GuardAI Privacy Policy of www.kios.ucy.ac.cy/guardai
(hereinafter: “Policy”)
Last updated: December 17, 2024
UNIVERSITY OF CYPRUS (PIC 999835843), having its registered office at AVENUE PANEPISTIMIOU 2109 AGLANTZIA, NICOSIA 1678, Cyprus, is the Data Controller (hereinafter: “us”, “we”, “our”) operating the website www.kios.ucy.ac.cy/guardai (hereinafter: “Website”).
This Policy is a legal statement that specifies what how and for which purposes we process Personal Data (as defined below) collected from individuals using this Website (hereinafter: “you”, “your”). In this Policy we provide information about who we are, the nature, scope and purposes of the collection and processing of your Personal Data.
By using the Website (including filling out and submitting the “Contact us” form), you acknowledge the collection, processing, and potential disclosure of your Personal Data in accordance with this Policy.
1. Personal Data Collected, Purpose, Legal Basis and Retention Period
“Personal Data” is defined as any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.
The following table outlines the types of Personal Data that may be collected, the corresponding processing activities, purposes, legal bases, and retention periods
| Processing Activity | Personal Data Category | Purpose | Legal basis | Retention period |
|---|---|---|---|---|
| Functioning and security of the Website | IP Address | Monitor for malicious activity and report when necessary | Legitimate Interest Article 6(1)(f) GDPR | One month as of the date of collection |
| Contact form | Name, email, name of the organization | Communication with you | Legitimate Interest Article 6(1)(f) GDPR | Until project end (October 2027, unless extended) |
Without prejudice to any provision of this Policy, including your rights as a data subject (as outlined in Section 4 below), Personal Data may be further retained and processed by us solely to the extent necessary to comply with applicable laws and regulations.
2. Personal Data Sharing
We will not share any Personal Data with any third party.
3. Security of the Personal Data
We securely store your Personal Data at the servers located at our premises. We take appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Personal Data. The Personal Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated in Section 1 above.
Organisational measures
- Quality: We exercise due diligence to correct or delete inaccurate, incomplete, irrelevant, or prohibited Personal Data, and also to keep your Personal Data up to date.
- Confidentiality: We ensure that only authorised and specially trained persons have access to and can process the Personal Data that you have provided. In addition to us, our authorized employees, including IT system administrators responsible for the operation and maintenance of this Website and researchers with the necessary expertise to respond to your inquiries, may have access to Personal Data. Such access is granted only as necessary and is subject to confidentiality obligations and compliance with applicable data protection regulations.
- Security: For the security of your Personal Data, we have put in place appropriate technical and organisational measures against the accidental or unauthorised destruction, loss, modification, access, and any other unauthorised processing of the information collected through the Website.
4. Your rights
You may exercise certain rights regarding their Personal Data processed by us.
In particular, you have the right to do the following:
- Right to withdraw: You have the right to withdraw consent at any time where you have previously given your consent to the processing of your Personal Data.
- Right to object: You have the right to object to the processing of your Personal Data if the processing is carried out on a legal basis other than consent.
- Right to access: You have the right to learn if your Personal Data is being processed by us, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Personal Data undergoing processing.
- Right to rectification: You have the right to verify the accuracy of your Personal Data and ask for it to be updated or corrected.
- Right to restrict the processing: You have the right, under certain circumstances, to restrict the processing of your Personal Data. In this case, we will not process your Personal Data for any purpose other than storing it.
- Right to erasure: You have the right, under certain circumstances, to obtain the erasure (delete or remove) your Personal Data from us.
- Lodge a complaint: You have the right to bring a claim before the competent data protection authority at the: Office of the Commissioner for Personal Data Protection in Cyprus:
Address: Iasonos 1, 1082 Nicosia Cyprus or P.O. Box 23378, 1682 Nicosia Cyprus
Telephone: +357 22818456
Fax: +357 22304565
Email: commissioner[at]dataprotection.gov.cy
5. How to exercise these rights
Any requests to exercise your rights can be directed to us by mail or email through the following contact details:
Address: 1 Panepistimiou Avenue, 2109 Aglantzia, Nicosia
Email: kios[at]ucy.ac.cy
DPO of the University of Cyprus
Email: dpo[at]ucy.ac.cy
These requests will be processed free of charge and addressed within thirty (30) calendar days from the date of receipt.
6. Legal information, Policy Updates, and Links to other sites
This Policy has been prepared in accordance with various legal provisions, including Articles 13 and 14 of Regulation (EU) 2016/679 (General Data Protection Regulation) and relates solely to this Website, unless otherwise stated in this document.
Policy Updates
We reserve the right to make changes to this Policy at any time by giving notice to you on this page and possibly within the Website and/or – as far as technically and legally feasible – sending a notice to you via any contact information available to us. It is strongly recommended to check this page often, referring to the date of the last modification listed at the top of this Policy.
Links to Other Sites
Our Website may contain links to third-party websites that are not operated by us. If you click on a third-party link, you will be directed to that party’s site. We strongly encourage you to review the privacy policy of every site you visit. Please note that we have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party websites or services.
7. Contact Us
If you have any questions about this Policy or identify any misuse of your Personal Data and/or any violation in respect of the Personal Data provided to us, please contact us:
Address: 1 Panepistimiou Avenue, 2109 Aglantzia, Nicosia
Phone number: +357 22 893 450
Fax number: +357 22 893 455
Email: kios[at]ucy.ac.cy