INTRODUCTION 

CYENS Centre of Excellence (“CYENS”, “us,” or “we”) are committed to respecting your privacy and protecting your personal data. We define personal data broadly as information that directly identifies an individual or that makes an individual identifiable when combined with other information. If you have any questions, please don’t hesitate to contact us. 

This images and recordings Privacy Notice (“Privacy Notice”) describes how we handle and protect your personal data in connection with CYENS’s video and photography processes. In case of a conflict between this Privacy Notice and applicable law, applicable law will govern. 

This Privacy Notice only applies to the personal data of those who give us permission to take and process images and recordings of them at events and activities of the Centre.  

This Privacy Notice does not apply to the personal data of our employees, partners, clients, vendors or any other person from whom CYENS collects personal data for other purposes. 

At CYENS we take your privacy seriously and are committed to ensuring that your personal data is protected in accordance with the EU General Data Protection Regulation (GDPR) and other local data protection laws and used in line with your expectations. 

The privacy team at CYENS can be contacted at [email protected]  

PERSONAL DATA WE COLLECT 

The information we collect is given by you directly to us. Personal details that we obtain from you includes your name, email and a photo or a video you appear in. The Centre may use them to enhance and illustrate its material and make them more motivating and inspiring to its audiences. We maintain a record of your name since the images and recordings may appear in a caption in proximity to them, or in the editorial text accompanying them. We maintain a record of your email in order to contact you regarding the use of the images and recordings you appear in. Your personal data collected in this context will not be used for any other purposes.  

USE OF YOUR PERSONAL DATA 

We process your personal data, because you have given your consent to the processing of your personal data for the purpose of storing in our databases and using copies of images and recordings of you at our events for promotional, internal reporting or other purposes. 

You may withdraw your consent at any time by contacting us. 

LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA 

Our processing of your personal data for the purposes mentioned above is based on your consent. 

DATA RECIPIENTS AND TRANSFERS  

Except to the extent necessary to accomplish the CYENS uses and purposes described in this Privacy Notice, we do not disclose your personal data to third parties. We do not otherwise share or sell your personal data to third parties. 

It is important thought to understand that images on some promotional material such as websites can be viewed throughout the world and not just in the EU or where the images and recordings were taken and that some overseas countries may not provide the same level of protection to the rights of individuals as EU legislation provides. 

We will also share your data if it is necessary to protect our rights, property or safety or to protect the rights, property or safety of others. 

We will never share your data with any organisation to use for their own purposes. 

DATA RETENTION 

CYENS will keep images and recordings until the purposes for which they were taken, as described above, are fulfilled. 

Some images or recordings may be kept permanently once they are published and be kept as an archive of CYENS’s activities. 

You can ask the University to stop using your images at any time, in which case it will not be used in future publications but may continue to appear in publications already in circulation. 

DATA STORAGE AND SECURITY  

CYENS is committed to processing information in accordance with the General Data Protection Regulation. The personal data collected in connection to the above will be held securely and will only be used for administrative purposes. 

We employ organizational and technical security measures to protect your Personal Data, such as limiting access to your Personal Data, secured networks, and encryption. We ensure that your Personal Data is protected against unauthorized access, disclosure, or destruction by utilizing practices that are consistent with standards in the industry to protect your privacy.   

Please note, however, that no system involving the transmission of information via the Internet or the electronic storage of data is completely secure, no matter what reasonable security measures are taken. Although we take the protection and storage of your Personal Data very seriously, and we take all reasonable steps to protect your Personal Data, we cannot be responsible for data breaches that occur outside of our reasonable control. We will, however, follow all applicable laws in the event a data breach occurs, including taking reasonable measures to mitigate any harm as well as notifying you of such breaches as soon as possible.  

YOUR RIGHTS TO YOUR PERSONAL DATA  

As data subjects, you are entitled to exercise the rights set out in the GDPR and domestic data protection legislation. The GDPR provides that data subjects have, subject to certain conditions and limits:  

• a right of access, to rectify and erase their Personal Data collected by us;  

• be informed about your personal data;  
• the right to data portability;  
• to request its restriction or to object to the Processing of their Personal Data.   
• In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your Personal Data for a specific purpose, you have the right to withdraw your consent for that specific Processing at any time.  
• obtain and reuse your personal data;  

• object to the processing of your personal data;  
• object to how your personal data is used in automated decision making, if applicable;  
• lodge a complaint with a supervisory authority; and  
• obtain a copy of Standard Contractual Clauses (if applicable).  

These rights may be limited, for example, if fulfilling your request would reveal personal data about another individual, or if you ask us to delete personal data which we are required by law to keep or which we need to defend claims against us.  

If we process your personal data in reliance upon your consent, you can contact us at any time to withdraw your consent.  

To exercise any of these rights, please contact us by using the contact details under the “Contact Information” heading below.  

We will respond to such requests in accordance with the requirements GDPR and privacy laws. Please note that in order to fulfil your request, we may need you to provide certain personal data to verify your identity. Depending upon GDPR and privacy law, individuals may also designate an authorized agent to exercise these rights on their behalf.  

The data subjects are entitled to file a complaint with a Supervisory Authority.  

CHANGES TO THIS PRIVACY POLICY  

We reserve the right to modify, revise, or otherwise amend the Privacy Policy at any time and in any manner. If we do so, however, we will notify you and obtain your consent to the change in processing. Unless we specifically obtain your consent, any changes to the Privacy Policy will only impact the information collected on or after the date of the change.  

DATA PROTECTION OFFICER  

The Data Protection Officer we have appointed for you to contact in the event of questions or complaints regarding this Privacy Policy as follows: Anthoula Fotsiou Psoma at [email protected]  

IDENTIFYING THE DATA CONTROLLER AND PROCESSOR  

The Data Protection Officer we have appointed for you to contact in the event of questions or complaints regarding this Privacy Policy is Anthoula Fotsiou Psoma, [email protected]   

CONTACT US  

To ask questions or comment about this Employee Privacy Notice and our privacy practices or if you need to update, change, or remove your personal data or exercise any other rights,  
Via Email: [email protected]  
Via Mail:  CYENS Cenre of Excellence, Dimarchias Square 23, 1016 Nicosia, Cyprus  
Via phone: +357 757474