Welcome to Synapse – Life Science Connect

Data Policy

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our DATA POLicy

PRIVACY NOTICE TO members, event participants and speakers
SYNAPSE - Life Science Connect

1. PROTECTION OF PERSONAL DATA PROCESSED ABOUT YOU

Synapse – Life Science Connect ("Synapse", "we", "us", "our"), CVR-number in Denmark; 35554971, is a student-driven, non-profit organization which organizes and facilitates events, workshops, and networking opportunities for students and young professionals.

As a member of Synapse or as a student with an interest in the life science environment you may participate in events facilitated by Synapse. We process personal data about you in this context.

It is crucial to us that data about you is properly protected and respected. Therefore, we strive to protecting your personal data, including complying with the applicable data protection laws, such as e.g. the General Data Protection Regulation ("GDPR").

Under the GDPR, Synapse is required to inform you about how we process personal data about you and about your data protection rights etc. You can find that information in this Privacy Notice.

Synapse processes personal data about you if you use our website, are a member of our organization, participate in or speak at our events.

2. DATA CONTROLLER

Synapse is the data controller, and our contact details are:

Synapse – Life Science Connect

CVR in Denmark: 35 55 49 71

Howitzvej 30

2000 Frederiksberg

Denmark

Questions related to how we process personal data or requests related to exercise of your data protection rights may be sent to us via the contact information below.

3. CONTACT US

If you have any questions regarding our processing of personal data about you, please contact the Chairman of the board, Kasper Budolph Pedersen, via the contact details below.

Telephone: +45 30 68 20 07

E-mail: [email protected]

4. CATEGORIES OF PERSONAL DATA

We process the following categories of personal data about you depending on whether you are:

Website visitors:

  • IP address
  • Information about cookies, including tracking of user behaviour on the website
  • Unique visitor IDs, cookie IDs and other identifiers
  • Technical identifiers which can connect the user to e.g. Google, Facebook or LinkedIn
  • Type of device used to access the website (e.g. tablet, smart device, PC etc.)
  • Technical information about your computer
  • Geographical location

Members:

  • Name
  • Email-address and phone number
  • Level of degree
  • Attending university
  • Nationality
  • Application with motivational letter
  • Any other personal data which may appear in the application documents that you have sent to us

Event participants:

  • Name
  • Email-address and phone number
  • Level of degree
  • Attending university
  • Nationality
  • Application with motivational letter
  • Any other personal data which may appear in the application documents that you have sent to us
  • Events participated in
  • Photos

Speakers:

  • Name
  • Email-address and phone number
  • Occupation
  • Events participated in
  • Photos

5. PURPOSE OF THE PROCESSING AND LEGAL BASIS OF THE PROCESSING

Synapse only processes personal data about you to the extent necessary for the purpose of the specific processing activity.

The purposes of the processing of personal data about you are as follows:

Website visitors:

We process personal data about you:

  • To be able to offer you a functional website.
  • To display content and information regarding events, and general information about the life science industry, including employment opportunities on our website and social media accounts.
  • To document compliance with legislation, including the GDPR and Executive Order on Cookies.

We process personal data in accordance with Article 6 (1) (f) of the GDPR on Synapse's legitimate interests in carrying out the above purposes.

We process tracking information in accordance with section 3 of the Executive Order on Cookies. For more information about cookies, please read our cookie policy Cookie Policy - Synapse (synapse-connect.org)

Event participants:

We process personal data about you:

  • To organize and facilitate events, workshops and network opportunities for students and young professionals.
  • To bridge the gap between the university bioscience community and the life science industries.
  • To facilitate events with registrations and collect information about number of people coming.
  • To send out an email to participants with a reminder about upcoming events and potential evaluations afterwards.

We process personal data in accordance with Article 6 (1) (f) of the GDPR on Synapse's legitimate interests in carrying out the above purposes.

Members:

We process personal data about you:

  • To assess your qualifications and communicate with you.
  • To store your application for future vacancies.

We process personal data in accordance with Article 6 (1) (f) of the GDPR on Synapse's legitimate interests in assessing your qualifications and in communicating with you in connection with your application for membership, e.g. when invited to an interview or meetings with our team.

If we obtain references or store your application for more than 6 months, we do so with your prior consent, cf. Article 6 (1) (a) of the GDPR.

Speakers:

We process personal data about you:

  • To organize and facilitate events, workshops and network opportunities for students and young professionals.
  • To be able to communicate and plan an event with the speaker.
  • To publish the event with the name and title of the presenter.

We process personal data in accordance with Article 6 (1) (f) of the GDPR on Synapse's legitimate interests in carrying out the above purposes.

6. DATA RECIPIENTS AND THIRD COUNTRIES

We transfer personal data to recipients in third countries. The legal basis for the transfer is the EU Commission's standard contract for transfers to third countries. Please contact us if you wish to receive a copy of the concluded agreements with:

  • The Rocket Science Solution LLC. in the USA (MailChimp)

We also transfer personal data to the United Kingdom. The UK has obtained an adequacy decision from the European Commission meaning that the UK provides a level of data protection compliance essentially equivalent to the EU:

  • Citrix Systems Inc., in United Kingdom (Podio)
  • TYPEFORM, S.L, in Spain (Typeform)

7. STORAGE PERIOD

We store your personal data for as long as it is necessary to fulfil our purpose as described above but no longer than two years unless a longer storage period is required by law.

If you exploit your data protection rights, we keep data relating to documentation of our compliance with the legislation for 5 years which is the statute of limitation under the Danish Data Protection Act.

Website visitors and speakers:

We delete information about you 12 months after collection of the personal data unless we need to store the information in connection with disputes.

You can see the deletion time limit for cookies and other tracking features stored on your device Cookie Policy - Synapse (synapse-connect.org)

Event participants:

We store your personal data if you are registered for a event which is not held, or if you are in our contact list.

Once an event has been held, we store information about you as long as it is necessary in relation to sending you photos from the event and obtaining a possible evaluation from you.

Members:

If you apply for membership with us, we store your application for 6 months. If you become a member with us, we will store your application for a longer period as described above in regard to members.

In addition, we store personal data (name and contact information) about members for five or 10 years after the termination of your membership, depending on the personal data. The purpose is to invite former members to anniversaries.

8. DATA PROTECTION RIGHTS

If you wish to exercise your rights as further described below, please use the contact details listed above.

Your rights are the following, subject to further conditions in the GDPR, etc.:

  • Right of access: You have the right to be granted access to the personal data processed about you, including information on how such personal data is processed, sources etc.
  • Right to rectification: You have the right to have incorrect personal data about you rectified.
  • Right of deletion: You have the right to have personal data about you deleted prior to deletion otherwise in accordance with our general deletion procedures.
  • Right to restriction of processing: You have the right to have the processing of personal data about you restricted.
  • Right to data portability: You have the right to data portability to the extent that our processing of personal data about you is based on your consent or an agreement, and the processing takes place automatically.
  • Right of objection: Under certain conditions, you have the right to object to our processing of personal data about you, e.g. when personal data is based on our legitimate interests or if the purpose of the processing is direct marketing.
  • Right of withdrawal of consent: To the extent that our processing is based on consent, you are entitled to withdraw your consent. The withdrawal of your consent will not affect the lawfulness of the processing made by us until withdrawal.

For information on your rights, please visit the website of the Danish Data Protection Agency (Datatilsynet) at www.datatilsynet.dk.

If you exploit your rights as described above, we also process personal data relating to receiving and responding to your inquiry. If there is any doubt about your identity, we retain the right to request more information to confirm your identity.

9. COMPLAINTS

If you wish to complain about our processing of your personal data, you may complain to the Danish Data Protection Agency (Datatilsynet). Contact details are available at www.datatilsynet.dk.

10. UPDATES AND REVISION

This Privacy Notice was implemented on 20.01.2023. We will regularly revise our processing activities and update this Privacy Notice.