Privacy Notice for EGI Helpdesk

Name of the Service Helpdesk
Description of the Service The EGI Helpdesk service (hereinafter referred to as: "the service" or "Helpdesk") provides a ticketing system used for support and coordination with users, product teams and service suppliers.

This privacy notice describes how we, EGI Foundation (hereinafter referred to as "we" or "the Data Controller"), collect and process data by which you can be personally identified ("Personal Data") when you use the service.
Data controller EGI Foundation
Science Park 140
1098 XG Amsterdam
Netherlands
Data protection officer EGI Foundation
Data Protection Officer
Science Park 140
1098 XG Amsterdam
Netherlands
E-mail: dpo@egi.eu
Jurisdiction and supervisory authority Jurisdiction: NL, Netherlands

EGI Foundation's lead supervisory authority is the Dutch Data Protection Authority. They can be contacted at
https://autoriteitpersoonsgegevens.nl/en/contact-dutch-dpa/contact-us
Personal data processed The service may process the following personal data:

Identification data:
  • Name
  • Identification number (as provided by identity providers like a home institution, or identifiers from third parties like ORCID)
  • E-mail address
  • Affiliation
  • IP address
  • Certificate Distinguished Name (DN)
Behavioural data:
  • Usage data
  • Technical logs with timestamps
Data allowing conclusions on the personality:
  • Memberships
  • Information roles, groups and VO memberships
Purpose of the processing of personal data The purpose of the collection, processing and use of the personal data mentioned above is:
  • To provide the service functions, i.e. to provide a ticketing system used for support and coordination with users, product teams and service suppliers. Identify the users accessing the service, and authorise them, providing them capabilities based on their roles.
  • To monitor and maintain service stability, performance and security.
Legal basis The legal basis for processing personal data is: Legitimate interests pursued by the controller or by a third party according to Art. 6 (1) (f) GDPR.
Third parties to whom personal data is disclosed Personal data will not be used beyond the original purpose of their acquisition. If a forwarding to third parties should be necessary to answer an inquiry or to carry out a service, the consent of the data subject is considered to have been given when using the respective function or service. In particular, the data you provide to us will not be used for marketing.

For the purposes given in this privacy notice, personal data may be passed to the following third parties:

Within the EU / EEA:
  • KIT (resource providers, subcontracted data processor operating the service)
  • CESNET (resource providers, subcontracted data processor providing human support)
  • Users of the Helpdesk service (Users, product teams, service providers)
  • The records of your use and technical log files produced by the Service components may be shared, via secured mechanisms, for security incident response purposes with other authorised participants in the academic and research distributed digital infrastructures authorised by EGI Foundation governance, only for the same purposes and only as far as necessary to provide the incident response capability where doing so is likely to assist in the investigation of suspected misuse of Infrastructure resources.
Outside the EU / EEA:
  • Users of the Helpdesk service (Users, product teams, service providers)


Any data transfer to a third country outside the EU or the EEA only takes place under the conditions contained in Chapter V of the GDPR and in compliance with the provisions of this privacy notice and any related policies adopted by the EGI Federation.
Your rights You can exercise the following rights at any time by contacting our data protection officer using the contact details provided in the Data Protection Officer section:
  • Information about your data stored with us and their processing
  • Correction of incorrect personal data
  • Deletion of your data stored by us
  • Restriction of data processing, if we are not yet allowed to delete your data due to legal obligations
  • Objection to the processing of your data by us
  • Data portability
You can complain at any time to the supervisory data protection authority (DPA) responsible for you. The responsible DPA depends on your country and state of residence, your workplace or of the presumed violation. A list of the supervisory authorities with addresses can be found at https://edpb.europa.eu/about-edpb/board/members_en.

You can contact EGI Foundation's lead supervising authority using the contact details provided in the Jurisdiction and Supervisory Authority section.
Data retention and deletion The records of your use and technical log files produced by the service components will be deleted or anonymised after, at most, 18 months.
Security We take appropriate technical and organisational measures to ensure data security and the protection against accidental or unlawful destruction, accidental loss, alteration, unauthorised disclosure or access.

A comprehensive overview of the technical and organisational measures taken by EGI Foundation can be found at EGI Documentation Database.
Related policies EGI Foundation is conforming to REFEDS Code of Conduct and your personal data will be processed in accordance with the REFEDS Code of Conduct for Service Providers and the EGI-doc-2732-v3: Policy on the Processing of Personal Data.
Based on AARC Policy development kit (licensed under CC BY-NC-SA 4.0)