Who is responsible for the information?
OPTIME is a Horizon Europe research project coordinated by the University of St. Gallen, Switzerland. BehaviourDoc, Ireland, leads the project’s communication and impact work and currently operates optime.work and administers information submitted through its forms.
The consortium is confirming the formal allocation of data-controller responsibilities for this website database. This notice will be updated when that process is complete. In the meantime, BehaviourDoc is the operational privacy contact for website submissions and will coordinate any access, correction, withdrawal or deletion request with the relevant OPTIME institution.
Privacy contact: Dr Dale Whelehan, BehaviourDoc
dalewhelehan@gmail.com
What information do we collect?
OPTIME network and research opportunities
Name, email address, organisation, role, country, sector, organisation size, experience of working-time reduction, interest in pilot activity, preferred forms of engagement, event suggestions and any optional research context you provide.
General, conference and media enquiries
Your contact details, organisation or outlet, the type and content of your enquiry, relevant dates or deadlines and other information you choose to provide.
Website analytics
Page visited, date, broad country, device category and referring website domain. The system does not store raw IP addresses or full referring URLs. A pseudonymous visitor code is generated from technical request information so aggregate visits can be estimated.
Why do we use it?
- To send project updates, newsletters and event invitations where you have chosen this option.
- To contact you about potential research studies or pilot opportunities where you have chosen this option.
- To respond to general, conference, event and media enquiries.
- To understand website use and improve OPTIME’s public communication.
- To maintain an accountable record of project communication and stakeholder engagement.
Consent is used for optional project communications and contact about future research opportunities. Enquiry information is used to respond to a request you have initiated and for the legitimate administration of the project. Privacy-minimised analytics are used to understand and improve the website.
Research recruitment
Expressing interest in a pilot or future study does not enrol you or your organisation in research. If an opportunity becomes relevant, the institution responsible for that study will provide a study-specific privacy notice, participant information and consent process before any research participation or transfer of information for that purpose.
Storage, access and service providers
Form submissions are stored in the protected database connected to optime.work. The website is hosted through OpenAI Sites using Cloudflare infrastructure. Access to identifiable submissions is restricted through a private, authenticated dashboard available only to the designated website administrator.
Resend is used to send the administrator a generic notification that a new submission is available. Those notification emails do not include the submitter’s name, email address, message or other form responses. Hosting, authentication and email providers process limited information on our behalf under their applicable data-protection and security terms. Where processing occurs outside the European Economic Area, the relevant provider safeguards apply.
We do not sell personal information. Information will be shared with another OPTIME institution only where it is necessary to handle your request or, for research recruitment, after the additional information and safeguards described above have been provided.
How long do we keep it?
Network contact information will be retained until you withdraw your permission or until 30 September 2030, twelve months after the planned end of OPTIME, whichever comes first. General, conference and media enquiries will normally be retained for up to 24 months after the last substantive contact, unless a longer period is required for contractual, legal or European Commission reporting purposes. Website analytics are intended to be retained for no longer than 13 months.
Your choices and rights
You may ask to access, correct or delete your information, restrict or object to its use, or withdraw either contact permission at any time. Withdrawal does not affect processing that took place before it was received. OPTIME does not use website submissions for automated decision-making.
Contact dalewhelehan@gmail.com with the subject “OPTIME privacy request”. You may also complain to the supervisory authority relevant to the responsible institution; for BehaviourDoc’s activities in Ireland, this is the Data Protection Commission.
Changes to this notice
This notice will be updated when the consortium confirms the controller arrangement, privacy contact details and any associated data-sharing responsibilities. The date at the top of this page will show when the notice was last revised.