Last updated: 3 July 2026

1. Introduction

Biodiversa+ is the European Biodiversity Partnership supporting biodiversity research and innovation with an impact on policy and society. In carrying out its activities, Biodiversa+ collects and processes personal data in order to communicate with its audiences, organise activities, manage digital platforms, support funded projects, conduct surveys and consultations, and make information and outputs available to its communities.

Biodiversa+ is committed to protecting personal data and processing it in a lawful, fair and transparent manner, in accordance with the General Data Protection Regulation (EU) 2016/679.

This Privacy and Data Policy explains how personal data are processed when you use Biodiversa+ services, including:

  • visiting the Biodiversa+ website;
  • using Biodiversa+ digital platforms, including the Databases Platform, BioAccess and the Intranet;
  • using the Electronic Proposal Submission System (EPSS) for proposal submission, call management or partner financial reporting;
  • using BioRep for funded project reporting, monitoring, review or follow-up;
  • subscribing to newsletters or mailing lists;
  • registering for or participating in Biodiversa+ events, webinars or activities;
  • completing surveys, consultations or forms;
  • contacting Biodiversa+;
  • interacting with Biodiversa+ on social media.

Some Biodiversa+ digital platforms are covered by dedicated data protection policies or notices. Where a dedicated policy or notice applies, it should be consulted together with this general Privacy and Data Policy.

Personal data are not used for commercial purposes.

2. Who is responsible for processing your personal data?

Biodiversa+ activities are implemented by a network of partner organisations. Depending on the activity or platform concerned, personal data may be processed under the responsibility of one or more Biodiversa+ partners.

For Biodiversa+ web modules covered by this policy, including the public website, Databases Platform, BioAccess and Intranet, BELSPO acts as task lead and is responsible for their operational management. FRB is responsible for the contractual relationship with the technical service provider supporting these modules. For these web modules, FRB and BELSPO act as joint controllers, unless otherwise specified in a dedicated platform notice.

For the Electronic Proposal Submission System (EPSS), FRB acts as controller, unless otherwise specified in the relevant call or reporting documentation. The EPSS is covered by a dedicated General Data Protection Policy.

For BioRep, FRB and ANR act as data controllers. BioRep is covered by a dedicated General Data Protection Policy.

For Biodiversa+ communication activities under FRB task leadership, including newsletters, social media communication and related communication workflows, FRB acts as controller, unless otherwise specified in the relevant form, platform or activity notice. These activities may be implemented with support from Biodiversa+ Operational Team members and other authorised partners.

Technical service providers may process personal data on behalf of the relevant controller(s) for hosting, maintenance, support, security, mailing, analytics, event management or troubleshooting purposes. These service providers act under contractual confidentiality and data protection obligations.

Where a specific platform, form, event or activity involves another Biodiversa+ partner as controller or joint controller, this will be specified in the relevant notice or data protection information.

For general questions about this policy or about the processing of personal data by Biodiversa+, you may contact communication@biodiversa.eu.

3. What personal data do we process?

The personal data processed by Biodiversa+ depend on the service, activity or platform concerned. Biodiversa+ only collects personal data that are necessary for the relevant purpose.

Personal data may include:

  • identification data, such as first name, last name, title, function or role;
  • professional contact details, such as email address, organisation, department, country and professional phone number;
  • information related to your participation in Biodiversa+ activities, such as event registration details, attendance, dietary requirements, accessibility needs, survey responses or consultation contributions;
  • information related to funded projects, such as project role, organisation, contact details, ORCID, expertise, reporting information or project outputs;
  • account and access data for restricted platforms, such as username, group membership, access rights, user role, login information and technical logs;
  • communication data, such as messages sent to Biodiversa+, queries, feedback or correspondence;
  • image, audio or video data where photographs, recordings or webcasts are made in the context of events, subject to the information and choices provided for the event concerned;
  • social media interaction data, such as public comments, reactions, shares, mentions or messages addressed to Biodiversa+ accounts;
  • technical data linked to website or platform use, such as cookies, browser information, device information and usage statistics, depending on cookie choices and platform settings.

Biodiversa+ does not intentionally collect sensitive personal data unless this is necessary for a specific activity, clearly explained to the data subject, and covered by appropriate safeguards.

4. Biodiversa+ website

The Biodiversa+ website is the main public entry point for information on the Partnership, including its activities, governance, funding opportunities, funded projects, events, news, publications and resources. When you visit the website, Biodiversa+ may process technical data necessary for the functioning and security of the website. Depending on your cookie choices, additional cookies or similar technologies may be used for preferences, statistics or other purposes described in the cookie banner. The website may include forms allowing users to subscribe to newsletters, register for events, submit information, contact Biodiversa+ or access relevant resources. The personal data collected through these forms are used only for the purpose indicated at the point of collection.

5. Cookies and similar technologies

Biodiversa+ uses cookies and similar technologies on its website. Some cookies are necessary for the proper functioning of the website and cannot be disabled through the cookie banner. Other cookies are used only where consent is required and given. The cookie banner provides up-to-date information on the categories of cookies used and allows users to accept, reject or manage their preferences. These categories may include, depending on the current website configuration: functional or strictly necessary cookies; preference cookies; statistics cookies; marketing or third-party cookies, where applicable. Users can change their cookie preferences through the cookie management tool available on the website.

6. Newsletters and mailing lists

Biodiversa+ uses newsletters and mailing lists to communicate about its activities, calls, events, resources and outputs. When you subscribe to a newsletter or mailing list, Biodiversa+ may collect personal data such as your email address, first name, last name, organisation, organisation type, country and preferences. These data are used to send you relevant information about Biodiversa+ activities. The legal basis for processing newsletter subscription data is your consent. You may withdraw your consent at any time by using the unsubscribe link included in Biodiversa+ emails, or by contacting Biodiversa+ through the contact details provided in this policy. Newsletter and mailing list data are processed using Mailchimp. Where a third-party service provider is used, appropriate contractual and data protection safeguards are applied.

7. Databases Platform

The Biodiversa+ Databases Platform provides public access to structured information on biodiversity research projects, research organisations, funding agencies, funding programmes and research infrastructures. Public consultation of the Databases Platform does not require users to create an account. Personal data may nevertheless appear in database records where relevant, for example in relation to researchers, project coordinators, contact persons or organisations involved in biodiversity research projects. Such data are processed to support the public-interest objective of mapping biodiversity research activities, supporting scientific cooperation, improving visibility of research capacities and informing research programming. The Databases Platform also includes restricted administration functions. Authorised users with administration or data-management roles may have accounts allowing them to add, update, correct or manage records. For these users, Biodiversa+ may process account data, contact details, roles, permissions and technical logs.

8. EPSS

The Electronic Proposal Submission System (EPSS) is used by Biodiversa+ for the management of Joint Calls. It supports proposal submission and related call processes, and is also used for financial reporting by Biodiversa+ partners. The EPSS processes personal data relating to applicants, project coordinators, consortium partners, Biodiversa+ partners and authorised users involved in proposal submission, call management and financial reporting. The personal data processed through the EPSS may include identification data, professional contact details, organisation details, roles in the proposal or reporting process, proposal-related information, financial reporting information, account data and access data. The EPSS is covered by a dedicated General Data Protection Policy, made available through the platform or through the relevant call and reporting documentation. It explains how personal data are processed through the EPSS, including the relevant purposes, legal bases, recipients, retention periods, transfer arrangements where applicable, and rights of data subjects.

9. BioRep

BioRep is the Biodiversa+ Reporting Platform for funded projects. It is used for project reporting, monitoring, review and follow-up. BioRep processes personal data relating to project coordinators, project partners, consortium users, follow-up group members, reviewers and other authorised users involved in funded project reporting and review. The personal data processed through BioRep may include identification data, professional contact details, organisation details, project roles, account data, access data, reporting information, review information and technical logs. BioRep is covered by a dedicated General Data Protection Policy, made available through the platform. It explains how personal data are processed through BioRep, including the relevant purposes, legal bases, recipients, retention periods, transfer arrangements where applicable, and rights of data subjects.

10. BioAccess

BioAccess is the Biodiversa+ Open Access Platform dedicated to cataloguing funded project outputs. It provides a public interface allowing users to search for outputs and access them through links to repositories, publisher pages, project websites or other external platforms. BioAccess is not a repository. It does not host project outputs directly. It displays metadata and links to outputs hosted elsewhere. The metadata displayed in BioAccess may include personal data where relevant, such as authors’ names, project contact names, contributors, organisations, ORCID identifiers or other information associated with a public output. These data are processed to improve the findability, accessibility and visibility of outputs produced by Biodiversa+ funded projects. BioAccess may use information reported through BioRep, according to the applicable publication rules and review stages. Only output metadata intended for public consultation should be displayed in BioAccess.

11. Intranet

The Biodiversa+ Intranet is a restricted digital environment used for internal coordination, document sharing, collaborative work, calendar management and contact management. The Intranet processes personal data relating to Biodiversa+ partners, governance body members, work package members, authorised project-related users and other authorised users involved in Biodiversa+ internal coordination. The personal data processed through the Intranet may include identification data, professional contact details, account data, group membership, access rights, calendar data, contact management data, document metadata, collaboration data and technical logs. The Intranet is covered by a dedicated Intranet Privacy Notice, made available through the platform. It explains how personal data are processed through the Intranet, including the relevant controllers, purposes, legal bases, recipients, retention periods, transfer arrangements where applicable, and rights of data subjects.

12. Events, webinars and meetings

Biodiversa+ organises in-person, hybrid and online events, including conferences, workshops, webinars, information sessions and meetings. When you register for or participate in an event, Biodiversa+ may collect personal data such as your name, email address, organisation, country, professional role, registration choices, participation details, dietary requirements, accessibility needs and other information necessary for the organisation of the event. These data are processed to organise and manage the event, communicate with participants, prepare attendance lists, provide access to online platforms, issue confirmations or certificates where relevant, and ensure follow-up after the event. Where participant lists are shared or published, Biodiversa+ will provide appropriate information and, where required, seek consent. Events may involve photographs, audio recording, video recording, live streaming or publication of presentations. Information about such processing will be provided in the relevant registration form or event notice. Where required, consent will be requested. Participants who do not wish to be photographed, recorded or identified in event communication should inform the organisers according to the instructions provided for the event. Meal preferences, accessibility requirements and similar information are processed only where necessary for event organisation and are deleted or anonymised as soon as they are no longer needed.

13. Presentations and speaker contributions

If you agree to speak at a Biodiversa+ event, Biodiversa+ may process your name, organisation, professional biography, photograph, presentation title, slides, recording and related communication material. Speakers will be informed whether the event is internal or public, whether recording or live streaming is planned, and whether presentations or recordings may be published after the event. Where required, consent will be requested before publication. Speakers are responsible for ensuring that their presentation materials do not contain personal data or third-party content that they are not authorised to share.

14. Consultations, surveys and forms

Biodiversa+ may conduct consultations, surveys or forms to collect feedback, support strategic planning, assess needs, gather input from stakeholders, evaluate activities or improve its services. Personal data collected through surveys or consultations may include name, email address, organisation, country, professional role, stakeholder category and responses to the questions asked. The data are used only for the purpose described in the relevant form or consultation notice. Results may be analysed and published in aggregated or anonymised form. Where Biodiversa+ intends to publish identifiable responses or attribute contributions to named individuals, this will be clearly indicated and, where required, consent will be requested. Personal data collected through consultations and surveys are kept only for the period indicated in the relevant form or notice, or for as long as necessary for the purpose concerned.

15. Queries and correspondence

When you contact Biodiversa+ by email, contact form or other communication channel, the personal data you provide are used to respond to your query and, where needed, to forward it to the relevant Biodiversa+ partner or team. Personal data processed for correspondence may include your name, email address, organisation, message content and any other information you choose to provide.

16. Social media

Biodiversa+ uses social media channels to communicate about its activities, opportunities, outputs and events. These channels may include YouTube, LinkedIn, Twitter/X, Bluesky, Mastodon, Instagram and other platforms used by Biodiversa+. When you visit, follow, react to, share, comment on or message Biodiversa+ social media accounts, your personal data may be processed both by the social media platform concerned and, where relevant, by Biodiversa+. Biodiversa+ may view public interactions, respond to comments or messages, moderate comments, and use aggregated statistics provided by social media platforms to understand the reach and engagement of its communication activities. These data are not used for commercial purposes. Users should be aware that social media platforms process personal data according to their own terms and privacy policies. Biodiversa+ is not responsible for the processing carried out independently by these platforms. Biodiversa+ may hide, delete or report comments that contain personal data, confidential information, hate speech, discriminatory content, abusive language, spam or irrelevant content.

17. Legal bases for processing

Depending on the activity concerned, Biodiversa+ processes personal data on one or more of the following legal bases:

  • consent, for example for newsletter subscription, publication of certain event materials, or optional survey participation where consent is requested;
  • performance of a task carried out in the public interest, where processing is necessary for Biodiversa+ activities as a European Partnership supporting biodiversity research and policy;
  • legitimate interests, where applicable, for example to manage communication, internal coordination, platform security or correspondence, provided that the interests and rights of data subjects are respected;
  • compliance with legal, contractual, audit or reporting obligations;
  • performance of a contract or pre-contractual measures, where relevant for specific activities.

The relevant legal basis may be specified in the form, platform notice, event registration page or dedicated policy applying to the processing activity concerned.

18. Who can access your personal data?

Personal data are accessed only by persons who need them for the relevant purpose.

Depending on the activity concerned, recipients may include:

  • authorised Biodiversa+ team members;
  • Biodiversa+ partners involved in the relevant activity;
  • governance bodies, call secretariats, follow-up groups or reviewers, where relevant;
  • event organisers or co-organisers;
  • service providers acting on behalf of Biodiversa+, such as website, hosting, mailing list, form, event management, IT support or platform maintenance providers;
  • public authorities, auditors or funding bodies, where required by law, contract or reporting obligations.

Service providers processing personal data on behalf of Biodiversa+ are subject to appropriate contractual, confidentiality and data protection obligations.

19. International transfers

Biodiversa+ aims to process and store personal data within the European Economic Area wherever possible. Where personal data are transferred outside the European Economic Area, Biodiversa+ ensures that appropriate safeguards are in place in accordance with the GDPR. These may include an adequacy decision, Standard Contractual Clauses, additional safeguards or another lawful transfer mechanism. Where a third-party tool or service involves transfers outside the European Economic Area, information will be provided where relevant in the applicable form, platform notice, event notice or dedicated policy.

20. How long do we keep your personal data?

Biodiversa+ keeps personal data only for as long as necessary for the purpose for which they were collected, unless a longer retention period is required for legal, contractual, audit, reporting or archiving purposes. Retention periods may differ according to the activity concerned:

  • newsletter data are kept until you unsubscribe or withdraw your consent;
  • event registration data are kept for the period indicated in the registration form or event notice;
  • meal preferences and similar event logistics data are deleted shortly after the event, unless a longer retention period is necessary and justified;
  • survey and consultation data are kept for the period indicated in the relevant form or notice;
  • correspondence data are kept for as long as necessary to answer and follow up on the query;
  • platform account data are kept for as long as the user requires access, and are deleted, disabled or archived when access is no longer needed;
  • project and reporting data are kept according to the rules applicable to the relevant call, project, platform or funding obligation;
  • technical logs are kept for a limited period necessary for security, maintenance and troubleshooting;
  • public output metadata may remain available for as long as needed to support the visibility and accessibility of Biodiversa+ funded project outputs.

Specific retention periods may be provided in dedicated platform notices, forms or policies.

21. Security and confidentiality

Biodiversa+ applies appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss or destruction. These measures may include restricted access, user authentication, access-rights management, secure hosting, backups, confidentiality obligations, contractual safeguards with service providers and internal procedures for handling personal data. Users of restricted platforms are responsible for keeping their login credentials confidential and must not share passwords or access rights with others.

22. Your rights

Under the GDPR, you may have the following rights, subject to the conditions laid down by applicable law:

  • the right to be informed about the processing of your personal data;
  • the right to access your personal data;
  • the right to rectify inaccurate or incomplete personal data;
  • the right to erase your personal data, where applicable;
  • the right to restrict processing, where applicable;
  • the right to object to processing, where applicable;
  • the right to data portability, where applicable;
  • the right to withdraw consent at any time, where processing is based on consent;
  • the right not to be subject to automated decision-making, where applicable;
  • the right to lodge a complaint with a competent supervisory authority.

To exercise your rights, please contact: communication@biodiversa.eu.

Where your request concerns a specific platform, activity, event, call or partner, your request may be forwarded to the relevant controller or contact point for handling.

23. Complaints

If you have concerns about the way Biodiversa+ processes your personal data, you may contact Biodiversa+ at communication@biodiversa.eu so that your request can be reviewed and directed to the relevant controller or data protection contact.

Where the processing is carried out under the responsibility of BELSPO, or jointly with BELSPO, you may also contact the BELSPO Data Protection Officer at dpo@belspo.be.

Where the processing is carried out under the responsibility of FRB, or jointly with FRB, you may also contact the FRB data protection contact at biodiversa@fondationbiodiversite.fr.

Where the processing is carried out under the responsibility of ANR, or jointly with ANR, you may also contact the ANR Data Protection Officer at dpd@anr.fr.

Where the processing is carried out under the responsibility of another Biodiversa+ partner, your request may be forwarded to the relevant controller or data protection contact.

You also have the right to lodge a complaint with a competent data protection authority, in particular in the Member State of your habitual residence, place of work, or place of the alleged infringement.

24. Changes to this policy

This Privacy and Data Policy may be updated from time to time to reflect changes in Biodiversa+ activities, digital platforms, service providers, legal requirements or data protection practices. The latest version will be made available on the Biodiversa+ website. The date of the latest update will be indicated at the top of this page.