The purpose of this “Privacy Policy” is to advise users of the general terms and conditions governing the collection and treatment of personal data by IMDEA Materials Institute.
In accordance with REGULATION (EU) 2016 / 679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 april 2016 on the Protection of Individuals with Regard to the Processing of Personal Data and the Free Movement of Such Data and Repealing Directive 95 / 46 / EC (General Regulation of Data Protection); Law on Services of the Information Society and E-commerce (Ley de Servicios de la Sociedad de la Información y Comercio Electrónico) –Law 34/2002, dated 11th July -; along with the related regulation governing the protection of personal data, the privacy conditions are stated below, so that you, the users of the web site, can always be aware of the privacy and confidential treatment policy that will be applied in those cases where personal data are collected and treated.
You may request the exercise of these rights by the means of contact indicated above, providing a copy of your identity document.
| Right | Content |
|---|---|
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Access |
To consult your data and obtain confirmation on whether or not said data are being processed. |
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Rectification |
To change any data that might be incomplete or inaccurate |
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Erasure |
To request that they be erased where they are not necessary, where required by a law, where you withdraw your consent or you object to the processing, among other reasons. |
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Objection |
To request that they should not be processed for reasons based on your personal circumstances, in which case once said reasons have been examined, your data shall no longer be processed. |
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Restriction of processing |
In order to limit the processing while it is being determined whether to address other rights you might have exercised, you object to the erasure of your data or you wish them to be stored, even though IMDEA MATERIALES might not need to process them, for the exercise or defence of your claims. In order to limit the processing while it is being determined whether to address other rights you might have exercised, you object to the erasure of your data or you wish them to be stored, even though IMDEA MATERIALES might not need to process them, for the exercise or defence of your claims. |
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Withdrawal of your consent |
In order that the processing of your data will not continue hereafter, which shall not affect the processing done up to that point. |
You may also submit a claim to the Spanish Data Protection Agency (AEPD) where you consider that the processing of your data does not comply with the law.
To study your candidature in the selection process for which you are applying and/or to take it into account for your participation in future selection processes that might be held.
Because the sending of your application also involves marking a box by virtue of which you give us your consent to the processing of your data for the purpose indicated above.
Your data are not provided to third parties. The employment portal of IMDEA MATERIALES is managed by the company QUALITY DEVS.
Where you have not taken part in any selective process, your curriculum shall be erased within two years of receiving it.
Where you have taken part in a selective process, the result of same shall form part of your record at the Foundation if you are selected, otherwise it shall be erased within two years.
Only your contact data are necessary for purposes of replying to your request.
Because your request gives rise to a legitimate interest of IMDEA MATERIALES in replying to you, for which your contact data has to be processed.
On no account are your data provided to third parties.
Your data shall be erased once your request has been addressed unless another kind of relationship or interest arises from same that might require their storage.
Data are processed for purposes of contact with companies, businesspeople or professionals with whom IMDEA MATERIALES collaborates or to whom it provides services or for identifying the legal representatives of said companies where legal relations might be established with them.
Because the relationship established with its customers and providers determines the existence of a legitimate interest in maintaining fluid contact with the company through its employees and to be able to verify the capacity of representation of its representatives for purposes of legal relations.
Your data are not provided to third parties unless it should be required by law.
For as long as you maintain relations with your company or institution and in the case of legal documents, for as long as they might have effect or some kind of responsibility might derive from them, while they are also necessary for the exercise or defence of the interests of the Institute vis-à-vis claims.
To manage your registration and participation in the event and, where applicable, to issue certificates and capture images of the event for its promotion, to send a newsletter and inform you in the future of new events organized by IMDEA MATERIALES or the organization of which it takes part, as well as fund raising campaigns for research.
Because there is a legitimate interest deriving from your request to take part in the event. We will need your consent in the case of image capturing or sending information about future events organized around the areas to be investigated by the Institute or relating to the activities of IMDEA MATERIALES hereafter.
If you have agreed to appear in photographs taken during the event, your image could appear as a participant in the event on the Institute’s website.
In cases of international events or in the organization of which IMDEA MATERIALES takes part in the future, your contact data shall be provided to the organizing institution so that it can send you information about the event as long as you have given your consent to its processing for said purpose.
IMDEA MATERIALES uses an email marketing platform by EASYNEWS to send information.
The data in relation to your registration shall be stored for no more than three years from the date they are obtained. Your contact data shall be stored for as long as you do not revoke your consent to the sending of information. Any event images shall become part of the Institute’s photograph file, although you may object to this at any time.
The data controller is IMDEA MATERIALS with NIF G84908953 and address at C/Eric Kandel, 2 – Tecnogetafe – 28906 Getafe (Madrid). You can contact our data protection officer at datos.materiales@imdea.org in case of any doubts, inquiries, or complaints regarding the processing of your personal data.
The personal data collected through the information channel is processed solely for the purpose of handling communications or information received, sending the relevant communications to the informant about the processing status or results, unless opposed; and, if necessary, taking all actions aimed at verifying the veracity of the reported facts to determine whether to file them, take appropriate measures, or transfer them to the competent authority in each case.
Name and surname, address, email, or a secure place for communications or any other personal data provided by the informant in case they have not decided to communicate anonymously. Identity and contact information of the persons referred to in the received information, as well as information related to the facts presented to determine if they constitute an offense. The information must have been obtained in a work or professional context. Identifying and contact information for legal representatives or support persons related to informants when necessary for implementing protective measures.
Communications can be made anonymously and will be processed equally. Also, if you have provided your contact information, you can object to receiving communications regarding the processing of the process.
Individuals who may have the status of informants:
Additionally, and whenever necessary, data will be processed for the purpose of establishing protection measures for:
IMDEA MATERIALS is required to have an internal information system in accordance with the provisions of Article 13 of Law 2/2023, of February 20, regulating the protection of persons reporting regulatory offenses and fighting against corruption.
Under no circumstances will the identity of the informant be communicated to the affected parties, nor will they be given access to the communication.
If necessary or as required, the data will be communicated to those third parties to whom IMDEA MATERIALS is legally obliged to provide them, such as competent authorities, judges, and courts. IMDEA MATERIALS is obliged to immediately submit information to the Public Prosecutor when the facts may be indicatively constitutive of a crime, or to the European Prosecutor’s Office in the case that the facts affect the financial interests of the European Union.
The Independent Authority for the Protection of Whistleblowers, A.A.I., or the competent body at the regional level may request documentation, data, or any information related to the procedures they are processing, including personal data.
The identity of the informant can only be disclosed to the judicial authority, the Public Prosecutor, or the competent administrative authority within the framework of a criminal, disciplinary, or sanctioning investigation. This circumstance will be communicated to the informant before revealing their identity, unless such information could compromise the investigation or the judicial proceeding.
What will be immediately deleted:
The data subject to processing is kept in the information system only for the time necessary to decide on the appropriateness of initiating an investigation into the reported facts. This period shall not exceed three months from the receipt of the information unless, due to its special complexity, the period has been extended by an additional three months.
Communications that have not been processed are retained in anonymized form.
In the event that the commencement of the relevant investigation is decided, the data will be processed for the entire duration of the investigation.
A record of information is maintained for the competent judicial authorities in accordance with the requirements and limits established in Law 2/2023. In no case are the data retained for a period longer than ten years.
You have the following rights, the exercise of which you can request by contacting IMDEA MATERIALS at the email address datos.materiales@imdea.org, providing a copy of your identity document.
| Right | Content |
|---|---|
|
Access |
To inquire about your data, obtaining confirmation of whether processing is taking place or not. |
|
Rectification |
To modify those that are incomplete or inaccurate. |
|
Erasure |
To request their deletion when they are no longer necessary, as required by law, when you withdraw your consent, or when you object to the processing, among other reasons. |
|
Objection |
To request that they not be processed for reasons based on your personal circumstances; in this case, once these reasons are analyzed, the processing will be stopped. In the case of the person referred to in the communication, it is presumed that there are compelling reasons justifying the processing of their personal data. |
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Restriction of processing |
To have the processing blocked while it is being assessed whether the attention to other rights is appropriate, when you object to their deletion, or if you want them to be retained, even if the controller does not need to process them, for the exercise or defense of your claims. |
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Withdrawal of your consent |
To have the processing blocked while it is being assessed whether the attention to other rights is appropriate, when you object to their deletion, or if you want them to be retained, even if the controller does not need to process them, for the exercise or defense of your claims. |
You can also file a complaint with the Spanish Data Protection Agency (AEPD – c/ Jorge Juan, 6 – 28001 Madrid – www.aepd.es) if you believe that the processing of your data does not comply with the law.
You have the option to resort to external channels for information before the competent authorities and, if applicable, before the institutions, bodies, or organizations of the European Union referred to in Article 7 of Law 2/2023.
The affected person has the right to be informed of the actions or omissions attributed to them and to be heard at any time.
Anyone making a report or publicly disclosing information has the right to have their identity, if disclosed, not revealed to third parties.
The system is designed to ensure the confidentiality of the informant’s identity and of any third party mentioned in the communication, as well as the actions carried out in the management and processing of it, preventing access by unauthorized personnel.
No personal data are collected whose relevance is not evident for processing specific information, and if collected accidentally, they will be promptly deleted.
No data allowing the identification of the informant are obtained if they have chosen to make the communication anonymously.
Internally, the data can be accessed by the system’s controller, the data processors that may be designated, and the data protection officer. Human resources and legal services managers may access the data solely concerning the adoption of disciplinary or legal measures, respectively, in relation to the facts.
Third-party professionals to whom IMDEA MATERIALS may turn to conduct all or part of the investigative and instructional tasks related to the submitted reports may also access the data. These professionals will at all times be subject to a duty of secrecy, confidentiality, and reserve.
Other individuals may participate in the processing when necessary for the adoption of corrective measures within the entity or the processing of sanctioning or criminal procedures that may be applicable.
Location
C/ Eric Kandel, 2
Tecnogetafe
28906, Getafe, Madrid (Spain)