Privacy Policy This Privacy Policy (hereinafter the “Policy”) explains how Robocoast collects, processes and discloses company and personal data in connection with the projects, websites, training and EDIH service delivery it carries out. Robocoast is a business unit of Prizztech Oy that carries out projects and services related to the development and promotion of digitalisation and training together with its partners. Robocoast implements the Robocoast EDIH project, coordinated by Prizztech Oy. The project is funded by the European Commission’s Digital Europe Programme and Business Finland. Robocoast EDIH is part of the European EDIH network, which consists of European Digital Innovation Hubs, or EDIH organisations, similar to Robocoast. EDIHs operate as service points that accelerate digital investments and, in particular, the digitalisation of SMEs. The organisations in the Robocoast EDIH project consortium are Prizztech Oy, Satakunta University of Applied Sciences, Tampere University, University of Vaasa, Vaasa University of Applied Sciences, Novia University of Applied Sciences, Centria University of Applied Sciences, Oulu University of Applied Sciences, Lapland University of Applied Sciences, JAMK University of Applied Sciences, University of Jyväskylä and South-Eastern Finland University of Applied Sciences, Åbo Akademi University, Turku University of Applied Sciences, University of Turku, DIMECC, CSC, Crazy Town Oy, TIEKE and EIT Digital. Robocoast also carries out other projects related to the development and promotion of digitalisation and training. In addition, Robocoast coordinates a network of automation, robotics and artificial intelligence companies.

Data Controller Prizztech Oy
Business ID: 0773693-4 Contact details of the data controller: Address: Yrjönkatu 6, 28100 Pori
Phone: (02) 620 5300 Person responsible for data protection: Katja Ojakoski
Phone: +358 44 710 5422
Email: tietosuoja.prizz@prizz.fi

Collection of Personal Data Your personal data may be collected in different ways. As a general rule, we collect and process personal data that:

  • you have provided to us when interacting with us or using our services, participating in activities carried out as part of a project implemented by us, subscribing to our newsletter, joining our business network or contacting us to request information;
  • are generated in connection with projects, training events and other events, when using an EDIH service or visiting the website, when you register for events and training organised by us or request to be contacted, for example, for the purpose of carrying out the Digital Assessment service;
  • are obtained from other sources to the extent permitted by applicable laws, for example, from the Finnish Trade Register and the Finnish Business Information System (YTJ.fi).

You are not required to provide us with your personal data, but if you choose not to do so, we may not be able to provide our service to you or otherwise interact with you, for example, in connection with project implementation. We collect and process, for example, the following categories of personal data:

  • Basic information, such as name, phone number, address, nationality, labour market status (employed, student / unemployed), email address, your position in the company you represent, the name and address of the company you represent, and its industry.
  • Information related to the customer relationship, such as information concerning the use of services and training and joining the business network, and possibly also payment and invoicing information.
  • Customer contacts and related correspondence.
  • Personal data generated in connection with the use of our services and training and the implementation of our projects, or data collected in connection with the use of our website, such as usernames, passwords, identification-related information, log data concerning the use of the service, and data collected from the website using cookies or similar technologies.
  • Other information defined on a case-by-case basis based on your consent, for example, a Robocoast EDIH project participation form, contact request form or newsletter subscription form.

In connection with the delivery of an EDIH service, contact details necessary for the delivery of the service, the administration of the EDIH network and the evaluation of its activities may also be stored in the EDIH online service maintained by the European Commission for the contact person of the SME or public-sector organisation that is the customer. These may include first and last name, the person’s role in the organisation, the name of the organisation, professional postal and email address, and work phone number. Purpose and Legal Basis for the Processing of Personal Data We collect and process only personal data that are necessary for the implementation of the project and the provision of EDIH services. We process your personal data for the following purposes:

  1. Implementation of projects,training and EDIH services

In connection with the implementation of projects, training and EDIH services, only the essential personal data required for the provision of the services or that we are required to report to the authorities funding the projects, other authorities requesting information or the European Commission are collected. In connection with Robocoast EDIH services, some information about the organisation using the EDIH service and its contact person may be stored in the European Digital Innovation Hubs Network online service maintained by the European Commission. The information is used, among other things, for the administration of the EDIH network and the evaluation of its activities. The European Commission acts as the data controller with regard to its own processing of personal data in the EDIH online service. The data controller specified by the Commission is the Directorate-General for Communications Networks, Content and Technology (DG CONNECT), Unit A.4. The identifier of the Commission’s record concerning the processing of personal data is DPR-EC-02631. The processing of personal data in the European Commission’s EDIH online service is subject to Regulation (EU) 2018/1725 concerning the processing of personal data by the institutions of the European Union. According to the Commission, the processing is based on the performance of a task carried out in the public interest or in the exercise of official authority vested in a Union institution, and the processing is necessary for the implementation of the EDIH work programme.

  1. Development of project activities, EDIH services,training and other activities

We also process personal data in connection with feedback that we regularly collect and that customers provide separately in order to ensure that our project activities, services, training and other activities remain of high quality and so that we can develop them. In these cases, the processing of personal data is based on our legitimate interest in obtaining sufficient and appropriate information for the development of project activities, services, training and other activities. We primarily collect feedback from companies. We compile internal reports from the feedback we collect for management to ensure the appropriate management of our activities.

  1. Management of the business networkand reference information

We compile and maintain information about the companies in our business network on our website www.robocoast.eu. We also publish reference information about companies on our website concerning, for example, successful implementations in projects. We publish on our website only company-specific information, images and other material that have been separately provided to us for publication and for which permission to publish has been obtained from the company, excluding the results and reports of projects carried out with public project funding where the funding authority requires the results to be published and in which the company has participated. The contact details of SMEs and public-sector organisations using EDIH services are not published in the European Commission’s public EDIH online service. According to the Commission’s Privacy Policy, this information is visible to users of the EDIH that provided the service to the organisation in question and, where necessary, to authorised European Commission staff.

  1. Communication

We contact you to inform you about services, training, events, funding opportunities, business opportunities and projects. We also process your personal data for the purpose of requesting feedback. The processing of personal data is based on our legitimate interest in providing information as part of our activities and services. You have the right to opt out of receiving newsletters and other general communications.

  1. Compliance with laws

We process your personal data in order to comply with our statutory obligations, for example, in relation to accounting, project audits or to fulfil statutory requests for information from authorities.

  1. Otherpurposes to which you have consented

We also process your personal data for other purposes if you have given your consent to such processing.Transfers and Disclosures of Personal Data We disclose your personal data to third parties:

  • to the extent permitted or required by law, for example, to comply with a request for information from a competent authority or in connection with legal proceedings;
  • when reporting to authorities and the European Commission in connection with projects requires it;
  • when you have participated in an activity, service, event or training carried out as part of a project and partner organisations implementing the same project with us need the information for the implementation of the project or service. We ensure the appropriate processing of your personal data, and in these cases, the disclosure of personal data is related to the implementation of the project or service or reporting on it to the funding authorities;
  • when using a Robocoast EDIH service, information about the organisation using the service and its contact person may be stored in the EDIH online service maintained by the European Commission at european-digital-innovation-hubs.ec.europa.eu. Contact details stored in the EDIH online service may include first name, last name, role in the organisation, name of the organisation, professional postal and email address, and work phone number;
  • when participating in online training provided by the Robocoast Digital Learning platform or using another service connected to the shared online service of the EDIH network, registration and contact information necessary for the use of the service may be transferred to and registered in the European Digital Innovation Hubs Network online service, for which the European Commission, DG CONNECT, Unit A.4, acts as the data controller for the processing in question;
  • with your consent, to the parties covered by the consent.

We never share personal data across different projects between partner organisations working with us without an appropriate basis for the processing. According to the European Commission’s EDIH Privacy Policy, information concerning contact persons of SMEs and public-sector organisations using EDIH services is not published on the EDIH network’s public website. The information is visible to users of the EDIH that provided the service to the organisation in question. European Commission staff may also have access to the information to the extent required by their duties. Further information on the processing of personal data by the European Commission can be found in the European Digital Innovation Hubs Network EDIH Privacy Statement.Transfers of Personal Data Outside the EU or EEA Robocoast processes personal data primarily within the EU and EEA. If a service provider we use processes personal data outside the EU or EEA, we ensure that there is a basis for the transfer in accordance with data protection legislation and that personal data are protected by appropriate safeguards. According to the European Commission, personal data stored in the Commission’s EDIH online service are stored on European Commission servers.

Cookies We use cookies and other similar technologies on the website www.robocoast.eu. Cookies are small text files placed on your device to collect and remember useful information and to improve the functionality and usability of our website. We may also use cookies and other similar technologies for statistical purposes, such as compiling statistics on website use, understanding how users use the website and improving the user experience. The use of cookies and similar technologies other than those strictly necessary is based on the user’s consent. The user can accept or reject non-essential cookies and change their choices later. More detailed and up-to-date information about the cookies used, their purposes, service providers and retention periods can be found in Robocoast’s separate Cookie Policy.

Retention of Personal Data We retain personal data only for as long as necessary to fulfil the purposes defined in this Policy. Personal data are retained for the duration of the customer relationship. Personal data may also be retained to the extent necessary after the end of the customer relationship to the extent permitted or required by applicable law or for the period required by the funding decision of the authorities funding the project. Personal data are deleted when their retention is no longer necessary for compliance with the law, the funding decision made by the funding authority, or the exercise of the rights or obligations of either party. Personal data stored in the European Commission’s EDIH online service are also subject to the European Commission’s own retention period. According to the Commission’s EDIH Privacy Statement, personal data stored in its databases are deleted five years after the end of the grant funding the EDIH project in question. This European Commission retention period applies to processing within the Commission’s EDIH systems and does not, as such, determine the retention period for all data in Robocoast’s own systems.

Your Rights You have the right to access your personal data. You may also request the rectification, updating or deletion of your personal data at any time. Please note, however, that personal data that are necessary to fulfil the purposes defined in this Policy or that are required by law to be retained cannot be deleted. You have the right to object to or restrict the processing of your personal data to the extent provided by applicable law. Under applicable law, in certain cases you have the right to transfer the personal data you have provided to us from one system to another, meaning the right to receive your personal data in a structured, commonly used, machine-readable format and to transfer your personal data to another data controller. When we process your personal data on the basis of consent, you have the right to withdraw your consent at any time. We will thereafter no longer process personal data on the basis of that consent unless there is another legal basis for the processing. You can exercise your rights concerning the processing of personal data by Robocoast and Prizztech Oy by sending a request to us at: tietosuoja.prizz@prizz.fi With regard to the processing of personal data carried out by the European Commission in the EDIH online service, you can exercise your rights by contacting the European Commission’s data controller: European Commission, DG CONNECT, Unit A.4
CNECT-DIH@ec.europa.eu The record identifier for the European Commission’s EDIH processing is DPR-EC-02631. The European Commission’s Data Protection Officer can be contacted at: DATA-PROTECTION-OFFICER@ec.europa.eu Where necessary, a matter concerning the processing of personal data by the Commission may be brought before the European Data Protection Supervisor (EDPS). If you believe that the processing of your personal data by Robocoast or Prizztech Oy is not appropriate, you have the right to contact the Office of the Data Protection Ombudsman.

Data Security We implement appropriate measures, including physical, digital and administrative measures, to protect personal data against loss, destruction, misuse and unauthorised access or disclosure. Personal data are accessible only to persons who need them to perform their duties. According to the European Commission’s EDIH Privacy Statement, personal data in electronic form in the EDIH online service, such as emails, documents, databases and files uploaded to the system, are stored on European Commission servers. The Commission restricts access to personal data to authorised persons who have a justified need to access the information for the purposes of the processing. Please note that even appropriate measures cannot prevent all possible data breaches. In the event of a personal data breach, we will notify you in accordance with applicable laws.

Changes to the Policy We have the right to amend this Policy. We will notify you of changes on our website www.robocoast.eu, where you can also find the latest version of this Policy. Contact Us You can ask questions about this Policy or request more detailed information about the processing of your personal data by Robocoast by contacting us by email at: tietosuoja.prizz@prizz.fi Questions concerning the processing of personal data in the European Commission’s EDIH online service may be addressed to the European Commission at: CNECT-DIH@ec.europa.eu Further information on the processing of personal data in the European Commission’s EDIH online service can be found in the European Digital Innovation Hubs Network EDIH Privacy Statement.