LENS Privacy Policy

Privacy Policy

Introduction
LENS takes the privacy rights of individuals very seriously and is committed to the protection of your personal data. The purpose of this Privacy Policy is to inform you about how and why LENS collects and processes your personal data in compliance with applicable laws and regulations, in particular, within the framework of the European Union’s General Data Protection Regulation (GDPR).

LENS reserves the right to modify this Privacy Policy at any time. Any amendments to the Policy will be published on this page.
If you have a questions or concerns about how your personal information is handled, please email contact@lens-initiative.org.

Please note that if you follow a link from the LENS website to any external website, these websites have their own privacy policies and LENS does not accept any responsibility or liability for these policies. Please check these policies before you submit any Personal Data to external websites.

  1. Who are ‘we’?
    The League of advanced European Neutron Sources (“LENS”, “we”, “us”, “our”) is a not-for-profit consortium working to promote cooperation between European-level neutron infrastructure providers offering transnational user programs to external researchers.

  2. What is personal data?
    Personal data is any information relating to an identified or identifiable individual and from which that individual can be directly or indirectly identified. It does not include information where your identity has been removed (anonymised information).

  3. What personal data do we collect and why?
    The LENS website will automatically track certain information about you as you use this website, such as your IP address and browser identification. We use this information for system administration, and to gain insight into how you use the LENS website. This enables us to improve user experience, and helps to speed up your future interactions with our website. For more information, please see the LENS Cookie Policy.

    LENS also collects personal information when you subscribe to our newsletter. This data is used solely for the purpose of communicating to you with news related to LENS and its members, and to manage your subscription.

    We also collect personal data when you register for an online or in-person event hosted or managed by LENS. This information is used to organise your participation in the event.

  4. Why do we store your data?
    Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:


    (A) Consent – LENS relies on your consent to process your personal data. This will be made expressly clear and we will ask you to volunteer the information – for example, to subscribe to the newsletter, or to register for an event.

    (B) Legitimate interests – examples of such processing include (but are not limited to):
    ~ Providing you with news related to LENS and its members;
    ~ Hosting data in the cloud;
    ~ Managing participation in online and in-person events ;
    ~ Surveys;
    ~ Updating your details and preferences;
    ~ Planning, evaluation and reporting for LENS and its members;
    ~ Keeping a record of when you choose to unsubscribe from our communications.

  5. How do we store your data?
    Data from the LENS website (https://lens-initiative.org/) is stored on the servers of the hosting platform, SiteGround, which is a fully GDPR-compliant company. View SiteGround’s Privacy Policy for more details.


    If you subscribe to the LENS newsletter, you will be asked for consent to transfer your data to Mailchimp for processing. At the bottom of all communications sent via MailChimp, you have the opportunity to update your personal information or to unsubscribe. Learn more about Mailchimp’s privacy practices.

    Online events, including webinars, are organised using Zoom. Before or during a Zoom meeting or webinar the following data may be collected:
    ~ registration details (name, email address, location)
    ~ video data (if your camera is used);
    ~ audio data (if your microphone is used);
    ~ text data (if you use the chat or Q&A feature);
    ~ phone number (if you dial in by phone);
    ~ user details: user-selected name, IP address, other details in your Zoom account (if you have one).

    Where recording of meetings or conferences is required, personal data is processed with the consent of those involved.

    For details on data processing, please refer to Zoom’s Privacy Policy.

  6. How long do we store your data?
    LENS will retain your personal data so long as it is necessary to fulfil the purposes it was collected it for. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


    In some circumstances LENS may anonymise your personal data so that it can no longer be associated with you, in which case LENS may use such information without further notice to you.

8. What are your data protection rights?
In accordance with Articles 15 et seq. of the GDPR, you have the right to request access to and rectification, portability and erasure of your personal data, as well as to object to and/or restrict the processing of data about you. If you wish to exercise these rights, or if you require any information, please email contact@lens-initiative.org

In addition, the Applicable Data Protection Legislation gives you the right to file a complaint with your local supervisory authority (depending on your place of residence, your place of employment or the place of infringement on data protection law).