Privacy Policy – Joint Supervision Pool (JSP) KreativEU

Effective Date: 01.10.2025

Version: 1.0

Who We Are

The Joint Supervision Pool (JSP) platform is operated jointly by Valahia University of Târgoviște (VUT) and Polytechnic University of Tomar (IPT) as joint controllers under the EU General Data Protection Regulation (GDPR).

Contact details of controllers:

VUT – Valahia University of Targoviste, 13 Aleea Sinaia Street, 130004 Targoviste, Dambovita Tel: 0245.206.101, Fax. 0245.217.692, email: dpo@valahia.ro

IPT – Polytechnic Institute of Tomar Quinta do Contador, Estrada da Serra 2300-313 Tomar – Portugal, dpo@ipt.pt

Each institution has appointed a Data Protection Officer (DPO) to ensure compliance with GDPR requirements.

What Data We Collect

We process academic public information provided voluntarily by faculty members who wish to join the KreativEU Supervision Pool:

Professional photo (portrait)

Areas of research interest and expertise

Teaching experience and supervision availability (Bachelor, Master, Doctoral, Postdoctoral)

List of key publications with DOI

Professional email address and institutional affiliation

Links to public academic profiles (ORCID, Google Scholar)

Administrative metadata (registration date, updates, availability status)

If any data is sourced from public platforms (e.g., ORCID), we will inform you according to Article 14 GDPR.

Purpose of Processing

To publish academic profiles for search and filtering by institution, expertise, degree level, or name

To facilitate international co-supervision partnerships within the KreativEU consortium

To ensure transparency and accessibility for students seeking academic guidance

Legal Basis for Processing

We rely on:

Consent (Article 6(1)(a) GDPR) – for publishing photos, professional email addresses, and lists of publications. Consent is freely given, specific, informed, and can be withdrawn at any time without affecting prior processing.

Legitimate Interest (Article 6(1)(f) GDPR) – for maintaining and publishing academic profiles to promote transparency and collaboration. We apply the three-step test (purpose, necessity, balance) and respect your right to object at any time.

Cookies

The JSP website uses minimal cookies. Non-essential cookies (analytics, preferences) will only be set with your consent, in compliance with the ePrivacy Directive.

Data Recipients and Transfers

Public: Academic profiles are visible on jsp.valahia.ro

Processors: Hosting and IT security providers under Article 28 GDPR

International Transfers: If applicable, we will use GDPR-compliant safeguards (e.g., Standard Contractual Clauses).

Data Retention

We keep your data as long as you are an active faculty member in the KreativEU consortium and wish to participate in the Supervision Pool, with annual reviews for accuracy.

When you leave the consortium or withdraw consent, your profile will be removed promptly.
Administrative logs (e.g., proof of consent) may be retained for up to 3 years for compliance purposes, then securely deleted or anonymized.

Security Measures

We implement appropriate technical and organizational measures, including encryption, access control, logging, and regular security audits, in line with Articles 28 and 32 GDPR.

Your Rights under GDPR

You have the right to:

Access your data (Article 15)

Rectify inaccurate data (Article 16)

Erase your data (“right to be forgotten”) (Article 17)

Restrict processing (Article 18)

Data portability (Article 20)

Object to processing based on legitimate interests (Article 21)

Withdraw consent at any time

To exercise your rights, contact dpo@valahia.ro. We will respond within one month.

Complaints

You may lodge a complaint with the Romanian Data Protection Authority (ANSPDCP) or the relevant authority in your country.

Updates to This Policy

We may update this policy to reflect legal or operational changes. The latest version will always be available on our website.