OCEAN Sport CO₂ Calculator

HTML_PRIVACY POLICY

Owner and Data Controller

EOC EU, Office EOC, EU-Büro Bureau des COE auprès de l´UE
71, avenue de Cortenbergh
1000 Bruxelles
Belgium
Owner contact email:info@euoffice.eurolympic.org

1. Introduction

1.1 We are committed to safeguarding the privacy of visitors and users to the OCEAN Sport CO₂ Calculator (“OC”) website.

1.2 This policy applies where we are acting as a data controller with respect to the personal data of our users; in other words, where we determine the purposes and means of the processing of that personal data. This policy does not apply in relation to non-personal data, including data which has been effectively anonymised.

1.3 In addition to our obligations under data protection law with respect to personal data, we also have certain confidentiality obligations relating to the data that you provide to us. Details of those confidentiality obligations are set out in our Terms and Conditions.

1.4 In this policy, 'we', 'us' and 'our' refer to the OCEAN Sport CO₂ Calculator under the control of the EOC EU Office. For more information about us, see Section 15

1.5 Definitions

Usage data: Usage data refers to information collected about how a user interacts with a website, application, or online platform. This includes technical data such as IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, navigation paths, and metadata on the timing, frequency, and patterns of use. Usage data is primarily derived from analytics systems and is used to monitor, analyze, and improve the performance, functionality, and user experience of the platform or services.
Personal data: Any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.
Activity data: Information related to actions, events, or operations performed by a user, including but not limited to browsing history, interactions with a website or application, preferences, and patterns of use that may help in understanding or analyzing user behavior.
Final results: The conclusive outcomes or deliverables derived from the processing or analysis of data, typically referring to end-stage results that are used for decision-making, reporting, or fulfilling the intended purpose of data collection. These may include anonymized and aggregated metrics, reports, insights, or other end-stage results intended to support decision-making, reporting, or fulfilling the purpose for which the data was originally collected.
Data processing: Any operation or set of operations performed on personal data or sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation, alteration, retrieval, consultation, use, disclosure by transmission, dissemination, alignment, combination, restriction, erasure, or destruction.
Relevant third-party users: Individuals, organizations, or entities that receive final results or other data shared through the OCEAN Sport CO₂ Calculator. These users may include project partners, institutional stakeholders, research organizations, policymakers, or any authorized third party who uses the aggregated or anonymized data for decision-making, reporting, research, or other legitimate purposes in line with the intended use of the OCEAN Sport CO₂ Calculator.

2. How we use your personal data

2.1 In this Section 2 we have set out:

(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.

2.2 We may collect and process (see art. 1.5 for the definition of 'Data processing') data about your use of our website and the OC ('usage data'). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your website and OT use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and the OC. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

2.3 We may collect and process your personal data ('personal data'). The personal data may include your username, name, email address, user type, organization name and location. The source of this personal data is typically you, although in some cases it may be provided by a person appointed by you. This personal data may be processed for the purposes of operating and administering our platform, ensuring the security of our platform and services, maintaining back-ups of our databases and communicating with you effectively. The legal basis for this processing is our legitimate interests, specifically the proper administration of our platform, ensuring its security, and maintaining communication with users to deliver our services effectively.

2.4 We may collect and process environmental data provided during the use of the OT ('activity data'). The activity data may include project-specific information about hectares, land use, carbon emissions, crop yield, fuel consumption, energy use, energy consumption, business travels, and other environmental metrics. The source of the footprint data is you or a person appointed by you to provide the data to us. The footprint data may be processed for the purposes of operating our website, providing the OC and our services, ensuring the security of our website, the OC and our services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website, the OC, our organisation and our projects.

2.5. We may process final results derived from the collection, the processing and the analysis of your data ('final results'). The source of the final results is the analysis and processing of data provided by you or a person appointed by you. Final results may be processed for the purposes of: generating reports, insights, or evaluations; supporting internal or external decision-making processes; informing policy development or communication strategies; contributing to organisational objectives or project goals. The legal basis for processing final results is our legitimate interests, specifically to utilize aggregated data for analysis, reporting, and strategic purposes while ensuring the proper administration of our platform and services.

2.6 We may process information contained in or relating to any communication that you send to us or that we send to you, as well as information in webinar recordings ('communications data'). The communications data may include the communication content and metadata associated with the communication. The communications data may be processed for the purposes of communicating with you, providing services to you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website, the OC, our organisation and our projects, as well as communications with users, stakeholders and others.

2.7 We may process any data that you supply to us when subscribing to our newsletter ('newsletter data'). This data may be processed for the purpose of sending our newsletter to you and maintaining our subscription database, including managing opt-outs. The legal basis for this processing is consent.

2.8 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

2.9 In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

2.10 Please do not supply any other person's personal data to us, unless we prompt you to do so.

3. Providing your personal data and the final results to others

3.1 The OCEAN Sport CO₂ Calculator may be administered by non-employed contractors, and we will share your personal data with those contractors to the extent necessary for fulfilling the purposes specified in this policy.

3.2 We may disclose your personal data and the final results to our professional advisers insofar as reasonably necessary for the purposes of managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3.3 Where you choose to share the final results, that data will be shared by the OT in an aggregated form with the relevant third-party users. Such third parties may take copies of the data and, insofar as the shared data include personal data, will act as independent data controllers with respect to the shared data. If you unshare data using the OC, that will not affect data that has been previously downloaded by the relevant third-party user. The treatment of your personal data in the hands of such third parties will be subject to the privacy policies of those third parties, and not this policy. We encourage you to review the privacy policies of third parties before deciding to share your data. We cannot be held responsible for any processing carried out by these third parties.

3.4 We may disclose our hosting, communications, email marketing, development, support, and maintenance services providers insofar as reasonably necessary for the purposes set out in this policy.

3.5 In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4. Transfers of your personal data outside the EEA

4.1 In this Section 4, we provide information about the circumstances in which your personal data may be transferred from a location within the European Economic Area (EEA) to a location outside the EEA. 4.2 Some of our institutional partners and non-employed contractors are situated outside the EEA. Transfers of your personal data to these locations will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which can be obtained from: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en 4.3 Users of the OC with whom you share footprint data may in some cases be situated outside the EEA. By sharing data using the sharing functionality, you acknowledge that personal data will be transferred to the country or countries in which the person with whom you are sharing the data is situated, and that the protection of personal data in that country or those countries may not be considered adequate by the European Commission. 4.4 When transferring personal data outside the EEA, we implement appropriate technical and organizational measures to ensure the security and protection of personal data. These measures may include: encryption of data during transfer; limiting access to the data to authorized personnel or third parties who comply with the security standards established by the European Commission’s standard contractual clauses; periodic audits to verify compliance with data protection standards in the recipient countries. For more details on the security measures applied or to obtain a copy of the standard clauses, you can contact us at the address provided in Section 15.

5. Retaining and deleting personal data

5.1 This Section 5 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3 We will retain your personal data as follows:

(a) usage data will be retained for a period of 18 months following the date of collection;
(b) account data and footprint data will be retained in our live database for 30 days following the date of closure of the relevant OT account; thereafter, we will retain secure back-ups of the account data and footprint data for a minimum period of 6 years and for a maximum period of 7 years;
(c) communications data will be retained for a minimum period of 10 years following the date of the communication, and for a maximum period of 11 years following that date; and
(d) newsletter data will be retained for a minimum period of 12 months following the date of any opt-out with respect to the newsletter, and for a maximum period of 24 months following that date, but we shall (unless you instruct us otherwise) retain opt-out information indefinitely to ensure that we do not send any unwanted communications to you.
5.4 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
5.5 Before the end of any retention period, we may anonymise data rather than deleting it, subject to our obligations under the Terms and Conditions.
5.6 At the end of the retention period specified in Section 5.3, personal data will be securely deleted or anonymized. In the first case, data will be removed from our systems using methods that ensure it cannot be recovered. In the second case, data will be transformed into a form that no longer allows the identification of the user, using technical processes such as the removal of direct and indirect identifiers. In certain circumstances, we may retain anonymized data for statistical or research purposes, in compliance with applicable laws.

6. Security of personal data

6.1 We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.

6.2 Data that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology.

6.3 Stored data will be protected by operating system and database-level authentication systems.

6.4 You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

6.5 You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential and we will not ask you for your password (except when you log in to our website).

6.6. To ensure the security of personal data, we conduct periodic tests of our systems to identify and address potential vulnerabilities, perform regular audits of our security measures by external experts and implement an incident response plan. Users will be informed of any incidents involving their personal data via email or other available communication channels.

7. Amendments

7.1 We may update this policy from time to time by publishing a new version on our website.

7.2 We may notify you by email of significant changes to this policy.

8. The rights of Users

8.1 In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

8.2 Your principal rights under data protection law are:

(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
8.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
8.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
8.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
8.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
8.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
8.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
8.9 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
8.10 To the extent that the legal basis for our processing of your personal data is:
(a) consent; or
(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
8.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
8.12 If you want to exercise your right to lodge a complaint, the competent authority for Belgium is Autorité de la protection des données – Gegevensbeschermingsautoriteit (APD-GBA) Mr David Stevens- President of APD-GBA Rue de la Presse 35 / Drukpersstraat 35 1000 Bruxelles / 1000 Brussel Tel. +32 2 274 48 00 Fax +32 2 274 48 35 commission@privacycommission.be website: https://www.dataprotectionauthority.be/citizen
8.13 You can exercise your rights by addressing the EOC, EU Office's DPO at the following address: info@euoffice.eurolympic.org.
8.14 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

9. Third party websites

9.1 Our website includes hyperlinks to, and details of, third party websites.

9.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.

10. Updating information

10.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

11. About cookies

11.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

11.2 Cookies may be either 'persistent' cookies or 'session' cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

11.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

12. Cookies that we use

12.1 We only use cookies that are technically required to help us to determine if you are logged into our website or the CFT and to maintain your sessions. 12.2 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links: · (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome); · (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox); · (c) http://www.opera.com/help/tutorials/security/cookies/ (Opera); · (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer); · (e) https://support.apple.com/kb/PH21411 (Safari); and · (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

12.3 Blocking all cookies will have a negative impact upon the usability of many websites.

12.4 If you block cookies, you will not be able to use all the features on our tool.

13. Our details

13.1 This website is owned by the EOC EU Office and operated by the Öko-Institut…

13.2 The EOC EU Office is located in Brussels, Avenue de Cortenbergh 71 1000 Brussels.

13.3 You can contact us:

(a) by post, to the postal address given above;
(b) by telephone, on the contact number published on our website ; or
(c) by email, using the email address published on our website.

TERMS AND CONDITIONS

Disclaimer

The OCEAN Sport CO₂ Calculator ('OT') website is provided by the EOC EU Office on an 'as is' and 'as available' basis.

The EOC EU Office has taken reasonable care to ensure that the information on the website is accurate at the time of publication.

However, the website is designed to provide general information and guidance. The EOC EU Office is not responsible for any inaccuracies or misrepresentations contained on the site.

The EOC EU Office makes no representations or warranties of any kind, express or implied, regarding the operation of the site, the information, content, materials, or services included. To the fullest extent permissible by applicable law, the EOC EU Office disclaims all warranties, express or implied, including, but not limited to, implied warranties of merchantability and fitness for a particular purpose.

The EOC EU Office shall not be liable for any damages arising from the use of this site, including but not limited to direct, indirect, incidental, punitive, or consequential damages.

Data and Calculation Tools

The data and results provided by the OCEAN Sport CO₂ Calculator are processed with the utmost care and based on established methodologies. However, the EOC EU Office cannot guarantee the absolute accuracy of the input data or the calculations generated. Estimates and parameters used for calculations, such as carbon footprints, are based on recognized sources, including scientific reports and international standards (GHG Protocol).

Data Sharing and Use

Users of the OCEAN Sport CO₂ Calculator may share project data (e.g., carbon emissions) with third parties via the tool’s functionalities. These third parties will act as independent data controllers and will be responsible for managing such data in accordance with their privacy policies.

In cases where sharing is revoked, the OCEAN Sport CO₂ Calculator cannot prevent the use of data already downloaded by third parties.

User Rights and GDPR Compliance

The OCEAN Sport CO₂ Calculator complies with the General Data Protection Regulation (GDPR) and guarantees the following rights to users:

Access: the right to request a copy of stored personal data.
Rectification: the right to correct inaccurate or incomplete data.
Erasure: the right to request the deletion of personal data, unless there are legal obligations to retain it.
Restriction and Objection to Processing: the right to limit or object to data processing in specific circumstances.
Data Portability: the right to transfer personal data to another organization in a structured, machine-readable format.

To exercise these rights, users can contact the Data Protection Officer of the EOC EU Office at info@euoffice.eurolympic.org.

Data Retention Policy

Personal data will be retained as follows:

Account and carbon footprint data: for 30 days after account closure and up to a maximum of 10 years in secure backups.

Intellectual Property

All content on the website, including text, graphics, logos, icons, and software, is the property of the EOC EU Office or its respective content providers. Any unauthorized reproduction, modification, or distribution of the content is strictly prohibited.

Governing Law

The website and these terms and conditions are governed by Belgian law. Any disputes shall be subject to the jurisdiction of Belgian courts.