Política de privacidade | Cartas com Ciência

This policy is pending translation revision and is based in the latest version in Portuguese.

This Privacy Policy regulates the processing of the personal data of users, collected in the context of their interactions with the Cartas com Ciência Association (hereinafter “Cartas com Ciência”), as the entity responsible for processing, starting with the use of the website https://www.cartascomciencia.org/ (hereinafter “Website”). The provision of your personal data implies knowledge and acceptance of the conditions contained in this Privacy Policy and the Cookies Policy, which complements it. This Privacy Policy includes information on (i) the collection and processing of personal data; (ii) the storage of personal data; (iii) the transmission of data to other entities; (iv) security; (v) data transfers to third countries; (vi) cookies; (vii) the rights of data subjects; (viii) complaints; (ix) questions and suggestions; and (x) changes to the Privacy Policy.

1. Collection and processing of personal data

In your interactions with Cartas com Ciência you may provide us with personal data, which we will process for various purposes and, depending on the purpose, on different legal grounds.

Purpose: Donations.

Lawful basis: Cartas com Ciência's legitimate interest in raising funds for the development of social projects.

Personal data processed: Identification data, including VAT number, and contact details; information on the amount donated and proof of transfer

Purpose: Sending communications - Response to contact requests.

Lawful basis: Legitimate interest of Cartas com Ciência in guaranteeing a response to any request for information from visitors to the website or the social media pages of Cartas com Ciência (direct message via Twitter, Facebook, LinkedIn or Instagram).

Personal data processed: Identification data, contact data, the message you have sent us and any data you have provided through it.

Purpose: Organization and management of events - Management of participation and communications with people taking part in events.

Lawful basis: Legitimate interest of Cartas com Ciência in organizing and promoting its events.

Personal data processed: Identification data, contact data, data relating to your academic and professional background.

Purpose: Organization and management of events - Internal and external dissemination of organized events.

Lawful basis: Consent of the data subject.

Personal data processed: Identification data, data relating to the academic and professional background and/or image and voice data of the people taking part

Purpose: Participation in Cartas com Ciência programmes - Application and registration forms.

Lawful basis: Pre-contractual due diligence and legitimate interest of Cartas com Ciência in managing applications and registrations.

Personal data processed: Identification data, contact data and data relating to your professional occupation and interests and location.

Purpose: Participation in Cartas com Ciência programmes - Matching and impact forms.

Lawful basis: Legitimate interest of Cartas com Ciência to manage and monitor the programme in question.

Personal data processed: Identification data and data relating to your participation in the programme.

Purpose: Sending communications - Sending newsletters and other updates.

Lawful basis: Consent of the data subject.

Personal data processed: Name and email address.

Purpose: To submit an application for recruitment.

Lawful basis: Pre-contractual due diligence at the request of the data subject and consent in the case of spontaneous applications.

Personal data processed: Identification data, data relating to their academic and professional background, contact and location data.

Purpose: Use of the website and interactions with the communications we send you - Provision of the website and analysis of your use and interaction with it.

Lawful basis: Legitimate interests of Cartas com Ciência or consent of the data subject, as applicable.

Personal data processed: Data relating to your interaction with the Website. For more information on this processing, please consult our Cookies Policy.

Purpose: Use of the website and interactions with the communications we send you - Analysis of your interaction with the communications we send you.

Lawful basis: Legitimate interests of Cartas com Ciência in understanding the scope of the communications sent.

Personal data processed: Data relating to your interaction with the communications we send you, for example, whether you open the documents attached to our newsletters.

2. Storage of personal data

The personal data collected is processed in strict compliance with the applicable legislation. Personal data will be stored in accordance with the respective purposes and respecting the applicable legal time limits. Therefore, and whenever there is no specific legal requirement, the data will be stored and kept only for the appropriate period and to the extent necessary for the purposes for which it was collected, unless the right to object, the right to erasure or the right to withdraw consent is exercised within the legal limits.

3. Transmission of data to other entities

Cartas com Ciência may transmit your personal data:
a) When using other entities to provide certain services, since this provision of services may imply access by these entities to your personal data. Thus, any subcontracting entity of Cartas com Ciência will process your personal data on behalf of Cartas com Ciência, following our instructions and under the terms of the subcontracting agreement signed with said entities;

b) To third parties, when it deems such data communications to be necessary or appropriate (i) in the light of applicable law, (ii) in compliance with legal obligations/court orders, (iii) deliberations or decisions of supervisory authorities or (iv) to respond to requests from public or governmental authorities.
In any of the situations mentioned above, Cartas com Ciência will take all appropriate measures to ensure the effective protection of personal data.
In addition, the Website provides access buttons to the user's social networks. The use of these buttons implies the transmission of the user's data to the providers of the social networks in which they are logged in with their user account. If you do not want any social network to have access to your information collected through the Website, you must ensure that you are not logged into your user accounts or terminate their sessions. On the other hand, you can also refuse the installation of third-party cookies used to enable this content sharing, under the terms better described in the Cookies Policy.

4. Security

Cartas com Ciência makes every effort to protect the personal data of users from unauthorized access. To this end, it uses security systems, rules and other procedures to guarantee the protection of personal data, as well as to prevent unauthorized access to data, improper use, disclosure, loss or destruction.
It is, however, the responsibility of users to guarantee and ensure that the devices and equipment used to access the Website are adequately protected against harmful software, computer viruses and worms.
In addition, users should be aware that without the adoption of appropriate security measures (e.g. secure browser configuration, up-to-date antivirus software, use of a firewall and non-use of software of dubious origin), the risk of personal data and passwords being accessed by unauthorized third parties is increased.
Finally, in the event of any defect, bug or anomaly being detected on the Website, the user must immediately notify Cartas com Ciência of its existence and not seek to access commercial information, personal data of other users, alter the characteristics of the Website or, in any other way, exploit the defect, bug or anomaly to use the Website in an irregular, illegal or different way to that designed by Cartas com Ciência.

5. Data transfers to countries outside the European Union or the European Economic Area

Cartas com Ciência may transfer personal data to “third” countries (located outside the European Union or the European Economic Area) or international organizations, within the scope of the purposes set out in this Policy, for which there is no adequacy decision adopted by the European Commission. In this case, Cartas com Ciência undertakes to adopt the appropriate security measures to ensure the confidentiality and protection of personal data, in accordance with the applicable legislation on the protection of personal data. In particular, the data transferred will be subject to the appropriate safeguards provided by law, and additional measures will be taken to ensure that personal data enjoy a level of protection essentially equivalent to that existing in the European Union.
You can request additional information about the transfer of your data by writing to privacidade@cartascomciencia.org.

6. Cookies

The website uses cookies. To find out more, see our Cookie Policy here.

7. Direitos da pessoas titulares dos dados

Under the terms of the applicable Portuguese legislation, the data subject is guaranteed, at all times, the right to obtain from Cartas com Ciência confirmation of their personal data that is being processed, access to personal data concerning them, as well as rectification, erasure and restriction of processing, portability of their data or to object to the processing of their data, if the legal conditions are met. The data subject's rights under the applicable data protection legislation consist of:

Rights of the data subject

Right of Access: The right to obtain confirmation as to whether your data is being processed, information as to which of your personal data is being processed, and to obtain a copy of your personal data being processed.
The right of access is without prejudice to the rights and freedoms of third parties, including trade secrets or intellectual property.

Right of rectification: The right to request the rectification of inaccurate personal data or to request that incomplete personal data be completed.

Right to erasure: The right to have your personal data erased.
This right shall not apply when the processing of the data is necessary for the fulfillment of a legal obligation of Cartas com Ciência.

Right to Limitation of Processing: The right to request the limitation of the processing of your personal data by requesting the suspension of processing or the limitation of the scope of processing to certain categories of data or processing purposes.

Right to Portability: The right to receive the data you have provided to Cartas com Ciência in a commonly used, machine-readable digital format or to request the direct transmission of your data to another entity that becomes the new controller of your personal data, if the processing of your data is based on your consent or the performance of a contract.

Right to Object: The right to object to data processing, for example in the case of data processing for the purposes of sending marketing communications based on the legitimate interests of Cartas com Ciência.

Right to Withdraw Consent: The right to withdraw consent for the processing of data whenever processing is carried out on the basis of consent, although this does not invalidate processing carried out up to that date on the basis of consent previously given.

To exercise any of the above rights, the data subject must submit a written request to the following contacts:
E-mail: privacidade@cartascomciencia.org
Address: Associação Cartas com Ciência A/C Mariana RP Alves, Apartado 027050, EC PRAÇA MUNICÍPIO - LISBOA, 1144-003 Lisboa, Portugal

8. Complaints

If the data subject considers that the way in which Cartas com Ciência processes their data does not comply with the data protection legislation in force, without prejudice to any other administrative or judicial remedy, they have the possibility of submitting a complaint to the Portuguese National Data Protection Commission or to another applicable supervisory authority in this area.

9. Questions and considerations

If you have any doubts or questions about the way we process your personal data, or if you wish to exercise any of the rights granted to you by applicable legislation, you can contact us using the following contact details:
E-mail: privacidade@cartascomciencia.org
Address: Associação Cartas com Ciência A/C Mariana RP Alves, Apartado 027050, EC PRAÇA MUNICÍPIO - LISBOA, 1144-003 Lisboa, Portugal

10. Changes to the Privacy Policy

Cartas com Ciência may, at any time and without prior notice, change this Privacy Policy. Changes will be duly published on the Website, by publishing the revised version with the date of the last update.

Date last updated: 01.05.2024