Data Protection Policy

# OLOS Portal

Terms of Use
Data Protection Policy
Privacy Policy

 

OLOS recognizes and understands the importance of data protection and privacy of its users, and wants to respect their desire to store and access personal information in a private and secure manner.

OLOS' service consists of the OLOS Portal and the OLOS showcase website:

  1. The OLOS Portal is a Swiss-based data management portal that provides a solution for the management, preservation and publication of research data, intended to both researchers and institutions.
  2. The OLOS showcase website provides the documentation required for the operationalization of the OLOS Portal and ensures the provision of support, pre-contractual information and reasonable marketing of OLOS and its functionalities upon explicit request.

Terms of use

The purpose of OLOS' Terms of Use is to ensure transparency with regard to processing of personal data on both the OLOS Portal and the OLOS showcase website and to provide legal protection for the OLOS Association.

Data Protection Policy

OLOS' Data Protection Policy applies to the OLOS Portal and describes how OLOS manages, stores and utilizes personal data through its Portal. In order to use the OLOS Portal, we require you to consent to the collection and processing of your personal data before you start using the services. If you do not agree with the terms of the Data Protection Policy, you may not create an account on the OLOS Portal. Access to content on the OLOS Portal is open to all.

Privacy Policy

OLOS' Privacy Policy applies to the OLOS showcase website and describes how OLOS manages, stores and utilizes personal data through its showcase website. In order to use the OLOS showcase website, we require you to consent to the collection and processing of your personal data before you start using the services. If you do not agree with the terms of the Privacy Policy, you may not use the OLOS showcase website in any manner.

OLOS Portal’s Data Protection Policy v.1.4 (2021.03.13)

The OLOS Association (hereinafter “we”) considers data protection to be extremely important. Your personal data is collected and processed in compliance with the applicable data protection regulations, in particular the EU General Data Protection Regulation (GDPR), and the and Swiss Federal Act on Data Protection (FADP).

The following Data Protection Policy applies to the use of the OLOS Portal (hereinafter “The Portal”). It provides information about which personal data is collected when you visit it and how and for what purposes it is processed.

Topics
  • What data do we collect?
  • How do we collect your data?
  • How will we use your data?
  • How do we store your data?
  • Marketing
  • What are your data protection rights?
  • What are cookies?
  • How do we use cookies?
  • How to manage your cookies?
  • Data protection policies of other websites
  • Changes to our Data Protection Policy
  • How to contact us
  • How to contact the appropriate authorities

 

What data do we collect?

The OLOS Portal collects the following data:

  • IP address – for user account security and rate limiting.
  • SWITCH Edu-ID – your email address linked to SWITCH Edu-ID as unique identifier for your OLOS account, used to sign in and grant access rights.
  • Your name – used to identify you as a deposit’s contributor.
  • ORCID ID – used for identification purposes in case of homonymy.
  • Your institution – used to identify which institution(s) you belong to.
  • Access Token – used for authentication purposes when using our REST API.
  • Deposits, archives and organizational units – which deposits you have created; archives you have published and organizational units you manage. Allows you to manage and edit content you create.
  • Information Packages – Containing IP address, SWITCH Edu-ID (and email address), archives metadata and files. Used for preservation of archival content.

 

How do we collect your data?

You directly provide the OLOS Portal with most of the data we collect except for:

  • IP address – inferred from the request client.
  • Your name – inferred from your SWITCH Edu-ID.
  • Your email – inferred from your SWITCH Edu-ID.
  • Your institution – inferred from your SWITCHaai account.
  • Access token – generated by the OLOS Portal

We collect data and process data when you:

  • Log in
  • Deposit, archive or create and manage organizational units
  • Use or view our website and services via your browser’s cookies

The OLOS Portal does not receive your data indirectly from any other sources.

 

How will we use your data?

The OLOS Portal collects your data so that we can:

  • Process your orders, manage your account
  • Email you for support purposes
  • Debug
  • Provide user support and service operations. OLOS will not share data with any partners

We will not share data with any partners.

 

How do we store your data?

We securely store your data on servers in Switzerland, located on the SWITCHengines servers, with an encrypted communication channel and security features (DNSSEC validation, DNS query name minimization, SWITCH DNS firewall). Further information can be found at: https://www.switch.ch/security/info/public-dns/

We will keep your personal data until account deletion.

 

Marketing

We will not send you any information about products and services. There will be no use of personal data for marketing purposes.

 

What are your data protection rights?

We would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

  • The right to access – You have the right to request that we provide you with copies of your personal data. No fee will be charged for this service.
  • The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete information you believe is incomplete.
  • The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
  • The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
  • The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
  • The right to data portability – You have the right to request that we transfer the data we have collected directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us by email at: missing email

Or write to us at:
OLOS Association
C/O Haute école de gestion de Genève, HES-SO
Att. Prof Basma Makhlouf Shabou, Ph.D
Filière Information documentaire
Rue de la Tambourine 17, Bâtiment B, Campus Battelle
1227 Carouge, GE

 

What are cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology.

For further information, visit allaboutcookies.org.

 

How do we use cookies?

The OLOS Portal uses cookies in a range of ways to improve your experience on our website, including:

  • Store your preferred language
  • Identify the organizational units and contributors you have recently selected
  • Save the contents of your download order basket
  • Notify you about the status of a download request
  • Warn you if you have notifications
  • Download archives without authentication

 

What types of cookies do we use?

There are a number of different types of cookies, however, the OLOS Portal uses:

  • Functionality – The OLOS Portal uses these cookies to recognize you on our website and remember your previously selected preferences. These could include what language you prefer. Only first-party cookies are used.
  • Advertising – The OLOS Portal does not use these cookies.

 

How to manage cookies?

You can set your browser not to accept cookies, and allaboutcookies.org tells you how to remove cookies from your browser. However, in a few cases, some of OLOS Portal's features may not function as a result.

 

Data protection policies of other websites

The OLOS Portal contains links to other websites (Licenses, Institutions, our partners, our Twitter feed, etc.). This Data Protection Policy only applies to the OLOS Portal, so if you click on a link to another website, you should read their data protection policy.

 

Changes to our Data Protection Policy

We keep the Portal’s Data Protection Policy under regular review and place any updates on this web page. This Data Protection Policy was last updated on 13.03.2021.

 

How to contact us?

If you have any questions about the OLOS Portal’s Data Protection Policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: missing email

Or write to us at:
OLOS Association
C/O Haute école de gestion de Genève, HES-SO
Att. Prof Basma Makhlouf Shabou, Ph.D
Filière Information documentaire
Rue de la Tambourine 17, Bâtiment B, Campus Battelle
1227 Carouge, GE

 

How to contact the appropriate authority?

Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner, and as OLOS is a Swiss association, you may contact the Federal Data Protection and Information Commissioner under the Swiss Federal Act on Data Protection of 19 June 1992.

Contact information can be found on the Federal Council’s website.