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Privacy Policy

To be accepted by registered contributors and users

EU-FarmBook, legally represented by Professor Pieter Spanoghe, Ghent University, Department of Plants and Crops, Coupure Links 653, 9000 Gent, Belgium, is committed to protecting the privacy and security of the users of this platform.

This Privacy Policy is intended to inform you about the processing of personal data that takes place via EU-FarmBook. By using this EU-FarmBook platform, you agree to accept this Privacy Policy. This Privacy Policy must be read in conjunction with our Cookie Policy. Please read the following carefully before using the platform.

 

Data collection and reasons why

Your (personal) data will be kept within the European Union and processed on a secure server of Ghent University or on secure servers of one of the project partners and accessible only to the EU-FarmBook project partners.

To protect your privacy and security, we take reasonable steps (such as requiring a unique password) to verify your identity before granting access to your profile or making corrections.

You consent to receive emails by selecting an option:

  1. I wish ONLY to receive the newsletter and emails related to the EU-FarmBook project and/or platform:  By selecting this option, you consent to receive newsletters and emails that provide information about the EU-FarmBook project, plus updates about the platform and related content.

  2. I wish to PARTICIPATE in project activities OCCASSIONALLY: By selecting this option, you permit us to invite you to participate in project activities such as workshops, webinars, field trips, and other events.

  3. I wish to CONTRIBUTE MORE ACTIVELY in project activities: By selecting this option, you express your interest in actively contributing to the project by participating in online or face-to-face feedback and focus groups. These groups may require your participation regularly, but not more than once or twice a year.

  4. I consent to ALL OF THE ABOVE:  By selecting this option, you consent to all of the statements above, allowing us to send you our newsletters and to contact you for participation in project activities on a more regular basis.

EU-FarmBook will collect personal data that you submit to us:

  • data needed to identify you (e.g. name, organisation, job title, email address), to provide you with customised content, to have a personalised user experience, and to inform you about the services in which you have indicated an interest and give you access to your personal dashboard to overview your analytics (KOs, metadata, likes, comments, …)

  • data that a knowledge creator has provided about the expert domain. This additional personal information is needed so platform users can learn more about the creators as experts (name, job title, expertise, email address)

  • data shared via the EU-FarmBook platform between platform users to make interacting and sharing ideas, discussing, questioning, … possible for all users (online community)

  • IP addresses: EU-FarmBook collects and logs the IP addresses of all platform users to URL, so EU-FarmBook can adequately manage the system and gather information on how the site and platform are used (analytics software still to be decided). This includes the pages that platform users view and the duration of their visits or browsing sessions.

  • via the AI-supported chatbot, where users can ask questions and get answers based on the documents available on the platform, including links to the proper sources. Chat conversations are stored and can be used for research, monitoring, evaluation, and improving chatbot functionality.

If you want to receive our newsletter, we need a working email address. Furthermore, we will process your IP address and platform usage data. Any other information you provide is voluntary. You do not have to share that with us on the platform or in the chatbot. Please do not share any information, especially sensitive data, that you do not want to make public.

 

Data processing and methods of processing

EU-FarmBook implements appropriate security measures to prevent unauthorised access to, disclosure of, modification of, or destruction of the Data. EU-FarmBook ensures that the processing of personal data obtained complies with applicable data protection regulations and this privacy policy. This means that we:

  • process your personal data in accordance with the purpose for which it was provided;

  • limit the processing to the data that is necessary for this purpose;

  • request your explicit consent when required by law;

  • have taken appropriate technical and organisational measures to ensure the security of personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage.

  • To ensure fair processing, EU-FarmBook will not retain personal data longer than necessary for the purposes for which it was initially collected or further processed. 

Your rights regarding data processing based on the General Data Protection Regulation (GDPR)

Users may exercise certain rights regarding their data.

In particular, you have the right to do the following, to the extent permitted by law:

  • Withdraw your consent at any time. Users have the right to withdraw consent previously given to the processing of their personal data.

  • Object to the processing of your data. Users have the right to object to the processing of their data if processing is based on a legal basis other than consent.

  • Access to your data. Users have the right to learn whether their data is being processed, to obtain disclosure of certain aspects of the processing, and to receive a copy of the data being processed.

  • Verify and seek rectification. Users have the right to verify the accuracy of their data and request that it be updated or corrected.

  • Restrict the processing of your data. Users have the right to restrict the processing of their data. In this case, EU-FarmBook will not process your data for any purpose other than storing it.

  • Have your personal data deleted or otherwise removed. Users have the right to have their data erased.

  • Receive your data and have it transferred to another controller. Users have the right to receive their data in a structured, commonly used and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.

  • Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.

Any requests to exercise user rights can be directed to GDPR@eufarmbook.eu.

 

Any personal information relating to other people

If you submit to EU-FarmBook any personal information relating to other people, you represent that you have the authority to do so and permit us to use the information in accordance with this Privacy Policy. By submitting personal information, you grant EU-FarmBook the right to transmit, monitor, retrieve, store and use your information in connection with the operation of the platform.

EU-FarmBook platform users shall have the right to access the information EU-FarmBook holds about them. EU-FarmBook will also take reasonable steps to ensure this information remains up to date by asking users whether there have been any changes.

 

Data security 

By registering on the platform, you confirm that you are required to use a password to access the EU-FarmBook platform. You must not disclose your password and must take reasonable steps to keep it confidential and secure. You agree to immediately notify EU-FarmBook if you become aware of or have reason to believe that there is any unauthorised use of your password or account or any other breach of security. EU-FarmBook is in no way liable for any claims or losses related to the use or misuse of your password or account due to the activities of any third party outside of our control or due to your failure to maintain their confidentiality and security.

EU-FarmBook makes every reasonable effort to ensure that your personal information remains as secure as possible. Accordingly, we prevent unauthorised access through a secure firewall and by using security technologies to protect the integrity and privacy of any personal information you provide. As an additional security measure, your personal data is also encrypted.

Links to external websites

This Privacy Policy applies only to the EU-FarmBook platform. To provide platform users with additional helpful information, the EU-FarmBook platform includes links to other websites. However, EU-FarmBook provides no authority over external organizations’ websites and this policy does not apply to external sites that are providing them with personal information. We always advise you to check the privacy policies of those other websites.

 

Update Privacy Policy

EU-FarmBook reserves the right to change, modify, add or remove portions of this Privacy Policy at its sole discretion at any time and without prior notice. Please check this Privacy Policy periodically to keep informed of any changes. Your continued use of any service after any changes are posted constitutes your acceptance and agreement to those changes. This version of the Privacy Policy was last modified on 10-11-2023. 

EU-FarmBook bears no obligation to inform the platform users in advance of any such changes.

 

Contact us

If you have questions about this Privacy Policy or concerns about how we collect, use, or protect your information, please contact us at gdpr@eufarmbook.eu. Alternatively, contact the Data Protection Officer (DPO) at Ghent University at privacy@ugent.be.  A formal complaint can be submitted to the Belgian Data Protection Authority via its website at dataprotectionauthority.be. It can be reached by mail at Rue de la Presse 35, 1000 Brussels, or by email at contact@apd-gba.be. If you are a resident of a country other than Belgium, you also have the right to lodge a complaint  to your local supervisory authority. You can find the contact details of the local supervisory authorities here: ec.europa.eu.