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Privacy Notice
This notice explains how personal information is handled when you use yankapranov.com, send a professional enquiry or book a Grant Project Office Hours meeting.
Who is responsible for your information
Yan Kapranov is the controller of personal information submitted through yankapranov.com, the website contact form and the Grant Project Office Hours booking process. These activities are offered independently through a personal professional website and are not operated as an official service of VIZJA University or any funding body.
For privacy questions or requests, use the contact form.
Information and purpose
What the website may receive, why the information is needed and what should not be sent.
Information that may be processed
Depending on how you use the website, the following information may be processed:
- Technical information generated when you visit the website, such as IP address, browser type, device information, referring page, approximate location and access time.
- Contact-form information, such as your name, email address, institution or organisation, enquiry type and message.
- Booking information, such as your name, email address, institution or organisation, country, funding programme or call, project stage, principal question, optional public link, selected date, time zone and booking status.
- Calendar and meeting information required to create a Google Calendar event and a Google Meet link.
- Communications relating to a booking, cancellation, rescheduling or privacy request.
Why the information is used
- To respond to professional enquiries.
- To arrange, prepare for and conduct a requested consultation.
- To create and manage calendar invitations and Google Meet access.
- To communicate about confirmations, changes, cancellations or follow-up required by the participant.
- To protect the website and booking process against spam, fraud, abuse and technical problems.
- To comply with applicable legal obligations and establish, exercise or defend legal claims when necessary.
Please keep initial enquiries non-confidential
Do not submit confidential documents, full unpublished proposals, detailed budgets, financial records, special-category personal data or personal information relating to third parties.
Legal framework and recipients
The legal bases relied on and the organisations that support the website, forms and meeting process.
Legal bases
Where the General Data Protection Regulation applies, processing is based on:
- Article 6(1)(b) GDPR, where processing is necessary to respond to your request and arrange the consultation or professional communication you initiated.
- Article 6(1)(f) GDPR, for the legitimate interests of operating a secure professional website, administering meetings, preventing abuse and maintaining necessary records.
- Article 6(1)(c) GDPR, where processing is necessary to comply with a legal obligation.
The acknowledgements presented in the forms provide transparency and confirm that you have read the relevant information. They are not used to obtain consent for unrelated marketing.
Service providers and recipients
- WordPress.com and related Automattic services, which host the website, support site operation, protect forms from spam and store or deliver contact-form submissions.
- Calendly, which provides appointment scheduling, email verification and booking administration.
- Google Calendar and Google Meet, which create calendar invitations and provide the online meeting connection.
- Other technical service providers used by those platforms under their applicable terms and privacy documentation.
- Competent public authorities where disclosure is required by law.
Personal information is not sold. It is not used to build a mailing list from booking or contact-form submissions.
Transfers and retention
Where platform providers may process information and how long different records are normally kept.
International processing
Some service providers may process information in countries outside the European Economic Area. Where applicable, those providers state that they use recognised transfer safeguards, such as adequacy decisions, the EU–US Data Privacy Framework and Standard Contractual Clauses.
Retention
Contact-form submissions and booking information will normally be retained for no longer than 12 months after the last substantive communication, meeting or cancellation. Information may be deleted earlier when it is no longer needed.
Limited information may be retained for longer where required by law or reasonably necessary to establish, exercise or defend legal claims. If a separate professional or project relationship develops, information required for that relationship may be retained under the terms applicable to that relationship.
Technical logs, cookies and similar information are retained according to the settings and retention practices of the relevant platform providers.
Your rights and choices
The rights available under applicable law, which information is required and what the website does not automate.
Your rights
Subject to the conditions of applicable law, you may request:
- Access to your personal information.
- Correction of inaccurate or incomplete information.
- Deletion of information.
- Restriction of processing.
- Objection to processing based on legitimate interests.
- Data portability where applicable.
- Withdrawal of consent where a specific processing operation is based on consent.
To exercise a right, use the contact form.
You also have the right to lodge a complaint with a competent supervisory authority. In Poland, this is the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych): complaint information.
Required and optional information
Fields marked as required must be completed so that an enquiry can be answered or a meeting can be booked. The public link to a funding call or project page is optional. If required information is not provided, the requested contact or booking may not be possible.
Automated decisions
No decisions producing legal or similarly significant effects are made solely by automated means through the website contact form or the Grant Project Office Hours booking process.
External services and updates
What happens when you leave the website and how changes to this notice are identified.
External services and links
When you follow a link to Calendly, Google, ORCID, Google Scholar, LinkedIn or another external service, that service processes information under its own terms and privacy documentation. The direct Calendly button on yankapranov.com does not load the Calendly booking interface until you choose to open it.
Changes to this notice
This notice may be updated when the website, forms, booking process or service providers change. The effective date at the top of the page identifies the current version.
Yan Kapranov 