Registration | Joint Inauguration of Quantum Processors Ruby & Jade within HPCQS Project

Which sources and data are used?

We process personal data (Art. 4 no. 2 GDPR), i.e. full name, e-mail address, type of participation (online via streaming link/on-site) which we receive from you within the scope of your registration for an event.

Why do we process your data (purpose of processing) and what is the legal basis?

We process personal data in accordance with the provisions under the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz (BDSG)).

Type of participation and applicable legal bases

a. Online Participation (WebEx streaming)

If you participate online, the event will be streamed via the Webex platform operated by the European Commission. Your personal data (such as your name, e-mail address, IP address, and connection information) will be processed for:

enabling your secure access to the virtual session,
managing technical interaction (chat, Q&A, etc.), and
optional recording of the session, if announced beforehand.

Legal bases

To meet contractual obligations (Art. 6 para. 1b GDPR)

Your registration data is processed for the purpose of the initiation, performance and conclusion of a contract and the related secondary obligations (Art. 6 para. 1b GDPR). These data are processed with the purpose of identifying you as a participant to the online event, communicating with participants, preparing a participants’ list and for enabling the planning and guarantee of a smooth operation of the event. Subsequent to the event, a participants’ list is needed to document towards the funding bodies of the project that the event actually took place.

Based on your consent (Art. 6 para. 1a GDPR)

To the extent that you have given your consent for the processing of personal data with regard to screenshots in the course of the event and the publishing of such pictures, the processing is considered lawful on the basis of your consent (Art. 6 para 1a GDPR). Pictures are taken for the purpose of documenting the event as well as for preparing communication material for the HPCQS project (e.g. on our website, project reports, news entries, press releases) and social media postings on the HPCQS’ official social media accounts on LinkedIn, X, or YouTube to promote project activities.

A consent that has been given can be withdrawn at any time by sending an e-mail with your claim to dataprotection@eurice.eu. However, please note that any withdrawal is only applicable to the future use of your personal data. Processing of data that has been performed before your withdrawal is not affected.

b. Onsite Participation

If you participate onsite, we process your data to:

register you as a participant and confirm your attendance,
forward your name and e-mail address to the European Commission – Unit VM18 (Rue Van Maerlant 18, Brussels) so that a visitor badge can be issued and access to the building granted.
communicate practical information (programme, access instructions, updates), and
document the event through photos and videos for communication, reporting, and transparency activities of the HPCQS project.

Legal bases

To meet contractual obligations (Art. 6 para. 1b GDPR)

Your registration data is processed for the purpose of the initiation, performance and conclusion of a contract and the related secondary obligations (Art. 6 para. 1b GDPR). These data are processed with the purpose of identifying you as a participant to the onsite event for reserving a place for you, communicating with participants, preparing a participants’ list and for enabling the planning and guarantee of a smooth operation of the event. Subsequent to the event, a participants’ list is needed to document towards the funding bodies of the project that the event actually took place.

Based on your consent (Art. 6 para. 1a GDPR)

To the extent that you have given your consent for the processing of personal data with regard to taking pictures in the course of the event and the publishing of such pictures, the processing is considered lawful on the basis of your consent (Art. 6 para 1a GDPR). Pictures are taken for the purpose of documenting the event as well as for preparing communication material for the HPCQS project (e.g. on our website, project reports, news entries, press releases) and social media postings on the HPCQS’ official social media accounts on LinkedIn, X, or YouTube to promote project activities.

Based on legitimate interests (Art. 6 para. 1f GDPR)

If you participate in your professional or official capacity, the processing of your name, title, and image for event documentation and public communication is based on our legitimate interests according to Art. 6 para 1f GDPR interpreted in light of the right to freedom of expression and information (Art. 85 GDPR).

This reflects the public interest in documenting and reporting on official representatives at public events.
The right to object (Art. 21 GDPR) remains applicable; however, continued publication may be justified where the material contributes to public information.

Who will receive my data?

Within European Research and Project Office GmbH, your data will be transferred to those persons that need them to fulfil their contractual obligations (e.g. Research and Impact Manager, Communications Manager of the project and IT support). In addition, we may involve other service providers to fulfil our contractual and legal obligations. In addition, we may transfer your personal data to other recipients outside European Research and Project Office GmbH if this is required to fulfil our contractual and legal obligations. This includes but is not limited to:

Financial authorities, courts
European Commission as hosting body of the Joint Inauguration of Quantum Processors Ruby & Jade European Commission as an independent controller for building access when attending onsite.
European High- Performance Computing Joint Undertaking (JU), EU Horizon 2020 RIA and Germany, France, Italy, Ireland, Austria and Spain as funding bodies of the project HPCQS
Coordinator - FZJ, project partners: CEA, Genci of the project HPCQS as co-organisers and representatives of the project
millepondo services GmbH & Co. KG as the software provider hosting the project management platform
“X”, “LinkedIn” and YouTube as the social media platforms hosting the project’s official social media channels
“Webex” as the platform operated by the European Commission used to enable online participation in the event

For how long are my data stored?

Photos and videos may be retained as part of the project’s public documentation for the duration of the HPCQS project and any legally required archiving period, unless you request erasure.

As this event represents a milestone of lasting importance beyond the duration of the project – both for the company and for the wider public and scientific community – the materials will be retained for up to eight years for archiving purposes in the public interest (Art. 5 para. 1 (e) and Art. 89 GDPR). This extended retention period ensures the preservation of documentation of communication relevance beyond the project’s lifetime. The necessity of continued retention will be reviewed periodically.

In addition, we are obliged to respect various obligations to retain information and furnish evidence in accordance with, among other things, the German Commercial Code (Handelsgesetzbuch (HGB)) and the German Tax Code (Abgabenordnung (AO)). According to these provisions, the periods for storage amount to a maximum of ten years. Finally, the period of storage is also subject to statutory periods of limitation which, for instance in accordance with §§ 195 et seq. of the German Civil Code (Bürgerliches Gesetzbuch (BGB)), in general for up to three years but, in certain cases, up to a maximum of thirty years.

Transmission to a third country

The transmission of your data is not repeated, mass or structural and is carried out within the limits established by the Grant Agreement, Consortium Agreement, GDPR and BDSG provisions.

Transmission to a third country within the online meeting participation

To enable online participation, the video conferencing tool “WebEx” operated by the European Commission “” is used. The European Commission acts as an independent data controller for all processing operations related to the use of its Webex service, governed by Regulation (EU) 2018/1725 (the EU’s data-protection rules for its institutions).

When you join the online session, your personal data—such as name, e-mail address (if provided), IP address, connection logs, and any information you actively share (e.g. chat messages or your audio/video stream)—are processed by the European Commission for the purpose of hosting and managing the meeting.

For more information on how the European Commission processes personal data in its WebEx environment, please refer to its privacy statement

EURICE GmbH does not control or store personal data processed within the WebEx system. We may receive only aggregated attendance information.

Transmission within the use of our Social Media Channels

In order to reach the broader public, we use the services of

X (X Corp, 1355 Market Street, Suite 900, San Francisco, CA 94103, USA),
YouTube Google Ireland Limited, Ireland, a company of Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA and
LinkedIn (1000 W. Maude Avenue, Sunnyvale, CA 94085, USA), whose servers are situated outside the EU.

In this context, your data may be transferred to the USA. The recipients mentioned above are certified under the EU-US Data Privacy Framework, so that this is a GDPR-compliant third country transfer to a country with an adequacy decision. The EU-US Data Privacy Framework was adopted by the European Commission on 10 July 2023 and US is considered as offering adequate protection of data protection within the meaning of Art. 45 GDPR.

Please note that data on the Internet can be accessed anywhere in the world, including in unsecure third countries where there is no adequate level of data protection. We therefore expressly point out that digital images, for example on our website, can be accessed worldwide and that further use by third parties cannot be ruled out.

Please note that our project websites are also accessible to search engines. You must therefore expect that your name and image may also be found by search engines or accounts of third-parties.

Content can also be searched for and reshared on social media services. The providers of the relevant social media services are primarily responsible for this.

Recording of the online session

The online event may be recorded for documentation or communication purposes. If a recording is planned, this will be clearly announced at the beginning of the session, both on-screen and verbally. During the recording, personal data such as your image, voice, display name, or chat contributions may be captured if you choose to activate your camera, microphone, or chat.

If you’re on site following data can be recorded: your name if you introduce yourself or are introduced by the moderator, contributions to the discussions, Participation is also possible without activating these features.

Purposes of processing:

documentation of the event and its outcomes,
preparation of project reports and internal communication, and
publication of selected excerpts for communication and dissemination of project activities (only with prior consent).

Legal bases:

Art. 6 (1)(a) GDPR — consent, if the recording or excerpts are published publicly (e.g. on the project website or social-media channels);

Art. 6 (1)(f) GDPR — legitimate interest in documenting and reporting on project activities, where the recording remains internal;

Regulation (EU) 2018/1725 — applies to processing by the European Commission as controller of the Webex system.

Storage and access:

Recordings are stored securely by the European Commission and retained only as long as necessary for the purposes stated above.
Access is limited to authorised project staff and communication officers.
If publication is foreseen, only selected, relevant excerpts will be used.

Which data protection rights do I have?

Each individual has the right to withdraw consent in accordance with Art. 7 (3) GDPR, the right of access in accordance with Art. 15 GDPR, the right to rectification in accordance with Art. 16 GDPR, the right to erasure (right to be forgotten) in accordance with Art. 17 GDPR, the right to restriction of processing in accordance with Art. 18 GDPR, the right to data portability in accordance with Art. 20 GDPR as well as the right to object in accordance with Art. 21 GDPR. Limitations in accordance with §§ 34 and 35 of the German BDSG apply to the right to access and the right to erasure. In addition, individuals have a right to lodge complaints with the data protection supervisory authority about the processing of personal data by us. (Art. 77 GDPR in conjunction with § 19 BDSG).

The competent supervisory authority is

Unabhängiges Datenschutzzentrum Saarland
Die Landesbeauftragte für Datenschutz und Informationsfreiheit
Fritz-Dobisch-Straße 12
66111 Saarbrücken
Telephone: +49 681 94781-0
Poststelle(at)datenschutz.saarland.de

Am I obliged to provide my data?

Providing your personal data within the scope of registering for and participating in events relating to the HPCQS project is voluntary. However, if you do not provide your data (with your registration), we cannot register you as participant to the event.

Technical and organisational measures

The registration is made through this website, which is hosted and maintained by the European Research and Project Office GmbH (EURICE) as the data controller (see Section 2 - General information and mandatory information - Notice concerning the party responsible for this website).

Data transfer to the European High- Performance Computing Joint Undertaking (JU), EU Horizon 2020 RIA and Germany, France, Italy, Ireland, Austria and Spain as funding bodies of the project HPCQS or to the European Commission for building access when attending onsite are performed through secure channels.

Data are transmitted using secure (HTTPS) connections and stored on servers located in the EU. Only authorised persons have access to registration data and image files.