Privacy Notice

This repository is operated as an internal research tool. The data controller is the organisation operating this instance. For questions about your personal data, contact the system administrator.

We collect the following categories of data:

• Account data — name, email address, bcrypt-hashed password, role, and account status.
• Use-case content — the repository may contain professional contact information (names, organisations, countries of service providers and researchers). This is submitted by administrators.
• Audit log data — every state-changing action (login, create, edit, publish, delete) is logged with a timestamp and your account ID. Your full IP address is stored for up to 90 days, after which only the anonymised prefix (/24 for IPv4, /48 for IPv6) is retained.
• Session data — a single session cookie issued by Auth.js to maintain your login state.

Processing is based on legitimate interest (Article 6(1)(f) GDPR): operating an internal Copernicus use-case repository for research and reporting purposes. Named user accounts are necessary to maintain access control and an auditable change history.

All data (database, file storage, logs) is stored exclusively in AWS eu-central-1 (Frankfurt), within the European Economic Area. AWS acts as a data processor under a signed Data Processing Agreement and EU Standard Contractual Clauses. No data is transferred outside the EEA.

• Account data — retained while the account is active; anonymised (name, email, and password hash cleared) on deletion request, with the anonymised row retained to preserve audit-log integrity.
• Audit log full IPs — cleared after 90 days; anonymised IP prefix retained indefinitely.
• Database backups — automated RDS backups retained for 30 days, encrypted with AWS KMS.
• Application logs — retained in CloudWatch for 30 days.

Under GDPR you have the right to:

• Access — request a copy of your account data and associated audit log entries. Admins can generate this export via the Users admin panel.
• Rectification — ask an administrator to correct your name or email.
• Erasure — ask an administrator to anonymise your account (name, email, and password hash are cleared; an anonymised row is retained for audit-log integrity).
• Restriction / Objection — contact the administrator to restrict processing while a dispute is being resolved.
• Lodge a complaint — with your national data protection authority (e.g. the Belgian DPA at dataprotectionauthority.be).

This site uses one essential session cookie (`next-auth.session-token` or `__Secure-next-auth.session-token` over HTTPS) issued by Auth.js to maintain your login state. No analytics, advertising, or third-party tracking cookies are set. No consent banner is required because this cookie is strictly necessary to provide the service.

Passwords are hashed with bcrypt (cost 12). All data is encrypted in transit (TLS) and at rest (RDS and S3 server-side encryption with AWS KMS). Login and password-reset endpoints are rate-limited. A 72-hour data breach notification procedure is documented in the internal incident-response runbook.