Privacy policy
1. Description of data processing and types of data
epi collects and processes personal data only for the purpose of organising and carrying out meetings in the framework of the dialog between epi Board and the constituencies. This includes data that will be processed in connection with the completion of a questionnaire for the national Council delegations, set up online meetings via the platform Calendly, Zoom meetings. The following data will be collected and processed: name, e-mail, if necessary telephone number or any other data for communication.
1.1. Questionnaire
In case you are participating in this project, we will store your data for communication purposes. You will also have the opportunity to complete a questionnaire on a voluntary basis. In principle, you do not need to provide any personal information. However, if you are logged into your epi member account, your name will appear on the evaluation form. We are processing your data on the basis of a legitimate interest. The questionnaire will be evaluated and processed by the epi Board members and epi staff. The results may also be shared with the other participants in this project.
1.2. Scheduling and online zoom session
Meetings are to be arranged meeting with all participants. Calendly platform is used for this purpose.
In addition, Zoom is used as the video platform. Please note the data protection information in the invitation to the Zoom event.
1.3. Further data
Text, audio and video data will be collected and processed for the purpose of preparing of minutes and evaluating the results of meetings between the Board, the national constituencies and the invited guests. We kindly request your permission for the recording of the Zoom meetings. Your consent is on a voluntary basis. If a recording is made, participants in the online meeting will be notified by the system via both video and audio. In this case the data will be processed for content evaluation and continuation of the project by the epi Board.
2. Legal basis for data processing
Personal data is collected and processed on the basis of legitimate interest. The Zoom Online session may be recorded. This is done with your consent. For this, please refer to the privacy information for Zoom.
3. Transfer of your data
The personal data is disclosed, on a need-to-know basis, to the following recipients:
- epi staff and invited guests to the meetings;
- epi’s third-party providers for service maintenance and support services;
- Zoom, 55 Almaden Blvd, Suite 600 San Jose, CA 95113 USA and its third-party providers for service maintenance and support purposes. As a processor, Zoom processes your data strictly in accordance with your instructions and on the basis of a separately concluded contract. The data processing can also take place outside the EU or EEA. With regard to Zoom an adequate level of data protection can be assumed under current privacy laws, rules, and regulations in the jurisdictions in which it operates;
- Calendly, Inc. 115 E Main St., Ste A1BBuford, GA 30518 USA. As a processor, Calendly processes your data strictly in accordance with your instructions and on the basis of a separately concluded contract. The data processing can also take place outside the EU or EEA. With regard to Zoom an adequate level of data protection can be assumed under current privacy laws, rules, and regulations in the jurisdictions in which it operates.
4. Deletion of your data
We process and store your data only as long as it is necessary for the project and its realisation. The data stored in Calendly will be deleted after the meeting. In the case of legal storage obligations, deletion will only be considered after the expiry of the respective storage obligation. The videos are deleted after evaluation.
5. Rights as a data subject
You have the right to obtain information from the data controller about the personal data concerning you and to have incorrect data corrected or deleted, for example if the data is no longer needed for the purposes for which it was collected. You also have the right to limit processing. A revocation has no negative consequences for you. In cases where we process your personal data, you also have the right to object at any time for reasons arising from your particular situation. We will then no longer process the personal data unless there are demonstrably compelling reasons for processing, which are worthy of protection and which outweigh your interests, rights and freedoms, or unless the processing serves to assert, exercise or defend legal claims.
Contact details:
epi, Bayerstrasse 83, 80335 Munich, Germany, is responsible for data collection and processing.
You can assert your data protection rights here:
Petra Zimmermann
epi Secretariat
Bayerstrasse 83
80335 Munich, Germany
Phone: +49 89 242052-0
Fax: +49 89 242052-220
E-Mail: info@patentepi.org
Our data protection officer will be pleased to answer any queries and address any concerns you may have on all matters relating to data protection: datentenschutz süd GmbH
E-Mail: office@datenschutz-sued.de
Phone: +49 931 30 49 76 0
Additional information you can obtain from the website.