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 Privacy Policy v.2.2 (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 Privacy Policy applies to the use of olos.swiss showcase website (hereinafter referred to as the "website"). It provides information about which personal data is collected when you visit this website 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?
• Do we use cookies?
• Data security
• Privacy policies of other websites
• Changes to our Privacy Policy
• How to contact us?
• How to contact the appropriate authorities?

 

What data do we collect?

We collect technical data and personal data from you, provided that this is permitted by law and required as part of contract performance or to preserve our legitimate interests, and you have provided your consent for this purpose.

1. Technical data

If you use our website purely for informational purposes – if you do not transfer information to us otherwise – we only collect those personal data that are transferred by your browser to our server:

• IP address (anonymized)
• Date and time of the request
• Content of request (actual web page accessed)
• Source of the request (website from which you are visiting)
• Browser type and version
• Operating system

This website also uses Google reCAPTCHA, Google fonts and social media platforms, which may collect your IP address and other information necessary to provide and guarantee their service.

2. Personal data

In addition to the purely informational use of this website, we offer you several services which you may use if you are interested. For this purpose, you must provide further personal data that we will use to provide the respective service.

Depending on the service, you must provide us with:

• A valid email address
• Your name
• Your affiliation (institutional or otherwise)
• Your phone number (optional)
• Your request (the specification of further data depends on the request, and may include your faculty, your ORCID ID, a valid billing address, etc.)

3. Newsletter

When we collect your name and email address in the context of a service, you can also choose to register for our newsletter. This newsletter keeps you informed about selected news, events, and other important announcements related to the OLOS Portal and its services from the OLOS Association and its Member institutions.

 

How do we collect your data?

1. Technical data

This website can be visited without registration. When you access this website, technical data is collected automatically without this data being directly associated with you. By using this website, you consent to the collection, processing and use of this technical data in accordance with the description in the present Privacy Policy.

2. Personal data

Personal data is collected on a voluntary basis through our contact form and other integrated forms (hereinafter referred to as the "forms") or via email.

3. Newsletter

If you wish to receive the newsletter offered on this website, we need you to check the related box in our forms, which allows us to verify that you agree with the receipt of the newsletter.

 

How will we use your data?

1. Technical data

Technical data is necessary to correctly deliver the contents of this website to you and is mandatory when using this website. We do not use technical data to draw conclusions about you. It may be evaluated statistically by us to optimize this website, its appearance and the technology behind it. The recipients of the data may be technical service providers who work for the operation and maintenance of our website. The processing is carried out in accordance with Art. 6 § 1 lit. f GDPR based on our legitimate interest in improving the stability and functionality of our website.

Google reCAPTCHA

We use Google reCAPTCHA to check whether the data entered on this website (such as on a contact form) has been entered by a human or by an automated program (“bots”). reCAPTCHA analyses your behavior based on various characteristics. This analysis starts automatically as soon as you enter the website. This service allows Google to determine from which website your request has been sent and from which IP address the reCAPTCHA input box has been used. In addition to your IP address, Google may collect other information necessary to provide and guarantee this service.

Google Fonts

We use Google Fonts to display external fonts. For this purpose, your browser loads the required web fonts into your browser cache to display texts and fonts correctly, which requires your browser to establish a direct connection to Google Servers. Google can identify the website from which your request has been sent and to which IP address the fonts are being transmitted for display.

Social media

We are operating several accounts on social media platforms in order to communicate with interested institutions and users and to inform them about the OLOS Portal and its services. Functions of these social media platforms are integrated in our website. The use of these function links the websites you visit with your social media accounts and makes this information available to other users. Data is transferred to the Social Media companies in the process. We would like to point out that the processing of your personal data may be carried out outside the European Union and that your data is usually processed for market research and advertising purposes by the Social Media companies when visiting their websites and using their functions.

University of Geneva's mediaserver (UNIGE mediaserver)

We have also incorporated UNIGE mediaserver videos into this website. The videos are stored at mediaserver.unige.ch and can be played directly from this website. No data is sent to UNIGE mediaserver.

2. Personal data

When you actively make contact with us, via email or via an integrated form, your personal information and contact details are used:

• For the purpose of individual communication, service and support that you request, to assign the request to the responsible person (for example, provision of precontractual information, support, IT, etc.) and then to answer it
• In connection with the use of the OLOS Portal, to maintain and improve the OLOS Portal
• For research, precautionary, defense and other measures in particular with regard to non-compliance with this Privacy Policy, illegal actions or suspected fraud, or to take measures in situations in which the potential risk of violation of our legal rights or the rights of other persons exists

We transmit your personal data to third parties only to the extent necessary to fulfill a precise purpose in relation to our services:

• Member institutions of the OLOS Association (a list of our Members can be found here) for contract performance, based on an existing legitimate interest and fulfillment of legal obligations as described in OLOS' Data Protection Policy
• The University of Geneva, as the provider of the DLCM technology, to the extent necessary to the operation and maintenance of the OLOS Portal and the provision of related services
• Any third parties involved in fulfilling our obligations to you: accounting, legal, tax, insurance, IT and hosting providers
• Official representatives, auditors, and other public offices to the necessary extent required by law

3. Newsletter

Based on your freely granted consent to receive the newsletter, your name and email address is processed by the OLOS Association for the purpose of sending you the newsletter.

The newsletter may contain:

1. News, information and new features related to the OLOS Portal and its services
2. Training opportunities and event invitations from the OLOS Association and its Member institutions
3. Announcements from the OLOS Association and its Member institutions, with topics ranging from governance, guidance documents, publications, presentations, etc. (the full list of topics can be found here)
4. Satisfaction surveys regarding services, application and support of OLOS

You may revoke your consent to receive the newsletter at any time with effect for the future without specifying the reason via email at: missing email

 

How do we store your data?

Technical data and personal data collected from you is stored on our servers in Switzerland. We will save the personal data processed via this website as long as they are required for the fulfilment of our contractual obligations. If processing depends upon your consent, we will store this data as long as you do not withdraw your consent.

 

Marketing

The data you provide is used exclusively for the purposes described in the legal documents available on this website. Personal data collected when using our services or registering to the newsletter is not forwarded to third parties 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

 

Do we use cookies?

This website does not use cookies.

 

Data security

Individuals from the OLOS Association, its Member institutions and third parties who must have access to your personal data to fulfil their professional duties in relation to our services will receive access. We take appropriate technical and organizational security measures to protect your personal data from unintentional or unauthorized deletion or modification, and from loss, theft and unauthorized viewing, forwarding, reproduction, use, alteration or access.

If you transmit any data to the OLOS Association by means of the forms made available to you, it cannot be guaranteed that such data transmission is either confidential or reliable. Moreover, we will normally reply to you by email, for which neither the confidentiality nor the integrity of the data transmitted can be guaranteed. For this reason, no confidential or sensitive data should be transmitted through these channels.

This does not apply to OLOS Portal, on which data transmission is secure.

 

Privacy policies of other websites

Our website contains links and references to other websites that we do not control and to which this Privacy Policy does not apply. Please be sure that you read the privacy statement of every website you visit. You are solely responsible for your interactions with these websites.

For a detailed description of the respective processing operations and the opt-out options of the social media platform we use, please refer to their privacy policies:

• Twitter (Twitter Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA) – Privacy Policy: https://twitter.com/en/privacy, Opt-Out: https://help.twitter.com/en/safety-and-security/privacy-controls-for-tailored-ads
• Google/YouTube (Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland) – Privacy Policy: https://policies.google.com/privacy?hl=en, Opt-Out: https://tools.google.com/dlpage/gaoptout?hl=en

 

Changes to our Privacy Policy

We keep our Privacy Policy under regular review and places any updates on this web page. This Privacy Policy was last updated on 13.03.2021.

 

How to contact us?

If you have any questions about OLOS’ Privacy 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 OLOS has 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.