Terms

Privacy Policy

This privacy policy applies between you, the User of UTHPC webpage on https://hpc.ut.ee, (hereinafter Website) and the University of Tartu, the owner and provider of this Website. This privacy policy applies to our use of any Data collected by us or provided by you in relation to your use of the Website. Please read this privacy policy carefully.

We process personal data only if there is a legal basis for it and only as long as necessary to achieve the objective of processing or to comply with legal obligations. The processor applies all relevant organizational, physical and technical security measures to protect the personal data that are at the University of Tartu disposal from unauthorized and non-compliant use, disclosure or damage.

1. Definitions and interpretation

  • 1.1. In this privacy policy, the following definitions are used:

    • 1.1.1. UTHPC - University of Tartu High Performance Computing Center.

    • 1.1.2. Data - collectively any information that we will collect and you submit to the University of Tartu via the Website. This definition incorporates, where applicable, the definitions provided in General Data Protection Regulation (GDPR);

    • 1.1.3. Cookies - a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);

    • 1.1.4. the University of Tartu, we or us - the University of Tartu, Ülikooli 18, 50090 Tartu, Estonia;

    • 1.1.5. UK and EU Cookie Law - the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011;

    • 1.1.6. User or you - any third party that accesses the Website and is not either (i) employed by the UTHPC and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to the UTHPC and accessing the Website in connection with the provision of such services;

    • 1.1.7. Website - UTHPC webpage (https://hpc.ut.ee) and any sub-domains of this site unless expressly excluded by their own privacy policy.

  • 1.2. In this privacy policy, unless the context requires a different interpretation:

    • 1.2.1. the singular includes the plural and vice versa;

    • 1.2.2. references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;

    • 1.2.3. a reference to a person includes firms, companies, government entities, trusts and partnerships;

    • 1.2.4. “including” is understood to mean “including without limitation”;

    • 1.2.5. reference to any statutory provision includes any modification or amendment of it.

2. Scope of this privacy policy

  • 2.1. This privacy policy describes how we collect, use, share and retain your Data during and after your engagement or relationship with us.

  • 2.2. We are committed to ensuring that any Data we receive is protected and handled in accordance with applicable data protection laws.

  • 2.3. This privacy policy applies only to the actions of the University of Tartu and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

3. Data collected

  • 3.1. We may collect automatically the following Data:
    • City and country;
    • Device type;
    • IP address;
    • Web browser type and version;
    • Operating system;
    • in each case, in accordance with this privacy policy.
  • 3.2. By your submission, we collect the following Data:
    • First name and last name;
    • Email;
    • Organization;
    • Institute;
    • Country;
    • Username;
    • other data that is necessary to process your request.

4. Our use of Data

  • 4.1. Processing of your Data is based on your consent.

  • 4.2. For purposes of the GDPR, the University of Tartu, (address: Ülikooli 18, 50090 Tartu, Estonia) is the “data controller” and the “data processor”.

  • 4.3. Data submitted by you is used only to process your request.

  • 4.4. Any Data you submit or we collect automatically will be deleted automatically after the retention period. Data retention periods:

    • 4.4.1. The retention period of Data we collect automatically is 24 months after the relevant information has been collected.

    • 4.4.2. The retention period for user submitted Data is 24 months from the last activity if the information is not related to the billing or to the projects. If the respective information is related to the billing or to the project, the information will be deleted after the billing or project retention period.

  • 4.5. All personal Data is stored securely in accordance with the principles of the GDPR. For more details on security see the clause below (Security).

  • 4.6. Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

    • 4.6.1. contacting you regarding your request;

    • 4.6.1. improvement of our products/services;

    • 4.6.2. solving technical issues;

    • 4.6.3. investigating and solving data breach occurrences;

    • 4.6.4. in each case, in accordance with this privacy policy.

5. Data sharing

  • 5.1. We do not sell, trade, or otherwise transfer to third parties your Data, unless we have prior written consent from you or we are required to do so under applicable law.
  • 6.1. The data protection policy doe+s not deal with the way how other entities process personal data. Nor does the policy cover the processing of personal data on external websites to which there are links on the Webpage.

7. Changes in business ownership and control

  • 7.1. The University of Tartu may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of the University of Tartu. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

  • 7.2. In the above instances, we will take steps with the aim of ensuring your privacy is protected and this privacy policy will be updated accordingly to reflect those changes.

8. Your Rights

  • 8.1. You may not transfer any of your rights under this privacy policy to any other person.

  • 8.2. You have the right to receive a confirmation on whether or not we are processing your Personal Data.

  • 8.3. You have the right to withdraw your consent at any time if the personal Data is processed on the basis of data subject’s consent. This does not affect the lawfulness of Data processing that occurred before the consent was withdrawn.

  • 8.4. You have the right to ask for a copy of any of your personal Data held by the University of Tartu (where such Data is held). The first copy is free of charge, the following copies may incur a small fee, which will not exceed 20 EUR.

  • 8.5. You have the right to request the erasure of your Data and if the processing of your Data is based on your consent, the right to withdraw your consent. If you request the erasure of your Data or withdraw your consent, we will delete the Data unless there are other legal grounds for the processing or unless we have a statutory obligation to store the Data. In any case, we will delete your Data after the retention period has ended.

  • 8.6. If you find out that the way we are processing your Data is against the law, you have the right to submit a claim to the Estonian Data Protection Inspectorate.

9. Security

  • 9.1. Data security is of great importance to the University of Tartu and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected via this Website.

  • 9.2. We endeavor to do our best to protect your Personal Data. However, the transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to the Website.

10. Cookies

  • 10.1. This Website does not place any Cookies on your computer.

11. Data Protection Regulation

  • 11.1. Your personal data will be protected and processed according to European GDPR regulation 2016/679.

12. Changes to this privacy policy

  • 12.1. The University of Tartu reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. The most recent version of the privacy policy is posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

  • 12.2. We encourage you to review this privacy policy often to stay informed of changes that may affect you.

13. Contacting Us

  • 13.1. If you have any questions regarding this privacy policy or you would like to receive any stored Data we have about you, please contact us by email at support@hpc.ut.ee.
31 August 2022