This notice explains what personal data the ELITE-AI website (elite-ai.unitbv.ro) and project collect, why we collect it, and what rights you have under the General Data Protection Regulation (EU) 2016/679 (GDPR). Details about cookies are in our Cookie Policy.
1. Who is responsible for your data
The data controller is Transilvania University of Brașov (Universitatea Transilvania din Brașov), Bulevardul Eroilor 29, 500036 Brașov, Romania, which coordinates the ELITE-AI project (Empowering Specialized Language Acquisition with Integrated AI, Erasmus+ project no. 2024-1-RO01-KA220-HED-000248845). For questions about this notice, write to elite-ai@unitbv.ro.
You can contact the university's Data Protection Officer at:
📧 Email: dep-protectia.datelor@unitbv.ro
📞 Phone: +40268 410564
The project is carried out with three partner universities: the University of Maribor (Slovenia), the University of Udine (Italy) and Juraj Dobrila University of Pula (Croatia). When a partner organised an event, that partner may also be responsible for the registration and attendance data it collected, and you can contact either the partner or us.
2. What we collect and why
Visiting the website
When you open a page, our web server and security tools receive technical data such as your IP address, browser type, the page requested and the time of the request. We use this data to deliver pages, keep the site secure and block attacks. The legal basis is the performance of a task in the public interest (Article 6(1)(e) GDPR), because publishing the results of a publicly funded research project is part of the university's mission and of our obligations under the Erasmus+ grant. Server logs are kept for 1 year.
Website analytics
If you accept analytics cookies, we use Matomo to count visits and see which pages and results people use. Your IP address is anonymised before it is stored, Matomo runs on servers operated by the university, and no analytics data is shared with third parties. The legal basis is your consent (Article 6(1)(a) GDPR), which you can withdraw at any time through the cookie settings. Detailed visit records are deleted after one year.
Contacting us
If you email elite-ai@unitbv.ro, we receive your name, email address and whatever you write in your message. We use this only to reply and to follow up on your request. The legal basis is Article 6(1)(e) GDPR. We keep the correspondence for as long as we need it to deal with your request and for any period the grant rules require us to keep project records.
Registering for and attending project events
Registration forms for our workshops and multiplier events ask for details such as your name, email address, institution and role. We use them to organise the event, send you the programme or access link, and show the Erasmus+ National Agency that the event took place, since the grant requires participant lists as evidence. The legal basis is Article 6(1)(e) GDPR. Registrations were collected through Google Forms or email. We keep registration and attendance records for as long as the Erasmus+ grant agreement requires supporting documents to be kept, and then delete them.
Photos from project events
We publish photos from project events on the Dissemination page to document the project's activities, as the funder requires, and some of these photos show participants. Participants were told about photography at each event and could ask not to be photographed. If you appear in a photo and want it removed or blurred, email us and we will do so.
Project team profiles and authors
The About Us page shows the names, photos, short biographies and LinkedIn links of project team members, and project results name their authors. Team members agreed to this, and any of them can ask for their profile to be changed or removed at any time.
3. Who receives your data
We do not sell personal data or use it for advertising. Depending on the activity, data may be shared with:
- the university's IT department, which hosts the website and the Matomo server;
- our partner universities, for events they co-organise;
- the Romanian Erasmus+ National Agency (ANPCDEFP), the European Commission and auditors, when they check how the grant was used;
- providers of tools used on the site: CookieYes for the consent banner, Wordfence and Sucuri for security, and the form tool used for event registration.
4. Transfers outside the EU
Some of these providers may be based outside the European Union. Where personal data reaches them, the transfer relies on a safeguard the GDPR allows, such as a European Commission adequacy decision or the Commission's standard contractual clauses.
5. Links to other websites
Our pages link to the project's Facebook and LinkedIn pages, to team members' LinkedIn profiles, and to the publishers and repositories where partner articles appear. These are plain links, so those sites receive nothing from us unless you click. Once you do, their own privacy policies apply.
6. How we protect your data
The site uses encrypted HTTPS connections, a web application firewall and malware scanning, and only a small number of project staff can log in to manage it.
7. Your rights
You have the right to access the personal data we hold about you, to have it corrected or erased, to restrict its processing, and to object to processing based on Article 6(1)(e). Where we rely on your consent, you can withdraw it at any time without affecting what was done before, and you can ask for the data you gave us in a portable format. We do not make automated decisions about you.
To use any of these rights, email elite-ai@unitbv.ro. We will reply within one month, as the GDPR requires, and may first ask you to confirm your identity.
If you think your data has been handled unlawfully, you can complain to the Romanian supervisory authority, Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP), at www.dataprotection.ro, or to the authority in the EU country where you live or work.
8. After the project ends
The project's funding period ended on 31 August 2026. The website stays online so the results remain available as open educational resources, and we keep personal data only for the periods described above.
9. Changes to this notice
We will update this notice if our tools or activities change. The date at the top shows the current version.
