TitlePrivacy Policy
Explanation

Generally applicable privacy policy (for websites, services, repositories, etc.)

It is highly recommended to collect and prepare the following information in advance:

  • the type of private information collected
  • reasons and legal bases for collecting private information
  • third-party services you are using that collect private information
  • details about handling private information (retention period, sharing, removal)
  • rights and responsibilities (to whom questions and complaints are submitted

Panels and input elements

General Information

Label / ID / DescriptionType / MandatoryDisplayed - "value" (default: green)
Service name
service_name
Enter the name of the website, service or repository for which you wish to generate a policy.		ONELINE *
Use ‘the’ before Service name
service_name_the
Check this field if the name of the service requires the use of a definite article. It is not used before a proper name or acronym pronounced as a single word. If the name begins with ‘University’, you must use it.		BOOLEAN ✓true
Service URL
service_url
ONELINE
Owning institution
service_owner
Provide the name of the legal entity or body/unit owning the service. This field is mandatory because the policy must be bound to an entity.		ONELINE *
Use ‘the’ before Owning institution
service_owner_the
Check this field if the name of the owning institution requires the use of a definite article. It is not used before a proper name, company name or acronym pronounced as a single word. If the name begins with ‘University’, you must use it.		BOOLEAN ✓true
Date of the policy document
policy_date
DATE ✓current_date

Legal

Label / ID / DescriptionType / MandatoryDisplayed - "value" (default: green)
Legal basis for collecting personal data
legal_basis
Check all that apply.		SELECTMANY
Contract - "contract"
Legal obligation - "legal obligation"
Legitimate interest - "legitimate interest"
✓Consent - "consent"
Compliance with
compliance_includes
Check all that apply.		SELECTMANY
✓GDPR - "GDPR"
✓National legislation - "national legislation"
Other - "other"

Data Collection

Label / ID / DescriptionType / MandatoryDisplayed - "value" (default: green)
Personal identification information from the users is collected using these methods
collection_methods
Check all that apply. Specify any services that collect personal data.		SELECTMANY
✓Main service - "main service"
✓Data from identity providers - "data from identity providers"
Web analytics - "web analytics"
Cookies - "cookies"
✓Registration - "registration"
✓Feedback form - "feedback form"
✓Newsletter - "newsletter"
Services in subdomains - "services in subdomains"
Third-party services - "third-party services"
Other - "other"
Reasons for data collection
collection_reasons
Check all that apply. Specify all applicable reasons for service/website collection of personal data.		SELECTMANY
Required for service operation - "required for service operation"
Service operation or usage monitoring - "service operation or usage monitoring"
Technical support - "technical support"
Enhancement of service experience - "enhancement of service experience"
Service usage statistics - "service usage statistics"
Types of data collected by use of the service
collected_data
cm_main_service
collection_methods contains "main service"

Check all that apply.		POOLPICKER
✓IP address or Internet domain of the accessor - "IP address"
✓Date and time - "date and time"
✓Pages visited - "pages visited"
HTTP header field 'Referer' with the webpage from which the resource was linked - "HTTP 'referer'"
Type of device, browser and operating system and screen size - "type of browser and operating system"
Location - "location"
Types of data collected from identity providers
collected_data_from_idp
cm_idp
collection_methods contains "data from identity provider"

List user information required from identity providers in order to use the service, e.g., what university or institution you are logging in from.		POOLPICKER
✓Person’s name (first name and surname) - "person’s name (first name and surname)"
✓Personal email - "personal email"
✓Person’s organisation - "person’s organisation"
✓Affiliation in broad categories such as student, faculty, staff, etc. - "affiliation in broad categories such as student, faculty, staff, etc."
✓Indication of rights to specific resources (entitlement) - "indication of rights to specific resources (entitlement)"
✓Home organisation - "home organisation"
Institutional email - "institutional email"
Organisational unit - "organisational unit"
Office telephone number - "office telephone number"
Computer system login name or person’s identifier with - "computer system login name or person’s identifier with"
Person’s interinstitutional or national educational identifier - "person’s interinstitutional or national educational identifier"
ORCID iD - "ORCID iD"
Preferred language - "preferred language"
Compliance with specific standards for identity assurance - "compliance with specific standards for identity assurance"
Used web analytics tools
web_analytics_tools
cm_web_analytics
collection_methods contains "web analytics"

Check all that apply.		SELECTMANY
✓Google Analytics - "Google Analytics"
Matomo - "Matomo"
Other - "other"
Cookies
cookies
cm_cookies
collection_methods contains "cookies"

SELECTONE
Used, but not required - "used, but not required"
Required - "required"
Cookie policy URL
cookie_policy_url
cm_cookies
collection_methods contains "cookies"

ONELINE
Third-party cookies
third_party_cookies
cm_cookies
collection_methods contains "cookies"

BOOLEAN ✓false
Country of data processor
processor_country
Indicate the country of external processor (e.g., cloud provider), if any		ONELINE
Data is stored as long as it is necessary.
stored_as_necessary
BOOLEAN ✓true
Duration of storage (months)
duration_of_storage
limited_storage
stored_as_necessary == "false"

INTEGER
IP addresses are stored as long as it is necessary.
stored_ip_as_necessary
BOOLEAN ✓true
Duration of storage for IP addresses (months)
duration_of_storage_ip
limited_ip_storage
stored_ip_as_necessary == "false"

INTEGER
Data may be shared
data_sharing
Specify cases when personal data may be shared.		BOOLEAN ✓false
Personal data may be transferred outside the EEA.
possible_transfer_outside_eu
In some cases, it may be necessary to transfer personal data to countries outside the European Economic Area (EEA). By choosing this option, you warrant that this will be done in line with relevant legal and technical data protection regulations.		BOOLEAN ✓false
Data erasure may limit service
data_erasure_may_limit_service
Data erasure may have negative consequences on service functionality.		BOOLEAN ✓true
Some data may be subject to automatic processing.
automated_processing
BOOLEAN ✓false
Personal information may be erased.
data_erasure
BOOLEAN ✓true
Age limit for personal data in years
age_limit
Children younger than indicated are prohibited from using the service.		INTEGER

DPO Contact

Label / ID / DescriptionType / MandatoryDisplayed - "value" (default: green)
Name
dpo_name
Name or the DPO position title in the local language.		ONELINE *
Organization
dpo_organization
ONELINE *
Address
dpo_address
ONELINE *
Country
dpo_country
ONELINE *
Email
dpo_email
ONELINE *
Telephone
dpo_telephone
ONELINE *

Supervisor Contact

Label / ID / DescriptionType / MandatoryDisplayed - "value" (default: green)
Name
supervisor_name
ONELINE
Organization
supervisor_organization
ONELINE *
Address
supervisor_address
ONELINE *
Country
supervisor_country
Assumed as the country of the service in terms of legal jurisdiction.		ONELINE *
Email
supervisor_email
ONELINE *
Telephone
supervisor_telephone
ONELINE *

Policy Updates

Label / ID / DescriptionType / MandatoryDisplayed - "value" (default: green)
Policy update notifications
policy_update_notifications
Check if you plan to send policy update notifications to registered users.		BOOLEAN ✓false

Conditions

Condition IDExpression
gdpr compliance_includes contains "GDPR"
national_legislation compliance_includes contains "national legislation"
compliance_other compliance_includes contains "other"
cm_main_service collection_methods contains "main service"
cm_idp collection_methods contains "data from identity provider"
cm_web_analytics collection_methods contains "web analytics"
cm_cookies collection_methods contains "cookies"
cm_registration collection_methods contains "registration"
cm_feedback collection_methods contains "feedback form"
cm_newsletter collection_methods contains "newsletter"
cm_subdomains collection_methods contains "services in subdomains"
cm_third_party_services collection_methods contains "third-party services"
cm_other collection_methods contains "other"
use_google_analytics web_analytics_tools contains "Google Analytics"
use_matomo web_analytics_tools contains "Matomo"
web_analytics_other web_analytics_tools contains "other"
supervisor_exists NOT(EMPTY(supervisor_name) AND EMPTY(supervisor_organization) AND EMPTY(supervisor_address) AND EMPTY(supervisor_country) AND EMPTY(supervisor_email) AND EMPTY(supervisor_telephone))
dpo_exists NOT(EMPTY(dpo_name) AND EMPTY(dpo_organization) AND EMPTY(dpo_address) AND EMPTY(dpo_country) AND EMPTY(dpo_email) AND EMPTY(dpo_telephone))
limited_storage stored_as_necessary == "false"
limited_ip_storage stored_ip_as_necessary == "false"

No triggers defined for this form.