Last updated in September 2024
What personal data is processed
Types of Personal Data: Name, personal identification code, email, profession (personal data related to training activities; personal data of those registered in AIRE clubs). Data from recordings of AIRE training, webinars, and other events conducted by AIRE (video, audio) are retained. Personal data entered through the services provided by the AIRE project are not processed for purposes not mentioned in this privacy policy.
For what purpose are personal data processed
Trainings and webinars
- Purpose and legal basis for processing personal data: The purpose is to conduct training activities. The basis is Tallinn University of Technology’s privacy policy, the data protection conditions of the University of Tartu, and the principles of personal data processing of the Estonian University of Life Sciences.
- Personal data such as name, personal identification code, email, and contact details are used by AIRE partners (Tallinn University of Technology, University of Tartu, Estonian University of Life Sciences) to issue continuing education certificates to participants.
- AIRE webinars are recorded and available for replay. If a person participates in a webinar and their names are visible, the seminar participants will be informed before recording that the event will be recorded, and they will be given instructions at the relevant time with measures on how to implement personal data protection.
AIRE club
- Data on the AIRE club registration page (name, email, profession) is stored to fulfil the project’s legal obligations (accounting).
- Registrants to AIRE clubs are added to the AIRE newsletter mailing list. They have the option to unsubscribe from receiving newsletters by using the unsubscribe link provided at the end of each newsletter.
Website
- Using the AIRE website involves mandatory cookies related to the technical functioning and administration of the website. The website hosted on the WordPress environment complies with GDPR data protection conditions.
- AIRE’s marketing activities use targeted cookies to direct services to AIRE’s target audience, identify the target group, optimize user experience, and ensure the highest quality of service. Users always have the option to decline the use of cookies or adjust their cookie settings in the website’s settings. Refusing cookies may affect the ease of use of certain functions or services.
Direct marketing messages
- An email address is used for sending direct marketing messages in the following cases: a) To the email address of a contact person or recipient obtained from public databases related to the target group’s company, except when a general company email address is used (e.g., info@company), which is not considered personal data processing. b) To the email address of participants registered for AIRE clubs. c) To the email address of participants in past AIRE events (e.g., trainings and webinars).
- In all other cases, prior consent is required to send direct marketing messages to personal email addresses.
Other Individual Contact Details
- Contact details of individuals shared by the individuals themselves with employees associated with the AIRE center may end up in the AIRE customer management software as part of natural networking, and contact may be made only for justified reasons related to the project’s activities.
Legal basis
Personal data is processed to fullfill a legal obligation (e.g. accounting and resolving issues related to the state). Personal data entered through the services provided by the AIRE project will not be processed for purposes not mentioned in this privacy policy.
Personal data is processed only in circumstances related to the activities of the AIRE project for the purpose of achieving the following goals:
- AIRE supports the increase in the level of digitisation and automation of small to medium-sized industrial enterprises, which is achieved through the purchase of demand-based services for the industrial enterprise.
- With the support of AIRE’s activities, investments in the digitalisation, automation and awareness of the use of industrial artificial intelligence applications are expanding. AIRE provides financing support to industrial companies.
- AIRE is a part of the EDIH (European Digital Innovation Hubs) network under the leadership of the Estonian state, in which the center brings new knowledge and experience from partners across Europe (200+ EDIH centers).
- With the support of AIRE, the awareness of the application of artificial intelligence on the topics of industrial digitalisation and automation will increase among industry managers, middle managers, workers, experts, specialists, engineers, developers, doctoral students-junior researchers, researchers and other involved persons.
- AIRE supports the industry’s innovative developments based on artificial intelligence and thereby increases the maturity of the Estonian industry market and also the market creation potential.
- The AIRE center is co-financed by the European Union (AI & Robotics Estonia – EDIH) from the “European Digital Innovation Hubs” program (project number 101083677) and the Ministry of Economic Affairs and Communications.
Recipients of personal data
The aforementioned personal data (except cookies) are stored in the client and data management program Notion.so, which complies with GDPR data protection conditions and meets security requirements related to data protection. AIRE uses external IT service providers such as WordPress and zone.ee (Zone Media OÜ). AIRE also uses Microsoft 365 as a data management environment. For the newsletter environment, AIRE uses the Smaily (sendsmaily.net / Sendsmaily OÜ) service. Smaily processes personal data sent through AIRE newsletters and allows AIRE to see who opened the newsletter and which links in the content were opened. Smaily’s general terms and conditions state (point 5): “Confidential information includes, among other things, data entrusted to Smaily by the Client (including Recipients’ lists, letter templates, Post results, user account data, etc.). Smaily undertakes to use them only for the purpose of enabling the execution of the Client’s Posts or providing Customer Support to the Client and not to share them with third parties, except at the Client’s written request.”
The aforementioned providers comply with GDPR data protection requirements. Personal data may be transferred to IT service providers if necessary for registration for the service or data hosting.
Security and data access
Personal data is stored in Notion.so servers located in the territory of a Member State of the European Union or a state associated with the European Economic Area. Notion.so, Microsoft 365, WordPress, and Smaily do not sell their clients’ data and ensure data security. Access to personal data is granted to employees of AIRE project partners who conduct services such as training, webinars, and AIRE clubs. Employees come into contact with personal data in their work to issue continuing education certificates. The processing of personal data of AIRE club registrants is carried out to fulfill legal obligations (accounting).
Access to personal data
Access to personal data can be requested by sending an inquiry to info@aire-edih.eu.
Withdrawal of consent
If the processing of personal data is based on the consent of the registrant to the AIRE service, the service participant has the right to withdraw consent by notifying via email to info@aire-edih.eu.
Retention
AIRE deletes participants’ personal data following the provision of the service, except when such data need to be retained for accounting purposes or relate to recordings of webinars, training, or AIRE clubs (video, audio); subscribers to the newsletter and training email lists. Personal data necessary for accounting purposes are retained for seven years.
Deletion
To delete personal data, contact the Artificial Intelligence and Robotics Centre AIRE at info@aire-edih.eu. The request for deletion will be responded to no later than one month, specifying the period for data deletion.
Transfer
Requests for the transfer of personal data submitted by email will be responded to no later than one month. AIRE staff will verify the identity of the individual and inform about the personal data subject to transfer.
Direct marketing messages
The AIRE center has two separate mailing lists: the newsletter and the training-webinar information list. The purpose of targeted marketing for the AIRE newsletter is to inform the target group about relevant trainings, events, and services. Additionally, it aims to raise awareness within the target group on topics related to artificial intelligence and robotics through articles and case studies. The purpose of targeted marketing for the AIRE training-webinar list is to increase the competitiveness of small to medium-sized industrial enterprises in Estonia by raising awareness on topics related to artificial intelligence and robotics. The goal of the training is to raise awareness of why automation and digitalization are necessary and to explore the potential applications of AI and robotics solutions in AIRE’s target group. Through training program, AIRE supports companies in adopting digital technologies, AI, and robotics solutions, and develops its training program based on demand-driven needs from industrial enterprises. If the recipient no longer wishes to receive direct marketing messages, they can unsubscribe at any time by clicking the link at the bottom of the email (unsubscribe) or by contacting info@aire-edih.ee.
Cookies and other web technologies
AIRE may collect data about visitors to its website using Cookies (“cookie”, a small text file stored on your computer that contains data about your activities in the online environment, typically anonymised) or other similar information (e.g., IP address, device information, location data) and process this data. AIRE uses the collected data to enable user convenience and ensure the best service quality. Collected data are also used for counting visitors and recording their usage habits.
What is a cookie?
A cookie is a small text file stored on your computer or another device when you visit a website. The text file contains information used to improve the user experience for visitors to a particular website. Cookies are stored in the web browser’s file directory, on the hard disk of the website visitor’s end device. When the visitor revisits the same website, their web browser reads the cookie and returns the information back to the website that originally placed the cookie. Cookies do not harm the visitor’s computer.
What kind of cookies does AIRE use and for what purposes?
Session Cookies – these are temporarily stored only during a visit to the www.aire-edih.eu website. Session cookies are stored until the web browser is closed after entering the website. Session cookies remind the website that the visitor has made a selection on the previous page, wishing to avoid re-entering information.
Persistent Cookies – these are stored for a specific period. If desired, you can delete them from your device yourself. The purpose of persistent cookies is:
- Browser identification – cookies that allow the recognition of the web browser and safer website use;
- User statistics and analysis – cookies that provide information on how and how often the AIRE website is used, what are the user groups, and what search tools are used.
Third-Party Cookies – AIRE uses third-party cookies on its website to direct advertisements. Third-party advertisements use cookies stored in the end device to evaluate the effectiveness of advertisements and individualize the content of ads displayed to the website visitor.
How can the user change and choose the use of cookies?
The cookies used by AIRE do not contain the website visitor’s personal data and cannot be used to identify the visitor. If the website visitor wishes to limit the storage of cookies in the end device or delete stored cookies, this can be done under the web browser’s settings. Over time, AIRE may update and adjust its cookies to improve service quality.
Opt-out options
info@aire-edih.ee
Publication: 20.02.2023
Applies to Existing Visitors and Clients: 20.02.2023
Applies to New Visitors and Clients: 20.02.2023
Last Updated: September 2024
