When you interact with DTU Earthbound, DTU processes your data as a data controller. This privacy policy has been prepared in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (GDPR).

The legal entity responsible for processing your personal data is:

Technical University of Denmark (DTU)
Anker Engelunds Vej 1 Building 101A
2800 Kongens Lyngby

Contact details for DTU’s data protection officer are:

DTU Attn. DPO
Anker Engelunds Vej 1 Building 101A
2800 Kongens Lyngby
Email: dpo@dtu.dk

Types of data

The data about you which DTU processes will depend on your connection with DTU Earthbound. While the majority of data is obtained directly from you, it may also be sourced from publicly available sources. DTU Earthbound processes data in the following situations:

Data in case of:

1. Participating in an event or conference

• Identity information such as name, company, department, telephone number, address, e-mail, position and country.
• Data about the event or conference.
• Data about special requests e.g. regarding catering. If we receive such requests from you, DTU Earthbound will process the data with the sole purpose of accommodating the request.
• DTU Earthbound may also take pictures during the event to feature on website and social media channels.

2. Application for a DTU Earthbound grant

• Identity information such as name, company, department, telephone number, address, e-mail, position and country.
• Academic data: Data which forms the basis of the DTU Earthbound grant application e.g. technology description, possible impact hypothesis, data from innovation readiness level measurement as well as team description (personal data such as name, company, department, telephone number, address, e-mail, position and country).

The purposes and the legal ground for DTU's processing of your data

DTU processes your personal data with the following purpose(s):

1. Registration of your application to a DTU Earthbound event and tracking of case progression.
2. Participation in a conference or the event you are about to sign up for, distribution of conference and course material, if any, newsletters, production of name badges etc.
3. To perform statistics on where the event participants come from and their further involvement with DTU Earthbound, etc.

The legal grounds for DTU's processing of your personal data follow from article 6(1)(b),(c) and (e) of GDPR. In some cases we may ask for your consent in accordance with article 6(1)(a) of GDPR.

Storage and disclosure

We store your data for as long as it is necessary for the purpose or purposes for which the data are processed. When it is no longer relevant to store your data to fulfil its purpose, it will be deleted or archived.

Registration to an event or conference
Your personal data will be gathered for practical event purposes and can be stored for a period of 5 years for tracking purposes re. engagement with DTU Earthbound activities.

Application for a DTU Earthbound grant
Academic and personal data regarding DTU Earthbound grant applications and a subsequent grant can be stored for a period of 5 years for the sole purpose of tracking the grant and case progression.

We only transfer or disclose your personal data to relevant and necessary collaboration partners in connection with the organization of the conference or the event, including Conference Manager and possible internal and external co-organizers of the conference/the event, the conference venue, the hotel and DTU’s financial department.

For DTU Earthbound grants, specific data collected from the grant application as well as tracking on progression will not be shared outside the DTU Earthbound team and Steering Group. Data can however be aggregated and anonymized and used in DTU Earthbound presentations to a third party. Furthermore, individual-level project updates may be disclosed to third parties (e.g., through Impact Reports) upon obtaining the explicit consent of the data subject.

Your rights

According to the General Data Protection Regulation, you have a number of rights with respect to DTU's processing of your personal data. If you want to make use of your rights, you must contact DTU.

• You have the right to request access, rectification or erasure of your personal data.
• You also have the right to oppose the processing of your personal data and, in some cases, to have the processing of your personal data limited.
• Particularly, you have an unconditional right to oppose the processing of your personal data for direct marketing.
• If the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time.
• Your withdrawal will not have any impact on the lawfulness of the processing carried out prior to your withdrawal of your consent.
• You are entitled to receive the personal data which you have submitted in a structured, commonly used and machine-readable format (data portability).
• You can always file a complaint with a data protection supervisory authority, for example The Danish Data Protection Agency. You can find the contact details of Datatilsynet on www.datatilsynet.dk.

There may be conditions for or restrictions to these rights.