Scope and data controller
This privacy policy explains how AESGP collects and uses personal data for the ERA Matchmaking Platform. It applies only to data processing related to this platform’s survey and matchmaking activities, and not to any other AESGP services, websites, or processes (see the AESGP Privacy Policy).
AESGP is the “data controller” for your data in this context. AESGP is a non-profit membership organization registered in Belgium (company number 0850.689.703) with its registered office at Avenue de Tervuren 7, 1040 Brussels, Belgium. For any questions or data protection matters, you can contact our Data Protection Officer at dpo@aesgp.eu.
Data we collect
We collect only the data necessary to operate the ERA Matchmaking Platform survey and facilitate connections between participants. This includes:
- Personal identification details: Your name, email address, and company affiliation provided when responding to the survey. These details allow AESGP to identify respondents, clarify responses if needed, and administer platform participation.
- Matchmaking contact information: The name and email address of the person designated by your company for matchmaking purposes. This contact information will only be shared with other platform participants if a relevant matchmaking request arises.
- Technical and metadata collected automatically: When you respond to the survey, SurveyMonkey may collect certain technical information automatically, such as your IP address, date and time of response, browser type, and region. This processing is necessary to ensure the security and integrity of the online survey, prevent misuse, abuse or fraudulent activity, ensure the proper technical functioning of the survey platform, and maintain basic technical statistics for system protection. SurveyMonkey acts as AESGP’s data processor for these purposes.
How we use your data
Your personal data is used exclusively for the operation of the ERA Matchmaking Platform and will not be used for unrelated purposes.
Platform operation: Internally, AESGP uses the information to ensure the matchmaking platform functions properly and to manage your participation. For example, we may compile the survey responses to see which APIs have data available or needed among members.
Anonymized platform display to the Participants: The survey results may be displayed on the platform in an aggregated or anonymized manner to the Participants. This means other participants can view, for instance, that or “X [number] companies have [data] or are interested in API Y”, without immediately revealing your identity or contact details.
Facilitating matchmaking requests: A core purpose of the platform is to connect interested parties. If another participant submits a matchmaking inquiry (for example, asking to collaborate on a specific API where data is needed or available), AESGP may disclose your matchmaking contact name and email to that specific inquirer (and/or vice versa) but only if you have indicated interest or data availability for the relevant API. This enables the two interested parties to get in touch directly for collaboration. We will only share such contact details in response to a genuine, platform-related request, and only with parties involved.
No external sharing: AESGP will not share your personal information outside of the ERA Matchmaking Platform context. We do not sell or rent your data to third parties, and we will not disclose your participation or details to anyone outside the platform unless it is necessary to fulfill a matchmaking request you are involved in. Your data stays within the platform’s community and AESGP’s administration.
Legal basis for processing
All personal data collected for the ERA Matchmaking Platform is processed on the following legal bases under Article 6 of the GDPR:
- Legitimate interests (Article 6(1)(f) GDPR): AESGP has a legitimate interest in ensuring the proper operation of this matchmaking platform and facilitating collaboration between Participants in line with the platform’s objectives. We have determined that processing your contact details and related survey information is necessary for these purposes and proportionate, and that it does not override your fundamental rights and freedoms.
- Contractual necessity (Article 6(1)(b) GDPR): In addition, where the participation in the ERA Matchmaking Platform forms part of the contractual relationship between AESGP and the Participant (including registration, membership and the use of the platform), the processing of personal data is also necessary for the performance of that contract, or for taking steps at the request of the data subject prior to entering into such a contract.
Data storage and security
Your survey data is collected and stored using SurveyMonkey Europe UC, a secure online survey service based in Ireland. This means your responses are hosted on servers within the European Union (in Ireland). SurveyMonkey is GDPR-compliant and implements security measures (including data encryption, secure EU-based data storage, access controls, and other safeguards) to protect the data collected. AESGP has a Data Processing Agreement with SurveyMonkey, ensuring that they only process the data on our instructions and maintain its confidentiality.
Within AESGP, access to your personal data is restricted to a limited number of authorized staff who need to process this information for the platform’s purposes. These staff members are bound by confidentiality and trained in data protection. We also apply appropriate technical and organizational measures to secure your data and prevent unauthorized access, alteration, or disclosure.
We do not transfer your personal data to any other third parties. We also ensure that no data is transferred outside the EU in this process, and that all processing remains under EU data protection standards.
Data retention
We will retain your personal data for as long as you remain a participant in the ERA Matchmaking Platform. This means that if your company is active on the platform, we will keep your survey information and contact details on file.
If your company withdraw from the Platform, or if the Platform project ends or your membership is terminated, AESGP will retain your personal data for no longer than 60 months after the end of your participation. The purpose of this post-withdrawal retention period is to maintain administrative traceability and records of the platform’s activities (for example, to resolve any follow-up questions about past matchmaking inquiries or to have an audit trail of who participated). After this 60-month period, your personal data will be securely deleted in our systems. You may request deletion of your data earlier (see “Your Rights” below) and we will accommodate such requests in line with our legal obligations.
Your rights
As a data subject, you have the following rights regarding your personal data under the GDPR:
- Right of access: You can request a copy of the personal data we hold about you, and information about how we process it.
- Right to rectification: If any personal data we hold about you is inaccurate or incomplete, you have the right to have it corrected or updated.
- Right to erasure: You can ask us to delete your personal data. We will comply if we no longer need your data for the platform or if we have no other legal justification to retain it.
- Right to restrict Processing: You have the right to request that we limit the processing of your data in certain circumstances.
- Right to object: You may object to our processing of your personal data on grounds relating to your situation. We will then re-evaluate our reasons for processing.
- Right to lodge a complaint: If you believe your data protection rights have been violated, you have the right to file a complaint with a supervisory authority. You may contact the data protection authority in the country where you live or work, or the Belgian Data Protection Authority (since AESGP is based in Belgium).
Exercising your rights / Contact us
If you wish to exercise any of your rights or have questions or concerns about this privacy policy or the handling of your data, please contact us at dpo@aesgp.eu. Our Data Protection Officer will respond and work with you to address your requests or issues.
Exercising your rights is free of charge, and we will respond to your request as soon as possible and always within the timeframe required by law (generally within one month).
By providing your information in the ERA Matchmaking Platform survey, you acknowledge that you have been informed about how your personal data will be processed.