Privacy notice
How your answers and files are handled.
Who is responsible
The controller of the data collected in this survey is [organisation name, address]. Contact for questions about this survey and your data: [name, e-mail]. [Data protection officer, if any: e-mail]
What we collect
- Your name, organisation, optional role/expertise and e-mail address.
- Your answers in the decision map (definition, workflow modules, strategy proposals, comments) and the PDF documents and figures you upload.
- Technical records needed to run the survey: when your answers were saved or submitted, earlier saved versions of your answers (kept so that nothing is lost by mistake), and the server's short-lived technical logs.
Why, and on which basis
Your input is used to prepare a summary of the consortium's views on next-generation risk assessment (NGRA) for the [project name, e.g. iNAMs4NGRA] consortium. The legal basis is your consent (Art. 6(1)(a) GDPR), which you give in the section “About you”. You can withdraw it at any time (see below).
Who can see your answers
- The survey coordinator sees all answers and files.
- Consortium members receive the summary. Your name appears next to your answers only if you ticked the corresponding box; otherwise your answers are shown under a code such as “R07”. Text you write yourself (for example, a partner name in a proposal) is reproduced as written.
- The survey runs on a server rented from DigitalOcean in Frankfurt, Germany (EU), which acts as a processor.
- AI-assisted summarisation: to help draft the summary, the coordinator may process the answers and attached documents with an AI tool, [provider, e.g. Anthropic (Claude)]. [Complete: the contractual terms under which the provider processes the data, whether data leave the EU, and the safeguards for such transfers.] The summary is reviewed by people before it is shared.
How long
The survey server and all data on it are deleted [e.g. three months] after the survey closes. The final summary and an archive of the responses are kept by the coordinator for [period / until the end of the project].
Your rights
You can ask for access to your data, for corrections, for deletion, or withdraw your consent at any time by writing to [contact e-mail]. Withdrawal does not affect processing that happened before it. You can also lodge a complaint with a data protection supervisory authority.
Security
The survey is reached over an encrypted connection (HTTPS). Each participant has a personal secret link: please do not forward it. Uploaded files are checked to be genuine PDF/PNG/JPEG/WebP files and are only available to you and the coordinator. Please do not upload confidential material unless the consortium's rules allow it.
Last updated: [date]