CERN considers it important to collect and process only such personal data as is required for the functioning of the Organization.
This Privacy Notice details the processing that is unique to the WIT Mentoring Programme. It does not address processing by other services on which this Service may rely and which have their own Privacy Notice.
The terms “Us”, “We” and “WMPC” in this Privacy Notice refers to the WIT Mentoring Programme Committee. This consists of:
| Name | Role |
|---|---|
| Maria Alandes Pradillo | WIT Steering Committee |
| Simona Kriva | WIT Steering Committee & Mentoring Coordinator |
| Valentina Casadei | WIT Mentoring Coordinator |
| Daniela Antonio | WIT Mentoring Volunteer |
Personal Data
The personal data we collect, and how it’s used:
| Personal Data | Purpose | Basis 1 | Source |
|---|---|---|---|
| First name and Last name | Identification | Legitimate interest | You |
| Department and Group | For statistics | Legitimate interest | You |
| Primary email | Authentication, identification and contact | Legitimate interest | You |
| Current Job title | For statistics | Legitimate interest | You |
| Current job responsibilties | To help the committee for matching with mentor | Legitimate interest | You |
| Career background and skills | To help the committee for matching with mentor | Legitimate interest | You |
| Mentee/mentor experience | For you to share your experience | Legitimate interest | You |
| Expectations of the program | To help the committee in selecting mentees To provide starting objectives and baseline for participants’ experience in the pilot | Legitimate interest | You |
| Specific support requested | To help tailor the mentor/mentee relationship to requirements | Legitimate interest | You |
| Further information | To help tailor the mentor/mentee relationship to requirements For you to share your experience | Legitimate interest | You |
| Records of exchange with you | For the WMPC to manage the relationship with you | Legitimate interest | You, WMPC |
| Feedback form asking about objectives, outcomes and opinions on the pilot program | For the committee to assess the overall success of the program | Legitimate interest | You |
Participant data is collected via the online form on this Drupal website, protected by the CERN Single Sign-on (SSO). It is stored on a Drupal server which is hosted onsite by CERN.
Records of exchanges with you are kept on the CERN e-mail servers.
Who at CERN has access and why
Access to the stored data is only granted by membership to the WIT Mentoring Progam Committee egroup. Access will be via this website as soon as the mentor pilot is launched.
In addition to yourself, the data collected by us is accessible by the following services, teams or individuals at CERN:
| Personal Data | Who | Purpose |
|---|---|---|
| First name and Last name | WMPC, Assigned mentor | Identification |
| Department and Group | WMPC | For anonymised statistics |
| Primary email | WMPC | Authentication, identification and correspondence |
| Current Job title | WMPC | For anonymised statistics |
| Current job responsibilties | WMPC | To help the committee for matching with mentor |
| Career background and skills | WMPC | To help the committee for matching with mentor |
| Mentee/mentor experience | WMPC | For anonymised statistics |
| Expectations of the program | WMPC | Monitoring performance indicators |
| Specific support requested | WMPC | Monitoring performance indicators |
| Records of exchange with you | WMPC | For the WMPC to manage the relationship with you |
| Feedback form asking about objectives, outcomes and opinions on the pilot program | WMPC | For the committee to assess the overall success of the program |
Personal Data we keep
The personal data we store, for how long and why:
| Personal Data | Retention period 2 | Purpose |
|---|---|---|
| First name and Last name | Until 31 Dec 2022 | Identification |
| Department and Group | Until 31 Dec 2022 | Statistics |
| Primary email | Until 31 Dec 2022 | Authentication, identification and correspondence. To follow up on progress of the pilot |
| Current Job title | Until 31 Dec 2022 | To evaluate the pilot program |
| Current job responsibilties | Until 31 Dec 2022 | To evaluate the pilot program |
| Career background and skills | Until 31 Dec 2022 | To evaluate the pilot program |
| Records of exchange with you | 5 years or until you opt out of the scheme | To follow up the progress of the pilot |
Privacy Rights and requesting access to your personal data
You have the right to:
- Request access to your personal data stored by the WMPC and be provided with a copy of such data.
- Request a correction to personal data held about you by the WMPC, where the data are inaccurate, unnecessary, excessive or incomplete.
- Object to the processing that this Service is making concerning your data.
- Request temporary suspension on the processing of your personal data.
- Have your personal data provided to you in a convenient digital portable format.
- Request deletion of your personal data where it is no longer necessary to process them or where they have not been processed according to CERN’s internal legislation.
For more detailed information about your rights please refer to the Office of Data Protection web site.
For questions regarding your rights please contact the Office of Data Protection.
This Privacy Notice is subject to revision.
Contact
If you would like to discuss anything in this privacy notice, or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the WIT Mentoring Programme Committee in the first instance. Alternatively, you can contact the Office for Data Privacy Protection at https://www.cern.ch/odpp.
1 Description of legal basis for processing of Personal Data by the Service
- Contract: To fulfil a contractual relationship with the individual, or in preparation for a contract with the individual.
- Legal Obligation: To comply with a legal obligation of CERN.
- Consent: By having received and recorded consent from the individual.
- Legitimate interest of CERN: In the legitimate interests of CERN supporting the professional activities of the individual or their security and safety.
2 Retention Period. The retention period may be temporarily extended for special circumstances, in accordance with the provisions of the operation circular governing data privacy.