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PRIVACY POLICY OF THE PROJECT DEEP TECH EUROPEAN VENTURE BUILDER (De-Tech)

This Privacy Policy describes how your personal data are collected, used and processed by Universidad Politécnica de Madrid, Estonian Business School, Leibniz University Hannover, Istanbul Teknik Üniversitesi, Technoport, Istanbul Metropolitan Municipality, and Effectia Consulting (hereinafter, “the Joint Controllers”), in their capacity as Joint Controllers in charge of processing the personal data needed for the organization, management, and implementation of the various activities under the Deep Tech European Venture Builder project, acronym De-Tech.

The processing starts from the moment you provide your data to participate in the project’s activities, including:

  • De-Tech competition
  • Entrepreneurship Education Programme
  • AI Education courses
  • Mentoring activities: Mentoring Network and ‘Mentor the Mentor Programme’
  • Final De-Tech event

WHO ARE THE JOINT CONTROLLERS OF THE DATA PROCESSING?

UNIVERSIDAD POLITÉCNICA DE MADRID, VAT Number Q2818015F,  whose address is Calle Ramiro de Maeztu 7, Edificio Rectorado, 28040, Madrid, Spain, 

ESTONIAN BUSINESS SCHOOL, Reg. no: 90013934, VAT no EE102432330, whose address is A. Lauteri 3, 10114 Tallinn, Estonia

GOTTFRIED WILHELM LEIBNIZ UNIVERSITÄT HANNOVER (LUH), registered in Welfengarten 1, Hannover 30167, Germany, with VAT number DE811245527, represented by the Presidential Board, represented by the President, he being represented by Silke Meyer

ISTANBUL TECHNICAL UNIVERSITY, VAT number 4810064710, whose address is ITU Ayazaga Yerleskesi Rektorluk Binası, 34467 Maslak, Istanbul, Turkiye

TECHNOPORT S.A., VAT Number LU 25494347, with legal address 9 avenue des Hauts-Fourneaux, 4362 Esch-sur-Alzette, Luxembourg

EFFECTIA INNOVATION SOLUTIONS S.L, VAT Number B85706265, whose address is C/ PEZ VOLADOR Nº 14 BAJO B (28007 MADRID), SPAIN.

WHAT PERSONAL DATA DO WE PROCESS?

Personal data you provide to us. Specifically, the Joint Controllers will process the information provided in the registration forms for the different activities organized within the framework of the Deep Tech European Venture Builder project. Generally, these data will include: full name and surname, email address, phone number, home university, studies and professional experience, professional category, and gender.

The aforementioned personal data are mandatory to process your registration request for participating in the project’s activities. Failure to provide them will result in the impossibility to participate in such activities.

FOR WHAT PURPOSES?

The Joint Controllers will process the personal data you provide to enable your participation in the various activities organized within the framework of the De-Tech project, including:

Regarding the management of the De-TECH Venture Builder competitions (De-TECH Competition)

EBS is in charge of overseeing the management and registrations for the program; organizing the selection of participants; organizing the jury for selecting prize recipients; and processing prize payments. In this context, participants will be required to attend a formal final event, for which their data will be processed to manage attendance. Photos of the winners and finalists may be taken during the event. Accordingly, the purposes for which your data will be processed are as follows:

  1. Supervision of the overall management and registrations for the De-TECH Venture Builder competition and selection of participants.
  2. Management of jury organization and subsequent awarding and granting of prizes to the winners.

Regarding the management of the De-TECH Tech Challenges 

LUH is in charge of overseeing the management and registrations for the program; organizing the selection of challenges; organizing the selection of solutions and organizing the participation of solution teams at the final event. In this context selected student teams will be required to attend a formal final event, for which their data will be processed to manage attendance. Photos of the participants may be taken during the event. Accordingly, the purposes for which your data will be processed are as follows: 

  1. Supervision of the overall management and registration for the De-TECH Challenges and selection of challenges.
  2. Management of registration and solutions for the De-TECH Challenges from student teams
  3. Sharing the solutions with challenge partners and selection of the teams to attend the final event
  4. Organization of the final event and its participants. 

 

Regarding the Entrepreneurship Education Programme

ITU is in charge of managing registrations, participation, attendance control, evaluation, and, where applicable, the issuance of diplomas/certificates of completion for the ‘Entrepreneurship Education Programme’. Accordingly, the purposes for which your data will be processed are as follows

  • Management of registrations, participation, attendance control, and evaluation of your involvement in the ‘Entrepreneurship Education Programme’.
  1. Management of the issuance and delivery of diplomas/certificates of completion, as appropriate.

Regarding the Mentoring Activities

ITU is responsible for managing participation in the ‘Train/Mentor the Mentor’ sessions.

Mentors who wish to join the De-Tech mentoring network must register on the platform https://mentornity.com/, whose privacy policy is available here: https://mentornity.com/privacy-policy 

Regarding the AI courses

LUH is in charge of managing registrations, participation, evaluation, and, where applicable, the issuance of participation certificates for the artificial intelligence courses. Accordingly, the purposes for which your data will be processed are as follows:

  • Management of registrations and participation in the training sessions.
  1. Management of the issuance and delivery of certificates of completion.

Regarding participation in the final De-TECH event

IMM is in charge of managing registrations and attendance for the 2025 final De-TECH event in Istanbul. The final event in Istanbul will include a session dedicated to celebrating the last stage of the De-TECH Venture Builder 2025 competition.

Accordingly, the purposes for which your data will be processed are as follows:

  1. Management of attendance at the final De-Tech event, including the final ceremony for awarding of prizes to the winners of the De-TECH competition.

Three events are expected to be held throughout the duration of the project, which will likely take place in Istanbul (2025), Hannover (2026), and Madrid (2027).

Regarding the roles carried out by the other Joint Controllers for each of the programs mentioned above:

Each Joint Controller is responsible for receiving registrations for the various activities and incorporating them into the shared database used by all Joint Controllers, managing communications related to participant engagement, and producing reports with aggregated data for internal purposes as well for the reporting to the funding entity. Accordingly, the purposes for which your data will be processed are as follows: 

  • To manage and respond to registrations and requests related to participation in the activities launched as part of the De-Tech project.
  • To produce reports with aggregated data to be submitted to the funding entity as part of the project’s technical reporting.

 

LEGAL BASIS

The legal basis for processing your personal data, according to the purposes described above, is set out in Article 6.1(b) of the GDPR: processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

WHO DO WE SHARE YOUR PERSONAL DATA WITH? 

As a general rule, we will not share your personal data with third parties, unless such communication is required in order to comply with a legal obligation, in which case it may be shared with competent authorities, courts, tribunals, or any other third parties legally authorized under applicable regulations. 

In the De-TECH project, personal data will be kept and stored in the data sets described above. These data are mainly Excel spreadsheets stored on the Microsoft Teams platform, managed by UPM as project coordinator, to which only project partners have access upon request to UPM managers (UPM relies on the advice of the UPM Computer Security Office for the De-TECH project). De-TECH will use Microsoft Teams platform, which will be the main storage platform, during the lifetime of the project, until the final review is approved by the EIT and the payment of the balance has been received by all partners. Once the project is finished and approved, all documents and datasets will be migrated and stored in UPM storage system UPMDrive.

The involvement of Joint Controllers based in Türkiye implies, under the personal data protection regulations of the European Economic Area, the existence of international data transfers, which will be carried out with appropriate safeguards. To this end, the Joint Controllers have agreed upon and signed Standard Contractual Clauses, based on the model approved and published by the European Commission, which have been included as an appendix to our Joint Controllers Agreement.

HOW LONG DO WE KEEP YOUR DATA?

The Joint Controllers will retain your personal data for as long as necessary to fulfill the purposes described above (unless you request their deletion or object to their processing through the means indicated in the «YOUR RIGHTS» section). Afterwards, your data will be appropriately blocked and kept for the necessary statutory limitation periods according to the applicable legislation, in order to address any future liabilities. Once these legal limitation periods have expired, your personal data will be destroyed.

After the legal statute of limitations has expired, your personal data will be destroyed.

YOUR RIGHTS

The Joint Controllers guarantee that, at any time, you may exercise a number of rights regarding the processing of your personal data. These rights are inherent to each data subject and, therefore, are inalienable. They include, among others, the following:

  • Right of access: The right to access the personal data processed by the Joint Controllers, in accordance with Article 15 of the GDPR.
  • Right to rectification: The right to request that the Joint Controllers rectify certain personal data, in accordance with Article 16 of the GDPR.
  • Right to object: The right to object to processing operations based on consent or legitimate interest (including, but not limited to, the sending of commercial communications), in accordance with Article 21.2 of the GDPR.
  • Right to erasure (‘right to be forgotten’): The right to request that the Joint Controllers erase all or part of your personal data, in accordance with Article 17 of the GDPR.
  • Right to restriction of processing: The right to obtain from the Joint Controllers the restriction of the processing of your personal data when certain conditions outlined in Article 18 of the GDPR are met.
  • Right not to be subject to automated decision-making: The right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or significantly affects you.
  • Right to request information on the joint controllership agreement: The right of data subjects to request a summary of the essential content of the joint controllership agreement signed between Universidad Politécnica de Madrid, Estonian Business School, Leibniz University Hannover, Istanbul Teknik Üniversitesi, Technoport, Istanbul Metropolitan Municipality, and Effectia, including basic information on the distribution of responsibilities among the parties in relation to data protection, such as how data subject rights are handled.

We will respond to your request as soon as possible and, in any case, within the legally established time frame.

To handle data subjects’ rights requests related to the processing activities concerning the management and organization of the various initiatives within the Deep Tech European Venture Builder project (acronym De-Tech), the following email addresses are available to data subjects:

In the event that we fail to comply with our data protection obligations, you have the right to lodge a complaint with the Supervisory Authority of the country of the relevant Joint Controller. For more information, you may consult the respective privacy policies of each Joint Controller:

 

Lastly, in the event that you provide personal data of third parties, you declare that you have obtained their consent and commit to informing them of the content of this Policy prior to sharing their personal data, thereby releasing the Joint Controllers from any liability. In any case, the Joint Controllers may carry out periodic checks to verify this, adopting the appropriate due diligence measures in accordance with applicable regulations.

 

UPDATES

This Policy may be updated periodically to reflect changes in our personal data processing practices. In any case, the date of the latest update will be indicated at the bottom of the Policy.

Last updated: 7 October 2025.