Introduction
You are invited to participate in the Digi-Helicon Virtual Exhibition Activity, in the scope of the EU-funded Erasmus+ project DIGI HELICON. This document intends to provide you with detailed information concerning the Digi-Helicon Virtual Exhibition, in order for you to take an informed decision on whether or not to participate.
Scope and Project Objectives
Digi-Helicon is an Erasmus+ project that aims at benefiting existing and aspiring artists as well as cultural workers with a focus on artists that come from vulnerable backgrounds, as well as on women. The objective is followed through the implementation of a holistic suite of supporting activities that include, the provision of the Digi-Helicon Online Course on the upskilling of artists’ digital competences, the implementation of national workshops in Germany, Italy, Greece, Netherlands, France and Cyprus, and a mentoring scheme for customized support, with the concluding activity that project participants are encouraged to participate, the Digi Helicon Virtual Exhibition.
The activity
In the scope of the Digi Helicon Virtual Exhibition activity, aspiring and existing artists, that have participated in their countries national workshops, have completed the Digi Helicon Online Course and are supported through a specialized mentoring scheme on their needs, are encouraged to submit their work, of any artistic form, in a digital file, that will be curated alongside information on their background and on the details of their artwork and finally integrated in a dedicated virtual exhibition space. The Digi Helicon virtual exhibition will be published during June 2025 and will feature at least 60 successful artworks from 60 artists from 6 partnering EU countries. The exhibition will be disseminated through the project’s communication channels, while it will be the main display during the project’s final dissemination event in Berlin during October 2025.
Data Collection and Processing
The activity of the Virtual Exhibition is carried out under the Digi-Helicon project, which is an Erasmus+ project, funded by the European Union. During the activity and specifically in the framework of the submission process, existing or aspiring artists and cultural workers, with a focus on the ones who have already participated in the project’s activities, are encouraged to provide information about themselves, their relation with the project, as well as upload a file that includes their artwork or a depiction of it, which they have developed during the project activities or in regards to the Virtual Exhibition Open Call. The received data will be collected and processed in order to migrate the Virtual Exhibition website. The data gathered solely by project team members will be processed and used only for the promotion of the project participants artistic profiles and artwork, within the framework of the project. The effort will be concluded by November 2025 with the end of the project’s lifecycle. Sensitive personal data on participants’ social background or possible status of vulnerabilities will only be used for statistical purposes in an anonymized and aggregated manner.
Again, we will not process any of your information if you do not give your consent; as explained in greater detail below, if you change your mind, you can withdraw your consent at any time during or after the activity by reaching out to the responsible research coordinator(s) and/or the Data Protection Officer (contact details are given at the end of this document). We will only collect and process the minimum amount of information that is required to achieve the purpose of this research activity. We will apply appropriate security measures during all processing and storage of your data (see below). All data collection and processing take place in strict accordance with the EU General Data Protection Regulation 2016/679. You’ll be able to exercise all of your rights as a research participant in accordance with the EU General Data Protection Regulation 2016/679, which we fully respect and comply with; these are also described in this sheet. No automated decision-making or profiling in accordance with Articles 22(1) and (4) of the General Data Protection Regulation 2016/679 is going to take place.
Will personal data be used for external purposes or shared with third parties?
The sole goal of collecting your personal data with the submission form will be to promote the participants’ artistic profiles and artwork within the Virtual Exhibition activity. Your information will be provided only with your consent and will not in any case be distributed to third parties outside the Digi Helicon project team and consortium.
Will personal data be stored?
Access to the systems is limited to the activity coordinator(s) (and their co-workers) in accordance with current security standards. The data, including the uploaded files of participants’ artworks, may be stored for the purpose of conducting a possible audit for five more years after the final payment. It will be deleted from all storage media as soon as possible, either in the immediate aftermath of an audit (when it would no longer be needed) or immediately after the end of the above-mentioned five-year period. No further processing will be conducted.
Who may access my information
We will disclose your information if the European Commission, who is funding this research, requests information for auditing purposes or to evaluate our procedures. Within the consortium partners, your information will only be accessible on a need-to-know basis.
Your Key Data Protection Rights
In accordance with principles of research ethics and the EU data protection framework, you have rights regarding how your personal data is processed. Here are your rights and how we can fulfil them: Right to access personal data processed about you, and the right for these data to be in a portable form – If you request access to personal data that we hold about you, we will provide you with these data in an easily accessible format. Right to rectify personal data held about you – If you think the personal data that we hold about you is inaccurate or incomplete, you can request us to correct or complete your personal data. Right to restrict the processing of your personal data – If you want to restrict the way we process your personal data, you can request that we do so. Right to request that your personal data is erased – If you want us to delete your personal data from our systems, you can request that we do so. Right to leave the research activity – If you wish to withdraw from participating in this survey, you can do so at any time without negative consequences and your personal data will not be processed. Right to be informed about the purpose of the data collection, the use of the data and storage of the provided data. Right to request that we transfer your personal data to another organisation. Right to complain to a supervisory authority – If you feel we have not adequately dealt with your requests, you can complain to the national data protection authority. Right to lodge a complaint to the project coordinator and/or the DPO (contact below). Requests to exercise these rights will be handled without undue delay. If requests to exercise these rights are excessive, malicious, impossible to fulfil, or require a disproportionate effort, we may reject some requests in accordance with data protection legislation.
Contact Details
Project Coordinator: Liane Adler liane.adler@litusnovum.de
Activity Lead: Andreas Siafakas a.siafakas@itml.gr
Consent
By ticking the consent box below, I participate in these activities voluntarily. I understand that my participation will involve submitting my own personal artwork for the purposes of its integration in the Digi Helicon Virtual Exhibition Activity.
I understand the following:
- I have read the information sheet explaining the project and understand how this activity will collect and process my responses, and my personal data if I choose to provide it.
- I will be asked to provide information about myself, my relationship with the Digi-Helicon project, as well as to provide a file including the actual artwork or a depiction of the artwork, I created within the project for it to be presented in the Digi-Helicon Virtual Exhibition.
- I have the right to ask questions about my project participation and receive clear answers before making any decision.
- I may refuse to answer any questions I do not wish to discuss. I am free to end my participation at any time.
- My responses will be incorporated into dissemination activities with the goal of promoting my artwork and will not be kept on file or stored in the form of physical copies.
- I have been made aware of my rights regarding my personal data and how to exercise them. Personal data received will be stored in separate files in a secure manner.
- My personal data will not be transferred to third parties.
- I have been given the contact details of the research team and I have been informed that I am free to contact.