Our Terms of Use, Privacy Policy, and Cookie Policy sections

Privacy Policy 

Trust-IT Services srl, with registered offices in Via Francesco Redi 10, 56124 Pisa (PI), Italy — VAT and Fiscal Code IT01870130505, PIC 906664821 (“Trust-IT”, “we”, “us”) — is committed to protecting the online privacy of the users of the CLAIMA website at www.CLAIMA.eu (the “Website”), registered members, event attendees and newsletter subscribers.

This Privacy Policy explains what personal data CLAIMA collects through the Website and related services, why, on what legal basis, for how long, who it is shared with, and what rights you have as a data subject. It has been drafted in line with the General Data Protection Regulation (Regulation (EU) 2016/679, “GDPR”) and with the data-protection obligations set out in Article 15 of the CLAIMA Grant Agreement (Horizon Europe Grant Agreement No 101290971).

CLAIMA is a project funded by the European Union's Horizon Europe programme under grant agreement No 101290971, coordinated by ALFRED-WEGENER-INSTITUT HELMHOLTZ-ZENTRUM FUR POLAR- UND MEERESFORSCHUNG (AWI), Germany, and implemented by a consortium of 11 beneficiaries and 1 affiliated entity across 6 countries. Where personal data is transferred to the European Commission / European Research Executive Agency (REA) for grant-management purposes, that processing is carried out by REA as an independent controller under Regulation (EU) 2018/1725 and its own Portal Privacy Statement (see Section 7).

Contents

1. Data Controller(s)

2. Personal data processed

   a. Registered members and general website use

   b. Events, hackathon and workshops

   c. Newsletters and communications

   d. Special categories of personal data

   e. Other persons’ personal data

   f. Browsing data

   g. Cookies

3. Purposes of processing

4. Legal bases for processing

5. Recipients of personal data – Data Processors

6. International transfers – non-EU/EEA National Nodes

7. Retention of personal data

8. Data subjects’ rights

9. Security measures

10. Amendments

   Annex A – CLAIMA Consortium

1. Data Controller(s)

Trust-IT Services srl is the data controller for all personal data processed through the CLAIMA website, the general enquiry form, the newsletter, the registration of website accounts, in its capacity as leader of communication tasks described in the CLAIMA Grant Agreement.

For personal data submitted directly to individual consortium partner, that partner acts as data controller for the data it collects. A full list of consortium partners is provided in Annex A of this Policy.

You can contact us with any questions related to this Privacy Policy or to Trust-IT's personal data processing practices by writing to:

• Email: privacy@claima.eu (or the Website's contact form)
• Data Protection contact / DPO: Michele Nannipieri, Trust-IT Services srl – privacy@claima.eu

2. Personal data processed

When you use the Website, CLAIMA collects and processes information about you which allows you to be identified, either directly or in combination with other information. This information (“Personal Data”) is collected either because you choose to provide it, or through the routine technical operation of the Website.

a. Registered members and general website use

If you create an account on the Website, subscribe to updates, submit a general enquiry, or otherwise engage with CLAIMA's collaborative areas, you may be asked to provide:

• Name and surname
• Professional title, organisation name and type (e.g. research institution, SME, National Node operator)
• E-mail address
• Country of residence / affiliation
• Gender (collected only where required for the statistical monitoring information CLAIMA must provide to the European Commission on project performance)
• LinkedIn address

Mandatory fields are marked as such in the relevant forms; without them it is not possible to complete registration.

b. Events, Workshops and Hackathons

CLAIMA organises cross-country workshops, training events and hackathons to engage researchers and stakeholders. When you sign up to attend an event, webinar or workshop (in person or online), you may be asked to provide your name, organisation, e-mail address, dietary or accessibility requirements (see Section 2.e), and attendance dates.

c. Newsletters and communications

CLAIMA will include registered members and event participants in specific mailing lists to send informative newsletters and communications about project news, workshops and CLAIMA developments, unless you opt out.

d. Special categories of personal data

The CLAIMA ethics self-assessment (Grant Agreement, Annex 1) confirms that no special categories of personal data (Art. 9 GDPR) are collected by design as part of the project's activities. Certain areas of the Website (e.g. free-text fields in enquiry forms, Forum, event sign-up forms asking about dietary or accessibility needs) could incidentally capture information revealing health conditions, religious practices or similar. We ask that you do not disclose sensitive personal data unless strictly necessary, and where you choose to do so, we will only process it with your explicit consent and solely to accommodate your request (e.g. arranging suitable catering or access at an event).

e. Other persons' personal data

Certain fields on the Website (e.g. free-text messages) may allow you to submit information about other individuals (e.g. colleagues, co-applicants). If you do so, you are responsible for ensuring you have a lawful basis (e.g. their consent) for sharing that information with us, and for informing them of this Privacy Policy.

f. Browsing data

As is standard for websites, the Website's operation involves the collection of technical information about visitors as part of routine server operation: IP address, country, device and browser type, the pages requested, the time of the request, the response status, and similar parameters. This information is used to compile statistics on Website use, to ensure correct operation, to restore the Website following technical failures, and to detect faults or abuse. Save for this last purpose, this data is not kept for more than 60 business days.

g. Cookies

The Website uses cookies. A summary of the categories used, and how you can manage them, is provided in the Cookie Policy section of this document; the full, up-to-date list of cookies is available in the Website's dedicated cookie banner/settings panel.

3. Purposes of processing

CLAIMA processes your Personal Data, collected through the Website, for the following purposes:

• Service provision: to create and maintain your registered account, allow you to participate in collaborative project areas, verify your identity, and respond to enquiries and support requests.
• Events/Webinars/Hackathons: to process your registration for CLAIMA events, workshops and other activities, and to manage attendance.
• Marketing and dissemination: to send newsletters and other project communications, and to promote CLAIMA activities through the Website and social media.
• Compliance: to comply with CLAIMA's legal and contractual obligations, including its obligations to the granting authority under Article 15 (Data Protection), Article 20 (Record-Keeping) and the FSTP-specific provisions of the Grant Agreement.
• Analytics: to understand how the Website is used and to improve it.
• Misuse/fraud prevention: to detect and prevent fraudulent activity or misuse of the Website.

4. Legal bases for processing

• Service provision – performance of a contract with you (Art. 6(1)(b) GDPR). Providing this data is not mandatory, but without it we cannot provide the Service you request.
• Events/Webinars/Hackathons – performance of a contract with you for registration and attendance (Art. 6(1)(b) GDPR); publication of attendee/participant lists, where applicable, is based on legitimate interest (Art. 6(1)(f) GDPR) or your consent.
• Marketing – your consent (Art. 6(1)(a) GDPR), which you may withdraw at any time without affecting the lawfulness of processing carried out before withdrawal.
• Compliance – necessary for compliance with CLAIMA's legal obligations, including under the Grant Agreement and applicable Horizon Europe rules (Art. 6(1)(c) GDPR).
• Analytics and Misuse/Fraud prevention – legitimate interest in the sound administration, security and improvement of the Website and the Open Calls (Art. 6(1)(f) GDPR).

Special categories of data (Section 2.e) are processed only on the basis of your explicit consent (Art. 9(2)(a) GDPR).

5. Recipients of personal data – Data Processors

Your Personal Data may be shared with the following categories of recipients, acting as data processors on our behalf or as independent (joint) controllers where indicated:

• Consortium beneficiaries and affiliated entities involved in Task 1.3 (engagement, dissemination) activities in their respective countries – see the consortium list in Annex A – to the extent necessary to organise workshops, training and hackathons you take part in.
• Website hosting, e-mail and IT infrastructure providers engaged to operate and maintain the Website and its services.
• Public authorities where required by applicable law or a binding order (e.g. tax authorities, OLAF, the European Court of Auditors, in line with Article 25 of the Grant Agreement).
• Newsletter manager: Brevo
• Zoom: managed by Trust-IT
• Google for analytics: managed by Trust-IT

More information on these processors, and copies of the relevant data-processing agreements, is available upon written request to privacy@claima.eu.

6. International transfers – non-EU/EEA 

CLAIMA’s consortium activities extend to one country outside the EU/EEA: Norway.

Transfers to Norway (EEA/EFTA) (subject to a European Commission adequacy decision) are treated as intra-EEA transfers and do not require additional safeguards.

No personal data is knowingly transferred outside these arrangements.

7. Retention of personal data

• Service provision / Website accounts: kept for as long as your account remains active, plus a reasonable period thereafter to protect Trust-IT's legitimate interests relating to potential liability.
• Events/Webinars/Hackathons: kept for the period necessary to organise and report on the event, plus any period required to demonstrate compliance with EU funding and dissemination rules.
• Marketing: kept from the moment you give consent until it is withdrawn.
• Browsing data: not kept for more than 60 business days, save where needed to investigate faults or abuse.

More information on applicable retention periods is available upon written request to privacy@claima.eu.

8. Data subjects' rights

As a data subject, you are entitled to exercise the following rights vis-à-vis Trust-IT (as data controller), at any time:

• Access your Personal Data (and/or obtain a copy of it), and information about how it is processed;
• Rectify or update inaccurate or incomplete Personal Data;
• Request erasure of your Personal Data, where processing is unnecessary or unlawful;
• Request restriction of processing, in specific circumstances set out in the GDPR;
• Exercise your right to data portability;
• Object to processing based on legitimate interest, on grounds relating to your particular situation;
• Withdraw your consent at any time, where processing is based on consent (e.g. Marketing, special categories of data), without affecting the lawfulness of prior processing.

You can exercise these rights by writing to privacy@claima.eu, or via the Website's contact form. You can unsubscribe from marketing communications at any time using the link at the bottom of every marketing e-mail, or via your account preferences.

You are also entitled to lodge a complaint with the competent supervisory authority for the protection of personal data — in Italy, the Garante per la protezione dei dati personali (www.garanteprivacy.it) — or with the supervisory authority of your own country of residence, if you believe the processing of your Personal Data is unlawful.

9. Security measures

Trust-IT and the consortium partners involved in processing implement appropriate technical and organisational measures to protect Personal Data against unauthorised access, alteration, disclosure or destruction, consistent with the confidentiality and data-protection obligations set out in Article 15 of the Grant Agreement. Access to Personal Data is restricted to personnel who need it to implement, manage and monitor the relevant activity, and who are bound by confidentiality obligations.

10. Amendments

This Privacy Policy entered into force on 01/09/2026. Trust-IT, on behalf of the CLAIMA consortium, reserves the right to amend or update this Privacy Policy, including as a result of changes in applicable law or in the project's activities. Material changes will be notified on the Website, and you are invited to review this page periodically.

Annex A – CLAIMA Consortium (data recipients for National Node / dissemination activities)

Coordinator: Alfred-Wegener-Institut Helmholtz Zentrum für Polar- und Meeresforschung, hereinafter referred to as AWI. Full consortium (beneficiaries “BEN” and affiliated entities “AE”):