Confidentiality commitment for ambassadors

As part of the European Life-Nitrazens project, the Ambassadors act as key intermediaries between the project consortium (see Privacy Policy) and participating members of the public.

As their role requires access to participants’ contact details (names and telephone numbers) for logistical coordination and communication, the Ambassador undertakes to comply with this commitment under the following terms:

1. Scope and purpose of data processing

The Ambassador undertakes to process participants’ personal data solely and exclusively for the purposes set out in the Life-Nitrazens project:

• Coordination of the delivery and collection of sampling kits.
• Coordination of mini-sampling campaigns. Notification of campaign dates.
• Collection of samples and delivery to the relevant node.
• Resolving operational queries via the established communication channels (WhatsApp).

2. Duty of secrecy and confidentiality

In accordance with Article 5 of the GDPR and current legislation, the Ambassador undertakes to:

• Not disclose or pass on personal data to any person or entity outside the project consortium.
• Maintain the duty of secrecy indefinitely, even after their involvement with the project has ended.
• Not to disclose any project information to which they may have access whilst collaborating on the project.
• Not to use contact details for personal, commercial, political or any other purposes other than nitrate sampling for the Life-Nitrazens project.
• Not to copy, reproduce or store confidential information in any electronic or physical format, except where strictly necessary for collaboration on the project.

3. Information security

The Ambassador undertakes to safeguard lists or access to data with due diligence:

• If data is stored on personal devices (mobile phones or PCs), these must be protected by basic security measures (password, pattern or biometrics).
• In the event of the loss or theft of a device containing participants’ data, or in the event of any suspicion of unauthorised access, the Ambassador must immediately notify the project co-ordinators by email at: life-nitrazens@ibercivis.es

4. Management of communication channels (WhatsApp)

With regard to the management of participant groups via the WhatsApp community:

• Participants will be reminded that membership of the group is strictly voluntary.
• Participants will be asked not to share sensitive information or photographs unrelated to the project without the participants’ prior consent.

5. End of the collaboration

Once your role as an Ambassador has come to an end, you undertake to delete from your devices and files any lists or personal contact details of participants provided by the organisation, except for those with whom you already have a personal relationship unrelated to the project.

6. Basic information on data protection

In accordance with the GDPR, we hereby inform you that your personal data, as an Ambassador, will be processed on a joint-controller basis by the partners of the Life-Nitrazens consortium (led by the University of Burgos) for the purposes of managing your involvement in the project, coordinating the sampling areas and contacting you for operational purposes. The key aspects of the joint controller agreement are available to the data subject upon request.

• Legal basis. Performance of the collaboration agreement (Article 6(1)(b) of the GDPR). The provision of your data is a necessary requirement for managing your participation; if you do not provide it, you will not be able to act as an Ambassador (Article 13(2)(e) of the GDPR).
• Recipients. Participants in your node will be informed of your name and contact details for coordination purposes. Your data may be disclosed to the European Commission in accordance with a legal obligation to undergo an audit.
• Rights. You may exercise your rights of access, rectification, erasure and other legal rights by sending an email to life-nitrazens@ibercivis.es. You may also contact the Data Protection Officer at the University of Burgos at dpd@ubu.es. Furthermore, you have the right to lodge a complaint with the Spanish Data Protection Agency (www.aepd.es).