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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.

The University of Minho, VAT Number 502 011 378, with headquarters at Rua Largo do Paço, 4704-553 Braga, and the Communication and Society Research Centre (CECS), located at the University of Minho Campus de Gualtar – Edifício 15, 4710-057 Braga, committed to the protection and privacy of the personal data they process, are the entities responsible for the elaboration of this Privacy Policy.

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 (protecaodados@uminho.pt), 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:

• Name;

• Identification number;

• Location data;

• IP (internet protocol) address;

• Online identifiers;

• One or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

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:

• Racial or ethnic origin;

• Political opinions;

• Religious beliefs;

• Philosophical beliefs;

• Trade union membership;

• Genetic data;

• Biometric data (where this is used for identification purposes);

• Health data;

• Data concerning an individual’s sex life or sexual orientation.

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:

• Are processed lawfully, fairly and in a transparent manner in relation to data subjects (‘lawfulness, fairness and transparency’);

• Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;

• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’);

• Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’);

• Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; Personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes under Article 89(1), subject to the implementation of the appropriate technical and organisational measures required by this Regulation in order to safeguard the rights and freedoms of the data subject (‘ storage limitation’);

• Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘ integrity and confidentiality’).

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:

Purposes	Examples
Videos	Interviews with researchers and on topics related to CECS
Introducing Participants	E-mail, Orcid, Online CV, Website, RepositóriUM, Biographical Notes
Publications	Journals, Books and other scientific publications and Funding Data
Research	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:

Direct collection: in person, by telephone, by e-mail, by videos and through the Website. Any information or content that the data subject provides or transmits through the Website is subject to the privacy policy.

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:

• The purposes of the processing;

• The categories of personal data concerned;

• The recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;

• Where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;

• The existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;

• The right to lodge a complaint with a supervisory authority;

• Where the personal data are not collected from the data subject, any available information as to their source;

• The existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

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:

• The personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed;

• The data subject withdraws consent on which the processing is based according to point (a) of Article 6(1), or point (a) of Article 9(2), and where there is no other legal ground for the processing;

• The data subject objects to the processing pursuant to Article 21(1), and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to Article 21(2);

• The personal data have been unlawfully processed;

• The personal data have to be erased for compliance with a legal obligation in Union or Member State law to which the controller is subject;

• The personal data have been collected in relation to the offer of information society services referred to in Article 8(1).

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:

• The accuracy of the personal data is contested by the data subject for a period enabling the controller to verify the accuracy of the personal data;

• The processing is unlawful, and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;

• The controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defence of legal claims;

• The data subject has objected to processing pursuant to Article 21(1) pending the verification of whether the legitimate grounds of the controller override those of the data subject.

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:

• The processing is based on consent pursuant to point (a) of Article 6(1) or point (a) of Article 9(2) or on a contract pursuant to point (b) of Article 6(1);

• The processing is carried out by automated means.

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: geral@cnpd.pt.

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

3.1. Changes to the Privacy Policy

The Communication and Society Research Centre and the University of Minho reserve the right to modify this Privacy Policy at any time.

 

4. DEFINITIONS

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”)