Soil-X-Change Project – Privacy & Cookie Policy

1. Introduction and Scope

This Privacy & Cookie Policy explains how the Soil-X-Change project processes personal data collected through its website and throughout its dissemination and co-innovation activities, including events, surveys, and communication actions. Soil-X-Change operates under the European Union’s Horizon Europe Programme (Grant Agreement No. 101133914) and is committed to full compliance with the General Data Protection Regulation (GDPR – Regulation (EU) 2016/679).

This Policy applies to all data subjects who interact with the project’s website, activities, or communication channels.

2. Data Controller and Contact Information

The entity responsible for controlling personal data for the purposes described in this Policy is:

Soil-X-Change Project Coordination
Company name: Innomine DIH Nonprofit Kft.

Address: 2/7 15/b Kodály Zoltán utca, Pécs 7624 Hungary

Email for data protection queries: barbara.papai@innomine.com

For any questions or requests regarding personal data, please contact the project coordinator at the above address.

3. Categories of Personal Data Collected

Depending on how users interact with the Soil-X-Change project, the following categories of data may be processed:

Identification and Contact Data

• Name, surname
• Organization, position, country
• Email address and telephone number (if provided)

Participation and Activity Data

• Event registrations and attendance
• Survey or questionnaire responses
• Workshops, co-creation activities, and project-related contributions
• Communication preferences

Website and Technical Data

• IP address
• Cookie and analytics data
• Device, browser, visit duration, and interaction data

Images and Recordings

Photos or recordings taken at events, only when consent is provided.

Special Categories of Data

The project does not intentionally collect sensitive data. If such information is voluntarily shared (e.g., open-text survey answers), it will be handled securely and not used for decision-making.

4. Purposes of Processing

Personal data is processed exclusively for clearly defined purposes, including:

• Registration and participation in workshops, seminars, conferences, and webinars
• Management of surveys, questionnaires, and project enquiries
• Dissemination of project outputs, newsletters, technical articles, or event invitations
• Obligations under the Horizon Europe Grant Agreement, including reporting
• Maintenance of the website and improvement of user experience
• Communication with stakeholders and interested parties
• Analytics and performance monitoring of the website
• Operational correspondence with registered participants

5. Legal Basis for Processing

Soil-X-Change processes personal data only where a valid legal basis exists:

• Consent – newsletters, mailing lists, use of event images, non-essential cookies, optional surveys
• Performance of a task carried out in the public interest – dissemination and knowledge exchange as required by EU research policy
• Contractual necessity – registration and delivery of events or project collaboration
• Legal obligations – reporting obligations to the European Commission or national authorities
• Legitimate interests – maintaining communication with stakeholders and website optimization, when such interests do not override data subject rights

6. Consortium Partners Acting as Data Processors

In the implementation of Soil-X-Change activities, several consortium partners may act as data processors when they handle personal data on behalf of the project coordinator. Their processing relates exclusively to project tasks such as event support, survey administration, communication activities, technical assistance, or specialized research contributions. The partners acting as processors are:

• Bioeconomy Cluster (BEC) – Radlinskeho 109/11, Nitra 949 01, Slovakia
• Centrum Doradztwa Rolniczego w Brwinowie (CDR) – ul. Pszczelińska 99, Brwinów 05-840, Poland
• Universität für Bodenkultur Wien (BOKU) – Gregor Mendel Strasse 33, Wien 1180, Austria
• Ambienta Ingeniería y Servicios Agrarios y Forestales SL (AMB) – Plaza Constitución 2, Montehermoso 10810, Spain
• AKI Agrárközgazdasági Intézet Nonprofit Kft (AKI) – Zsil utca 3–5, Budapest 1093, Hungary
• Kmetijsko Gozdarska Zbornica Slovenije – Kmetijsko Gozdarski Zavod Murska Sobota (KGZS) – Ulica Štefana Kovača 40, Murska Sobota 9000, Slovenia
• National Agricultural Advisory Service (NAAS) – 7 Bansko Shosse Str., kv. Republika, Lyulin District, Sofia 1331, Bulgaria
• Leibniz-Institut für Agrartechnik und Bioökonomie e.V. (ATB) – Max-Eyth-Allee 100, Potsdam 14469, Germany
• GEBO Konsulting (GEBO) – Druzhba Bl. 271, Entrance A, Floor 2, Apt. 5, Sofia 1582, Bulgaria
• Discovery Center Nonprofit Korlátolt Felelősségű Társaság (DC) – Hársfa utca 1, Gödöllő 2100, Hungary
• Università degli Studi di Sassari (UNISS) – Piazza Università 21, Sassari 07100, Italy
• BluePlan (BLUEP) – Oborishte 99, Floor 1, Apartment 2, Sofia 1504, Bulgaria

7. Recipients of Personal Data

Personal data may be shared with:

• Consortium partners of the Soil-X-Change project
• IT, hosting, or data management service providers
• Event management platforms
• External experts or consultants working under confidentiality terms
• Public authorities or the European Commission when legally required
• Analytics service providers (for anonymized website performance data)

All recipients must comply with GDPR and operate under binding confidentiality and data protection obligations.

8. Data Retention

Personal data is kept only for as long as necessary for the purposes for which it was collected, in line with:

• Horizon Europe grant requirements
• Applicable national laws of consortium partners
• Archival obligations for EU-funded research
• Statistical purposes, where data will be anonymized

Data is securely deleted or anonymized once retention periods expire

9. Security of Personal Data

The Soil-X-Change project implements technical and organizational measures to ensure the security of personal data, including:

• Access controls and role-based permissions
• Encrypted data exchanges
• Firewalls and secure hosting environments
• Staff confidentiality commitments
• Secure storage (digital and physical)
• Regular security monitoring and updates

10. Data Subject Rights

Users have the following rights under GDPR:

• Right of access – request copies of personal data
• Right to rectification – correct inaccurate or incomplete data
• Right to erasure – request deletion in lawful cases
• Right to restriction – limit processing under specified conditions
• Right to object – oppose processing based on legitimate interests or public interests
• Right to data portability – receive data in a structured, machine-readable format
• Right to withdraw consent – withdraw consent at any time, without affecting prior lawful processing

To exercise any rights, contact the Data Controller (Section 2).

11. Complaints

Users who believe their rights have been violated may lodge a complaint with their national Data Protection Authority.

The relevant authority for the coordinating organization is:

National Authority for Data Protection and Freedom of Information

Address: 9-11. Falk Miksa street, Budapest 1055, Hungary
Postal address: P.O.B. 603., Budapest 1374, Hungary
Phone: +36 (1) 391-1400
Fax: +36 (1) 391-1410
www: http://www.naih.hu
e-mail: ugyfelszolgalat@naih.hu

Users may also contact their local Data Protection Authority within the EU/EEA.

12. Updating Personal Data

Personal data is continously updated in the Soil-X-Change database to ensure accuracy and relevance throughout the project’s duration.

13. Cookie Policy

13.1 What Are Cookies

Cookies are small text files stored on your device when visiting a website. They enable the website to remember user preferences and improve functionality and user experience

13.2 Types of Cookies Used

Strictly Necessary Cookies

These cookies are essential for the website to function correctly. They enable navigation, security, and core operational features. These cookies cannot be disabled.

Analytical Cookies

Used to improve website performance by gathering anonymized statistics on:

• number of visits
• most visited pages
• time spent on pages
• user actions
• errors encountered
• visit sources

Analytics cookies are only used with user consent where required

13.3 Cookie Management

Cookies can be managed or deleted through browser settings. Users may:

• view which cookies are stored
• delete existing cookies
• block future cookies

Disabling cookies may affect website functionality

14. Updates to the Policy

This Privacy & Cookie Policy may be updated periodically. The latest version will always be available on the Soil-X-Change website.