1. GENERAL PROVISIONS
1.1. Responsible body for data processing
Under the General Data Protection Regulation (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, hereinafter referred to as the “GDPR”), the controller is the natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data. In Portugal, Law no. 58/2019, of 8 August, enforces the implementation of the GDPR.
Therefore, the University of Minho recommends that to exercise their rights regarding the processing of their personal data, the data subjects should, preferably, contact the Service or Body henceforth designated as Communication and Society Research Centre (hereinafter referred to as CECS) to whom they have provided the data. Should contacting the designated Body or Service prove to be ineffective or inconvenient, the University of Minho has a Data Protection Officer available for contact as follows: by e-mail (firstname.lastname@example.org), by telephone or in person at Universidade do Minho, Edifício 5, Gabinete 1.56 – Campus de Gualtar – 4710 – 057 Braga – Portugal.
1.2. General Concepts and Principles
The University of Minho and the CECS collect and process information relating to personal data. According to the GDPR, “personal data” means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as:
Some categories of personal data, “special categories of personal data”, are not subject to processing (according to Article 9 of the GDPR.). Namely, personal data about an individual’s:
Furthermore, the processing of personal data covers a wide range of operations performed on personal data by automated means or in a non-automated manner. This processing includes data collection, recording, organisation, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of personal data.
As part of their general principles for data processing, the University of Minho and the CECS are fully committed to ensuring personal data:
1.3. Purposes of processing personal data
The data collected and processed by the University of Minho and the CECS are used for the following purposes:
Interviews with researchers and on topics related to CECS
E-mail, Orcid, Online CV, Website, RepositóriUM, Biographical Notes
Journals, Books and other scientific publications and Funding Data
Projects, Platforms and Observatories
1.4. Methods of collection
The University of Minho and the CECS collect data directly from data holders using the following methods:
1.5. Data retention period
Data retention periods are determined based on the specific purposes of data processing. The University of Minho and the CECS adhere to retaining personal data for the shortest duration necessary to fulfil the intended purposes. The personal data of data subjects are stored for the mandatory period required to achieve the objectives for which they were initially collected. It is important to note that in certain cases, personal data may be retained for extended periods for archiving purposes of public interest or scientific research purposes, as permitted by applicable regulations.
1.6. Outsourced Entities
The University of Minho and the CECS may engage or have engaged an external entity, a legal entity contracted by the University of Minho, to process personal data on their behalf and follow their instructions. This third-party entity is not permitted to disclose the user’s personal data to any other entities without explicit authorisation from the University of Minho. Additionally, the third-party entity is prohibited from subcontracting or engaging other entities for data processing without prior approval from the University of Minho.
2. DATA SUBJECT RIGHTS
2.1. Right of access
The data subject shall have the right to obtain from the controller confirmation as to whether or not personal data concerning him or her are being processed, and, where that is the case, access to the personal data and the following information:
2.2. Right to rectification
The data subject shall have the right to obtain from the controller without undue delay the rectification of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject shall have the right to have incomplete personal data completed, including by means of providing a supplementary statement.
2.3. Right to erasure (“right to be forgotten”)
The data subject shall have the right to obtain from the controller the erasure of personal data concerning him or her where one of the following grounds applies:
2.4. Right to restriction of processing
The data subject shall have the right to obtain from the controller restriction of processing where one of the following applies:
2.5. Right to data portability
The data subject shall have the right to receive the personal data concerning him or her, which he or she has provided to a controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where:
2.6. Right to object
The data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to the processing of personal data concerning him or her which is based on point (e) or (f) of Article 6(1), including profiling based on those provisions. The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims.
2.7. Right to lodge a complaint with a supervisory authority
Every data subject shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of his or her habitual residence, place of work or place of the alleged infringement, if the data subject considers that the processing of personal data relating to him or her infringes this Regulation. The data subject shall have the right to lodge complaints with the National Commission for Data Protection (CNPD) or another personal data protection supervisory authority. The contact details of the CNPD are as follows: Av. D. Carlos I, 134 – 1.º, 1200-651 Lisbon, Tel: +351 213.928.400, Fax: +351 213.976.832, e-mail: email@example.com.
2.8. Procedures for the exercise of the rights by the data subject
The right of access, rectification, data portability, opposition and complaint before the competent authority are rights that can be exercised at any time by the data subject by contacting the Communication and Society Research Centre (CECS) or the University of Minho for this purpose, which may be in person, by phone call or by e-mail.
2.9. Personal data breach
The CECS holds responsibility for the content accessible through hyperlinks that direct users to navigate within the domain https://www.cecs.uminho.pt/ and related websites under the uminho.pt domain whenever the CECS specifically manages those hyperlinks. The University of Minho should communicate to the supervisory authority a personal data breach, without undue delay, where that personal data breach is likely to result in a high risk to the rights and freedoms of the natural person and, where feasible, not later than 72 hours after having become aware of it. The controller should communicate to the data subject a personal data breach, without undue delay, where that personal data breach is likely to result in a high risk to the rights and freedoms of the natural person in order to allow him or her to take the necessary precautions.
3. FINAL PROVISIONS
When in doubt regarding the definitions of the terms described below, please refer to the General Data Protection Regulation, article 4 (“Personal data”, “Processing”, “Restriction of processing “Consent”, “Pseudonymisation”, “Controller”, “Supervisory authority”, “Representative”, “Biometric data”, “Personal data breach”, “Third-party”, “Recipient”, “Profiling”)