject to the third party’s privacy policy.

If you access third-party services, such as social media sites or other sites linked through the Program (e.g., if you follow a link to our Instagram account), these third-party services will be able to collect Personal Information about you, including information about your activity on the Program. If we link a site or service via our Program, you should read their data usage policies or other documentation. Our linking to another site or service doesn’t mean we endorse it or speak for that third party.

Children

To access or use our Program, you must be at least 18 years old.

Retention Period

We will store and process your Personal Information for the period of time necessary to achieve the purposes described in this Policy and in accordance with our legal and contractual obligations.

We store your data for the duration of your involvement in the Program and for up to 5 years after your termination of any interaction with the Program, unless otherwise required by law or unless we have legitimate interests that allow us to do so for a longer term case in which data will be stored for this latter longer term. Thereafter, the data will be erased in accordance with our procedures.

If you ask us to, we will delete or anonymize your Personal Information so that it can no longer be identified, unless we are permitted or required by law to retain certain Personal Information, including in situations such as the following:

If there is an unresolved issue related to your use or participation in the Program, such as an outstanding claim or an unresolved complaint or dispute, we will retain the necessary Personal Information until the issue is resolved;
Where we need to retain Personal Information for our legal, tax, audit and accounting obligations, we will retain the Personal Information required for the period required by applicable law;
When necessary for our legitimate business interests, such as to prevent fraud or to maintain the security of our users; and/or
To enforce our rights and those of third parties.

Your Rights as per GDPR

You have a number of rights in relation to Biomentorhub, which you can exercise by sending an e-mail to team@biomentorhub.ro

Right to information. You have the right to know how we handle your Personal Information in an appropriate and transparent way and what rights you can exercise in this respect. In this Policy, we have explained in detail what Personal Information we collect from you and how we handle your Personal Information.

Right of access. You have the right to access your Personal Information we hold at any time. Please include your name and e-mail address. In addition, we may ask you questions to verify your identity.

Right to rectification. You have the right to rectify the Personal Information we hold about you where it is incorrect or out of date and/or to complete such data where it is incomplete.

Right to withdraw. This right entitles you to object to further processing of your Personal Information under the conditions and within the limits provided by law. In particular, if you have given your consent to our use of your Personal Information, you have the right to withdraw this consent at any time.

Right to object to direct marketing. If Personal Information is processed for direct marketing purposes, you have the right to object at any time and free of charge to the processing of your Personal Information for direct marketing purposes by clicking on the "Unsubscribe" box when you receive such an email. If you object to processing for direct marketing purposes, your Personal Information will no longer be processed for such purposes. However, these opt-outs do not apply to communications, where the primary purpose of such communications is not promotional.

Right to data portability. You have the right to receive the Personal Information you have provided to us, in the context of the agreement you have entered into with us, to store this Personal Information in a database of your own or a third party. Please include your name and e-mail address. In addition, we may ask you questions to verify your identity.

Right to restriction of processing. You have the right to obtain restriction of the processing of your Personal Information in certain cases (for example, where you contest the accuracy of your Personal Information, for a period of time, to allow us to verify the accuracy).

Right to have your account forgotten/deleted. In some cases, you have the right to be forgotten. In this case, we will assess whether we can delete your data or whether we need to retain certain data to comply with a legal obligation. You can ask us to delete (part of) your Personal Information.

Right to complain. If you disagree with the way we handle your Personal Information, you have the right to lodge a complaint. If you have a complaint, we would like to resolve it with you first. Please include your name and e-mail address when contacting us.

At the same time, you have the right to lodge a complaint directly to the National Supervisory Authority for Personal Information Processing (ANSPDP), with headquarters in Bulevardul Gheorghe Magheru nr. 28 - 30, sector 1, Bucharest (postal code: 010336; phone no: 0040 318.059.211).

Please note that under many countries' laws, you have the right to lodge a complaint with the supervisory authority in the place in which you live or work. A full list of EU supervisory authorities’ contact details is available here.

You also have the right to lodge a complaint with the competent court of law against us if you believe that your rights under the GDPR have been violated as a result of our processing your Personal Information, as well as against a legally binding decision of the ANSPDP relating to you and your Personal Information.

There is usually no fee for exercising the above rights.

You will not have to pay a fee to access your Personal Information (or to exercise any of your other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Transfers to Other Countries

BiomentorHub Association is based in Romania. Personal Information we collect may be transferred to and processed outside of the EU.

Whenever we transfer your Personal Information outside the EU, we endeavor to ensure that one of the following safeguards is in place:

we only transfer your Personal Information to countries that have been deemed to provide an adequate level of protection of Personal Information. For more details in the EU, please see European Commission: Adequacy Decisions;
where we use certain service providers, we may use specific contracts, which provide the same protection for Personal Information as in the EU;
where such data cannot be afforded one of the above protections, we will only transfer it outside of these territories if it is necessary for the performance of our contract with you or if we have your free, informed, clear and specific consent.

Changes to our Policy

We may change this Policy from time to time. If we make material changes to the way in which we use or disclose information we collect, we will use reasonable efforts to notify you (such as by emailing you at the last email address you provided us, by posting notice of such changes on the Program, or by other means consistent with applicable law) and will take additional steps as required by applicable law. If permitted by law, your continued use of the Program after this Policy has been updated indicates your acceptance of the changes made. In some cases, you will be given a choice to accept changes to this Policy. If you do not accept the terms of the updated Policy, you are not allowed to continue using or accessing the Program.