The Catalan Institute of Oncology (ICO), responsible for the eCAN Plus website, considers the security of personal data a top priority. This Privacy Policy explains, at a practical level, what personal data the public website and member Portal process, what it is used for, and which systems are involved. By browsing the public site, signing in to the member Portal, submitting workflows, using support features, or uploading files, please be aware that the processing described in this Policy may take place for operational, administrative, and legal purposes. Where processing requires your consent (for example, analytics cookies or newsletter sign-up), we request it separately, and you are free to refuse or withdraw it at any time.

Introduction

“Personal data” means any information relating to an identified or identifiable natural person (“data subject”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, online identifier (IP address, email, etc.), or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

This Policy does not apply to the processing of personal data related to legal entities, including companies established as legal persons. This includes the name, legal form, and contact details of the legal person.

“Processing of personal data” means any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means. This includes collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure, or destruction.

The public website also uses Google Tag Manager and may enable Google Analytics only after you consent through the cookie controls. Additional information about cookies and analytics is available in the Cookie Policy.

Our website may contain hyperlinks that redirect to third-party websites. These websites are not monitored by ICO, and therefore, we cannot guarantee that their privacy policies are aligned with eCAN Plus. We recommend reviewing the privacy policies and terms of use of those external websites carefully.

Regarding the protection of your personal data, you have the following rights:

• The right to access your personal data.
• The right to rectify inaccurate or incomplete personal data.
• The right to erase your personal data (right to be forgotten).
• The right to restrict the processing of your personal data.
• The right to data portability.
• The right to object to the processing of your personal data.
• The right to lodge a complaint with a supervisory authority.
• The right to withdraw your consent at any time, where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal.

Legal basis for processing

Personal data are processed in accordance with Article 6 of the GDPR on the following legal bases:

• 6(1)(a) consent – analytics cookies, newsletter, event registration
• 6(1)(b) contract – administration of member Portal accounts
• 6(1)(c) legal obligation – audit, funding, and record-keeping requirements
• 6(1)(e) public task – activities carried out as part of the eCAN Plus Joint Action
• 6(1)(f) legitimate interest – security and proper functioning of the website and Portal

Recipients of personal data

Personal data are accessed only by authorised personnel where necessary for the purposes described in this Privacy Policy. Where required, personal data may be shared only with:

• authorised members of the eCAN Plus consortium;
• IT service providers acting as data processors under appropriate contractual safeguards;
• public authorities where disclosure is required by applicable law or a legally binding request.

Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with applicable legal, contractual, and administrative obligations.

In general:

• Contact requests are retained only for the time necessary to respond to the enquiry and any related follow-up.
• Member Portal account information is retained while the account remains active and for a reasonable period thereafter where required for administrative, audit, or security purposes.
• Documents and files uploaded through the Portal are retained for the duration necessary to support the activities of the eCAN Plus Joint Action, unless a longer retention period is required by applicable law or funding obligations.
• Technical logs and security records are retained for a limited period necessary to ensure the security, integrity, and proper functioning of the website and Portal.

Updates to privacy policy

We may update this Privacy Policy from time to time. You will be notified of any significant changes by posting the updated Privacy Policy on this page. We encourage you to review this Privacy Policy periodically to stay informed of any updates. Changes take effect as soon as they are posted on this page.

For any further clarification, you may contact the Catalan Institute of Oncology (ICO) by sending an email to the Communication leaders of eCAN Plus or ICO’s Data Protection Officer for this project.

For more information about how we process your data, you can read our Cookie Policy and Terms of Use.