{"id":4891,"date":"2023-03-01T14:20:49","date_gmt":"2023-03-01T11:20:49","guid":{"rendered":"https:\/\/umdigital.science\/?page_id=4891"},"modified":"2026-08-19T21:08:55","modified_gmt":"2026-08-19T18:08:55","slug":"material-posting-policies","status":"publish","type":"page","link":"https:\/\/umdigital.science\/en\/material-posting-policies\/","title":{"rendered":"Ethics, Data Protection and Responsible Research"},"content":{"rendered":"<div class='flex_column av-2f6e63-6dad2e3776b0e722784750dcede19982 av_one_full  avia-builder-el-0  avia-builder-el-no-sibling  first flex_column_div '     ><section  class='av_textblock_section av-mp850raz-e87f4d5b1343b3c7fc19569ea3d3ed83'  itemscope=\"itemscope\" itemtype=\"https:\/\/schema.org\/CreativeWork\" ><div class='avia_textblock'  itemprop=\"text\" ><h4 style=\"text-align: center;\"><strong>INSTITUTIONAL POLICIES ON ETHICS, DATA PROTECTION AND RESPONSIBLE RESEARCH:<\/strong><\/h4>\n<ol>\n<li><a href=\"https:\/\/umdigital.science\/wp-content\/uploads\/1.1-ethics-integrity-and-responsible-research-policy-of-umds.pdf\" target=\"_blank\" rel=\"noopener\">Ethics, Integrity and Responsible Research Policy of the Community Organization \u201cUkrainian Modern Digital Science\u201d<\/a><\/li>\n<li><a href=\"https:\/\/umdigital.science\/wp-content\/uploads\/2.-policy-on-research-involving-vulnerable-participants-umds.pdf\" target=\"_blank\" rel=\"noopener\">Data Protection and Privacy Policy of the Community Organization \u201cUkrainian Modern Digital Science\u201d<\/a><\/li>\n<li><a href=\"https:\/\/umdigital.science\/wp-content\/uploads\/3.1-data-protection-and-privacy-policy-of-umds_full-content.pdf\" target=\"_blank\" rel=\"noopener\">Policy on Research Involving Vulnerable Participants of the Community Organization \u201cUkrainian Modern Digital Science\u201d<\/a><\/li>\n<\/ol>\n<h4 style=\"text-align: center;\">DATA PROTECTION AND PRIVACY POLICY<\/h4>\n<h5 style=\"text-align: center;\">COMMUNITY ORGANIZATION \u201cUKRAINIAN MODERN DIGITAL SCIENCE\u201d<\/h5>\n<p><strong>Version:<\/strong> 1.0<br \/>\n<strong>Effective date:<\/strong> 25 August 2026<br \/>\n<strong>Data Protection &amp; Privacy contact:<\/strong> privacy@umdigital.science<\/p>\n<h5>1. General Provisions<\/h5>\n<p>This Policy establishes the principles and rules governing the processing of personal data by the Community Organization \u201cUkrainian Modern Digital Science\u201d (hereinafter referred to as <strong>UMDS<\/strong> or the <strong>Organization<\/strong>).<\/p>\n<p>The Policy applies to personal data processing in connection with:<\/p>\n<ul>\n<li>operation of the official UMDS website;<\/li>\n<li>scientific, research, analytical, educational and awareness-raising activities;<\/li>\n<li>international and national projects and grant programmes;<\/li>\n<li>conferences, training sessions, seminars, round tables and other events;<\/li>\n<li>surveys, questionnaires, interviews and focus groups;<\/li>\n<li>interaction with members of the Organization, experts, researchers, partners, authors and other stakeholders;<\/li>\n<li>information and communication activities of UMDS.<\/li>\n<\/ul>\n<p>The Policy applies taking into account UMDS activities in Ukraine, interaction with individuals and organizations in the EU\/EEA, and participation in international projects.<\/p>\n<h5>2. Information about the Organization<\/h5>\n<p><strong>COMMUNITY ORGANIZATION \u201cUKRAINIAN MODERN DIGITAL SCIENCE\u201d<\/strong><\/p>\n<p>Legal entity identification code: <strong>44851106<\/strong><br \/>\nLocation: <strong>Kyiv, Ukraine<\/strong><br \/>\nWebsite: <strong>umdigital.science<\/strong><br \/>\nGeneral enquiries: <strong>hello@umdigital.science<\/strong><br \/>\nData Protection &amp; Privacy: <strong>privacy@umdigital.science<\/strong><\/p>\n<p>Where UMDS independently determines the purposes and means of personal data processing, the Organization acts as a data controller.<\/p>\n<p>Within individual international or research projects, UMDS may act as a controller, joint controller or processor depending on the actual allocation of roles among project partners.<\/p>\n<h5>3. Legal Framework<\/h5>\n<p>UMDS processes personal data in accordance with:<\/p>\n<ul>\n<li>Ukrainian legislation on personal data protection;<\/li>\n<li>Regulation (EU) 2016\/679 \u2014 the <strong>General Data Protection Regulation (GDPR)<\/strong> where applicable;<\/li>\n<li>the terms of international, grant-funded and research projects;<\/li>\n<li>other applicable legal requirements.<\/li>\n<\/ul>\n<p>The Organization also takes into account current guidance issued by the European Data Protection Board and other competent authorities.<\/p>\n<h5>4. Personal Data Protection Principles<\/h5>\n<p>UMDS follows the principles of:<\/p>\n<ul>\n<li>lawfulness, fairness and transparency;<\/li>\n<li>purpose limitation;<\/li>\n<li>data minimisation;<\/li>\n<li>accuracy;<\/li>\n<li>storage limitation;<\/li>\n<li>integrity and confidentiality;<\/li>\n<li>accountability for compliance with personal data protection requirements.<\/li>\n<\/ul>\n<p>UMDS seeks to apply the principles of <strong>data protection by design<\/strong> and <strong>data protection by default<\/strong>.<\/p>\n<h5>5. Whose Personal Data We May Process<\/h5>\n<p>UMDS may process personal data relating to:<\/p>\n<ul>\n<li>members of the Organization and its governing bodies;<\/li>\n<li>administrative staff;<\/li>\n<li>experts, researchers and project team members;<\/li>\n<li>participants in research, surveys, interviews and focus groups;<\/li>\n<li>participants in events;<\/li>\n<li>authors of publications;<\/li>\n<li>representatives of partner organizations, universities, public authorities and international institutions;<\/li>\n<li>persons contacting UMDS through the website or by email;<\/li>\n<li>other individuals interacting with the Organization.<\/li>\n<\/ul>\n<p>UMDS does not conduct research involving children.<\/p>\n<h5>6. Personal Data We May Process<\/h5>\n<p>Depending on the purpose of the relevant activity, UMDS may process:<\/p>\n<ul>\n<li>first and last name;<\/li>\n<li>email address and telephone number;<\/li>\n<li>organization name, position and professional or academic affiliation;<\/li>\n<li>professional and biographical information;<\/li>\n<li>materials from questionnaires, surveys, interviews and focus groups;<\/li>\n<li>responses to research questions;<\/li>\n<li>information concerning financial behaviour;<\/li>\n<li>information used in research into fraud, financial crime, cybercrime, AML\/CFT, digital assets and related areas;<\/li>\n<li>photographs and audio or video recordings.<\/li>\n<\/ul>\n<p>In certain research projects, <strong>special categories of personal data<\/strong> within the meaning of Article 9 GDPR may be processed. Such processing takes place only where it is necessary, has an appropriate legal basis and is subject to suitable safeguards.<\/p>\n<h5>7. Purposes and Legal Bases for Processing<\/h5>\n<p>UMDS may process personal data for:<\/p>\n<ul>\n<li>carrying out its statutory activities;<\/li>\n<li>implementing scientific, research and analytical projects;<\/li>\n<li>organizing events;<\/li>\n<li>communicating with participants, experts and partners;<\/li>\n<li>responding to enquiries;<\/li>\n<li>preparing and disseminating scientific, analytical and informational materials;<\/li>\n<li>complying with contractual, grant and legal requirements;<\/li>\n<li>ensuring security and protecting the legitimate interests of the Organization.<\/li>\n<\/ul>\n<p>Depending on the particular purpose, the legal basis may include:<\/p>\n<ul>\n<li>consent;<\/li>\n<li>performance of a contract or steps taken before entering into a contract;<\/li>\n<li>compliance with a legal obligation;<\/li>\n<li>the legitimate interests of UMDS or a third party;<\/li>\n<li>another legal basis provided by applicable law.<\/li>\n<\/ul>\n<p>UMDS determines the appropriate legal basis separately for each relevant activity.<\/p>\n<h5>8. Consent<\/h5>\n<p>Where processing is based on consent, such consent must be freely given, specific, informed and unambiguous.<\/p>\n<p>A data subject may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.<\/p>\n<p>Where special categories of personal data are processed and consent is relied upon as the relevant condition, UMDS obtains <strong>explicit consent<\/strong> in accordance with the GDPR.<\/p>\n<h5>9. Personal Data in Research<\/h5>\n<p>Before collecting personal data within a research project, UMDS determines:<\/p>\n<ul>\n<li>the purpose of the research;<\/li>\n<li>the amount and categories of data required;<\/li>\n<li>the legal basis for processing;<\/li>\n<li>the roles of partners in relation to the processing;<\/li>\n<li>the applicable retention period or criteria;<\/li>\n<li>rules governing access to data;<\/li>\n<li>necessary confidentiality and security safeguards.<\/li>\n<\/ul>\n<p>Where possible, research data are anonymised or pseudonymised.<\/p>\n<p>Where proposed processing may result in a high risk to the rights and freedoms of natural persons, UMDS assesses whether a <strong>Data Protection Impact Assessment (DPIA)<\/strong> is required.<\/p>\n<p>Specific requirements for research involving vulnerable participants are governed by a separate UMDS policy.<\/p>\n<h5>10. Website and Contact Form<\/h5>\n<p>Users may contact UMDS through the contact form available on the Organization\u2019s website.<\/p>\n<p>The following information may be collected through the form:<\/p>\n<ul>\n<li>contact name;<\/li>\n<li>telephone number;<\/li>\n<li>email address;<\/li>\n<li>text of the enquiry.<\/li>\n<\/ul>\n<p>These data are used to receive, review and respond to the enquiry.<\/p>\n<p>UMDS recommends that users do not include special categories of personal data or other confidential information in the text of an enquiry unless this is necessary.<\/p>\n<h5>11. Cookies and Tracking Technologies<\/h5>\n<p>As of the date of approval of this Policy, UMDS does not use Google Analytics, Meta\/Facebook Pixel, LinkedIn Insight Tag or other marketing or behavioural tracking tools known to the Organization on its website.<\/p>\n<p>UMDS does not use optional analytics or marketing cookies requiring the user\u2019s prior consent.<\/p>\n<p>The website may use strictly necessary technologies required for its operation and security.<\/p>\n<p>If optional cookies or similar technologies are introduced, UMDS will update this information and, where required, provide a mechanism for obtaining and withdrawing consent.<\/p>\n<h5>12. Social Media and External Resources<\/h5>\n<p>The UMDS website contains links to the Organization\u2019s official pages on Facebook and LinkedIn.<\/p>\n<p>Once a user follows a link to an external platform, personal data processing is also governed by the policies of that platform.<\/p>\n<p>UMDS does not control independent personal data processing carried out by external platform providers.<\/p>\n<h5>13. Photographs, Audio and Video Materials<\/h5>\n<p>UMDS may photograph and make video recordings at conferences, training sessions, round tables and other events and may also receive such materials from partners.<\/p>\n<p>These materials may be used for:<\/p>\n<ul>\n<li>documenting activities;<\/li>\n<li>project reporting;<\/li>\n<li>scientific and educational activities;<\/li>\n<li>public communication and coverage of events.<\/li>\n<\/ul>\n<p>The legal basis is determined according to the nature of the event and the way in which the materials are used.<\/p>\n<p>Interviews, focus groups and other research sessions are recorded only after participants have been appropriately informed and where an appropriate legal basis exists.<\/p>\n<h5>14. Publication of Professional Information<\/h5>\n<p>UMDS may publish on its website and official information resources:<\/p>\n<ul>\n<li>first and last name;<\/li>\n<li>position;<\/li>\n<li>professional or institutional affiliation;<\/li>\n<li>authorship;<\/li>\n<li>professional biographical information;<\/li>\n<\/ul>\n<p>The amount of personal data made public must correspond to the purpose of publication and the principle of data minimisation.<\/p>\n<h5>15. Disclosure and Transfer of Personal Data<\/h5>\n<p>In the course of legitimate activities, personal data may be transferred or made available to:<\/p>\n<ul>\n<li>authorized UMDS representatives;<\/li>\n<li>members of research and project teams;<\/li>\n<li>consortium partners;<\/li>\n<li>universities and research institutions;<\/li>\n<li>organizers of joint events;<\/li>\n<li>the European Commission, executive agencies and other EU bodies where required by a project or grant agreement;<\/li>\n<li>providers of technology, hosting or communication services;<\/li>\n<li>competent public authorities where disclosure is required by law.<\/li>\n<\/ul>\n<p>Personal data are disclosed only to the extent necessary for the relevant legitimate purpose.<\/p>\n<h5>16. International Transfers of Data<\/h5>\n<p>Due to the international nature of UMDS activities, personal data may be transferred to other countries.<\/p>\n<p>Where the GDPR applies to such transfers, transfers of personal data from the EU\/EEA to a third country are carried out in accordance with Chapter V GDPR.<\/p>\n<p>Depending on the circumstances, UMDS may rely on:<\/p>\n<ul>\n<li>European Commission adequacy decision;<\/li>\n<li>Standard Contractual Clauses;<\/li>\n<li>other mechanisms and safeguards provided for under the GDPR.<\/li>\n<\/ul>\n<h5>17. Data Retention<\/h5>\n<p>UMDS retains personal data for no longer than necessary for the purposes for which they are processed unless a longer period is required by law or by applicable grant or contractual requirements.<\/p>\n<p>When determining retention periods, UMDS takes into account:<\/p>\n<ul>\n<li>the purpose of processing;<\/li>\n<li>the nature of the data;<\/li>\n<li>legal requirements;<\/li>\n<li>grant and contractual obligations;<\/li>\n<li>research integrity requirements;<\/li>\n<li>risks to the rights and freedoms of natural persons.<\/li>\n<\/ul>\n<p>At the end of the necessary retention period, personal data are deleted, securely destroyed or anonymised unless there is a lawful basis for further retention.<\/p>\n<h5>18. Personal Data Security<\/h5>\n<p>UMDS applies organizational and technical measures to protect personal data against:<\/p>\n<ul>\n<li>unauthorized access;<\/li>\n<li>loss;<\/li>\n<li>unlawful use;<\/li>\n<li>alteration;<\/li>\n<li>disclosure;<\/li>\n<\/ul>\n<p>Access to personal data is granted only to persons who require it in order to perform their functions.<\/p>\n<p>In the event of a personal data breach, UMDS takes appropriate measures to contain the breach, mitigate its consequences and comply with applicable notification requirements concerning competent authorities and affected data subjects.<\/p>\n<h5>19. Rights of Data Subjects<\/h5>\n<p>Where the GDPR applies to the relevant processing, an individual may, depending on the circumstances, have the right to:<\/p>\n<ul>\n<li>receive information about the processing of their personal data;<\/li>\n<li>access their personal data;<\/li>\n<li>request rectification;<\/li>\n<li>request erasure;<\/li>\n<li>request restriction of processing;<\/li>\n<li>object to processing;<\/li>\n<li>exercise the right to data portability where provided for by the GDPR;<\/li>\n<li>withdraw consent;<\/li>\n<li>lodge a complaint with a competent supervisory authority.<\/li>\n<\/ul>\n<p>These rights may be subject to limitations provided by applicable law.<\/p>\n<h5>20. How to Exercise Your Rights<\/h5>\n<p>To obtain information or exercise rights relating to personal data, please contact:<\/p>\n<p><strong>privacy@umdigital.science<\/strong><\/p>\n<p>UMDS may request information necessary to verify the identity of the person making the request.<\/p>\n<p>Requests are handled within the time limits established by applicable law.<\/p>\n<h5>21. Responsibility for Personal Data Protection<\/h5>\n<p>Overall responsibility for organizing implementation of this Policy rests with the <strong>Chair of UMDS<\/strong>.<\/p>\n<p>As of the date of approval of this Policy, a separate Data Protection Officer (DPO) has not been appointed.<\/p>\n<p>All enquiries concerning personal data protection should be sent to:<\/p>\n<p><strong>privacy@umdigital.science<\/strong><\/p>\n<p>UMDS periodically assesses whether appointment of a DPO is required in light of the nature and scale of its activities and applicable legal requirements.<\/p>\n<h5>22. Updates to this Policy<\/h5>\n<p>UMDS may review this Policy in response to changes in legislation, the Organization\u2019s activities, technology or methods of personal data processing.<\/p>\n<p>The current version of this Policy is published on the official UMDS website.<\/p>\n<h5>23. Contact Information<\/h5>\n<p><strong>COMMUNITY ORGANIZATION \u201cUKRAINIAN MODERN DIGITAL SCIENCE\u201d<\/strong><\/p>\n<p>Identification code: <strong>44851106<\/strong><br \/>\n<strong>Kyiv, Ukraine<\/strong><\/p>\n<p><strong>Data Protection &amp; Privacy:<\/strong> <a href=\"mailto:privacy@umdigital.science\">privacy@umdigital.science<\/a><br \/>\n<strong>General enquiries:<\/strong> <a href=\"mailto:hello@umdigital.science\">hello@umdigital.science<\/a><br \/>\n<strong>Website:<\/strong> <a href=\"https:\/\/umdigital.science\">https:\/\/umdigital.science<\/a><\/p>\n<p style=\"text-align: center;\" data-start=\"0\" data-end=\"60\"><strong>Approved by: the decision of the General Meeting of the CO &#8220;Ukrainian Modern Digital Science&#8221;<br \/>\n(Minutes No. 2 dated August 25, 2026)<\/strong><\/p>\n<\/div><\/section><\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":2,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-4891","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/pages\/4891","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/comments?post=4891"}],"version-history":[{"count":7,"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/pages\/4891\/revisions"}],"predecessor-version":[{"id":9497,"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/pages\/4891\/revisions\/9497"}],"wp:attachment":[{"href":"https:\/\/umdigital.science\/en\/wp-json\/wp\/v2\/media?parent=4891"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}