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Privacy Policy

LAST UPDATED 24/08/26

Thank you for visiting the XR-SENSE website.

Who we are

Who We Are

XR-SENSE (hereinafter referred to as “XR-SENSE”, “we”, or “our”) is a research project funded by the European Union (“EU”) under Horizon Europe Call HORIZON-CL4-2025-03-HUMAN-14: Core technologies for virtual worlds (RIA). The project is coordinated by the University of Patras (Panepistimio Patron, UPAT), leading a consortium of 18 academic, research, and industrial partners across Europe and South Korea.

For further information or data protection inquiries, we can be contacted at: xrsense.project@gmail.com

Scope of this Privacy Policy

This privacy policy concerns the processing of personal data resulting from the operation of the official XR-SENSE project website. It aims to inform website visitors, consortium partners, research participants, and stakeholders about how we collect, process, and protect personal data. It covers both the personal data you provide directly through our website and the data collected automatically during your visit.

We are fully committed to processing personal data responsibly, securely, and proportionally in strict compliance with Regulation (EU) 2016/679 (General Data Protection Regulation – GDPR) and the EU AI Act standards.

How We Collect Your Personal Data

We collect personal data directly and indirectly from individuals:

  • Directly: We obtain personal data directly from you when you subscribe to our project newsletter, fill out contact forms, register for workshops or pilot demonstrations, or submit inquiries.
  • Indirectly: We obtain personal data indirectly to analyze website traffic, optimize system functionality, and improve user engagement. This data is collected and analyzed through privacy-compliant analytics plugins (e.g., Matomo Analytics), which process aggregated statistical information.

The Types of Personal Data We Collect

We collect and process the following types of personal data:

  • Contact & Professional Details: Name, organizational affiliation, job title, role, and email address.
  • Online Identifiers: IP addresses, browser types, session activity, visitor profiles, and approximate geolocation data, processed to evaluate content engagement and optimize website accessibility.

The Lawful Bases for Processing Your Personal Data

Under the GDPR (Art. 6), we process your personal data under the following legal grounds:

  • Consent (Art. 6(1)(a) GDPR):
    • When you voluntarily subscribe to our project newsletter or contact forms.
    • When you consent to the publication of professional details or research contributions (e.g., blog posts, press releases, public pilot reports).
  • Legal Obligations (Art. 6(1)(c) GDPR):
    • To fulfill reporting requirements mandated by the European Commission (EC) and to disseminate research outcomes to public, scientific, and industrial audiences as required by our grant agreement.
  • Legitimate Interests (Art. 6(1)(f) GDPR):
    • For enhancing the security and technical operation of our web infrastructure.
    • For conducting research dissemination, stakeholder mapping, and project outreach activities.

What We Do with Your Personal Data

We process your personal data exclusively for the following purposes:

  • Promoting and disseminating XR-SENSE research findings, pilots, and open-source contributions to target audiences.
  • Managing and securing our online platforms, central repositories, and system infrastructure.
  • Managing event registrations, workshops, and stakeholder engagement activities.
  • Responding to communications, inquiries, and technical requests.
  • Complying with European Commission reporting guidelines and legal obligations.

How We Secure Your Personal Data

We maintain robust technical and organizational security measures to protect your personal data against loss, misuse, unauthorized access, alteration, or destruction. Access to project databases is restricted strictly to authorized personnel bound by confidentiality agreements. Data stored within central project repositories is password-protected and encrypted. Security software and anti-virus systems are regularly updated.

Please note: While we implement strict safety measures, data transmission over the internet is inherently vulnerable. We cannot guarantee 100% security for data transmitted across public networks.

Do We Share Personal Data with Third Parties?

The XR-SENSE consortium will not sell, rent, or share personal data with external third parties, except as required by the European Commission or by law. All consortium partners treat project data as strictly confidential.

We may share limited personal data with trusted service providers acting as data processors bound by strict GDPR data-processing agreements, including:

  • Cloud hosting and collaborative tools (e.g., Nextcloud, Microsoft SharePoint).
  • Web analytics and communication platforms (e.g., Matomo Analytics, newsletter distribution services).
  • The European Commission (EC) and its auditing bodies as required by Horizon Europe reporting framework regulations.

International Data Transfers

Personal data is primarily stored on secure servers located within the European Economic Area (EEA). If data is transferred outside the EEA (including to international project partners), we ensure that appropriate safeguards are in place—such as European Commission Adequacy Decisions or Standard Contractual Clauses (SCCs)—to guarantee an equivalent level of data protection.

Cookies

Cookies are small text files placed on your device to ensure proper website functionality and improve user experience. The XR-SENSE website uses essential functional cookies and privacy-friendly analytics cookies. You can adjust your browser settings to reject or delete cookies; however, doing so may impact certain functionalities of our website. For more details, please review our Cookie Policy.

Your Data Protection Rights

Under the GDPR, you have the following rights regarding your personal data, which you can exercise at any time by contacting us at [Insert Contact Email]:

  • Right to Withdraw Consent (Art. 7(3) GDPR): Withdraw your consent for newsletters or communications at any time.
  • Right of Access (Art. 15 GDPR): Request a copy of the personal data we hold about you.
  • Right to Rectification (Art. 16 GDPR) & Erasure (Art. 17 GDPR): Request the correction of inaccurate data or the deletion of personal data no longer necessary for project purposes.
  • Right to Restriction of Processing (Art. 18 GDPR): Request a temporary restriction on processing your data under specific conditions.
  • Right to Data Portability (Art. 20 GDPR): Request your data in a structured, standard machine-readable format.
  • Right to Object (Art. 21 GDPR): Object to data processing based on legitimate interests.
  • Right to Lodge a Complaint (Art. 77 GDPR): Lodge a complaint with your national Data Protection Authority (DPA). In Greece (where the project is coordinated), you can contact the Hellenic Data Protection Authority (HDPA) at www.dpa.gr.

Data Retention Period

We retain personal data only for as long as necessary to fulfill project deliverables and legal obligations.

  • Standard newsletter and inquiry data is retained for up to 12 months following the formal conclusion of the XR-SENSE project.
  • In accordance with Horizon Europe financial and administrative regulations, technical records, attendance sheets, and documentation required for auditing by the European Commission will be retained for up to 5 years post-project closure.

Upon expiration of the retention period, personal data will be securely deleted or anonymized.

External Links

Our website may contain links to third-party websites, including consortium partners, social media channels, and scientific repositories. This privacy policy applies solely to the XR-SENSE website. We encourage you to read the privacy policies of any external sites you visit.

Updates to This Privacy Policy

We reserve the right to update this Privacy Policy to reflect changing technical, operational, or legal requirements. Any modifications will be posted directly on this page with an updated revision date.