Update, 12th October 2021
- Due to the continuation of the project and to keep it possible to issue
certificates, we will keep the workshop/hackathon/training participants'
data from 2020 and 2021 until December 2024.
On the 1st October 2021, it was announced that CodeRefinery will receive
partial financial support by NeIC for the next 3 years (CodeRefinery
Sustainability Phase, CodeRefinery SP, see
https://neic.no/news/2021/10/01/2021-open-call-results/). The next phase of
the CodeRefinery project is mainly consisting of in-kind contributions by
diverse partner organizations. In this new phase, we need to renew our privacy
We will continue using our online community spaces and the current
owners/administrators will remain until new roles are set in the CodeRefinery
Previously we have written that "Stored names and email addresses of users
will be removed with the end of this project (2021-10-31)". However, we need
to keep participation data from 2020 and 2021 workshops at least until the end
of 2022 since we often get asked for participation certificates long after the
workshop is concluded. Therefore, we will keep information of the
participants who are qualified to certificates (either as learner, helper,
expert helper, or exercise lead) in the currently used platform, Indico,
managed by NeIC. The currently participating staff who is also committed to be
a part of the CodeRefinery SP have access to the information.
We continue using the newsletter in the new phase but
we may switch to other services but in this case we would notify all
subscribers about deletion of their contact information and invite them to
re-register to the new services that we may migrate to. If a user wants to
unsubscribe before that, they are welcome to do so anytime.
provided to CodeRefinery. Your data only comes from what you decide to provide
posted on this page. Any changes will only apply to information collected
after the posted date of any such change. Additionally, information may be
provided to governmental bodies and other entities as required by law.
- CodeRefinery team members/ We - people who are working for the
CodeRefinery project by either or both being funded or in-kind contribution.
- Users - people who use and/or contribute to our services including
workshops, trainings, events, lesson materials, other materials under on our
website and other online resources, newsletters, notification form, and
those who send inquiries to email@example.com.
- Online community spaces - cloud services that CodeRefinery as a project
uses to provide its services to users and for collaborative working among
CodeRefinery team members as well as together with Users. They include, but
not limited to, CodeRefinery's account in GitHub,
- Online video conference systems - onlinve video conference systems that
are licensed to any institute that CodeRefinery team members are affiliated
What information do we obtain and why?
We obtain user data including person identifiable information in the following manner for each purpose:
- Registration form to sign-up for workshops.
- To communicate with the user about the workshop.
- For preparation of the workshop, for example grouping of users for exercises.
- To compare with attendance information.
- After anonymization and summarizing, to report statistics on our website and in reports delivered to fiscal sponsors and contributing partners.
- Email inquiry sent to firstname.lastname@example.org.
- Usage report of Online video conference system showing attendance information (participant name, email address (if any), and time of entry and exit of the online event).
- Attendance sheet we ask for participants in a in-person event to fill out.
- To compare with the information provided upon sign-up for workshops.
- To issue a certificate upon user's request.
Information you provide in our Online community spaces are visible and
information may be visible to other users in the Online community spaces than
CodeRefinery team members. We use your information within each Online
community space for communication purpose in a reasonable and respectful
manner. We will not use your person identifiable information provided in our
Online community spaces for other purposes than communication with you and
within the community. When we archive a note taken in
HackMD during a workshop, we will delete all the
person identifiable information of users.
We obtain the following data anonymously and voluntarily from users.
- Pre-/Post-workshop survey results.
- For preparation of the workshop.
- For improvement of future workshops.
- For reporting (in a summarized form).
- Poll answers in Online video conference systems during a workshop
- For sharing overview of workshop cohort's idea or opinions
Who has access to the personally identifiable information?
- CodeRefinery team members have access to personally identifiable information
provided upon workshop sign-up, subscribing to our
newsletter, sending inquiry to email@example.com, and attendance in
Where we store the data
- We use https://indico.neic.no for storing sign-up
information provided by users for any events. Also emails sent from
https://indico.neic.no with sender email address
of firstname.lastname@example.org will be stored in the same place. Data
controller of https://indico.neic.no is
neic. Registering via
https://indico.neic.no is not strictly required to
take part in an event.
- We use Freshdesk as a platform (data
processor) for email communication where we use our contact email address
(email@example.com), except for the cases where we send email from
- We use TinyLetter(mailchimp) as a
platform to send a newsletter.
- Anonymized survey results and workshop/event attendee statistics are or will
be published on
- Registration data provided via sign-up form in
Indico and attendance information generated by an
Online video conference system are temporarily stored in a CodeRefinery team
member's affiliated institution's cloud system which is in line with
processing non-sensitive person-identifiable information during
anonymization process or obtaining information necessary for issuing a
- Our GitLab service stores your account information which you have entered
when signing up. This contact information is accessible to the system
administrator operating the service and the CodeRefinery project management.
You can at any moment delete your account from this service.
How long we store the data
- Anonymized survey results are meant to be kept without a time limit.
- We always keep affiliations and academic position long term for reporting
but they are disconnected from names and email addresses (which we both do
not store long term).
- Stored names and email addresses of users will be removed with the end
of the project period.
Anonymity and right to be forgotten
- You have the right to register to a workshop anonymously.
- If you want to be removed from announcement lists, please let us
- Workshop registration can be canceled before and removed, otherwise we keep
it for sending a request to answer pre-/post-workshop survey.
- If you want access to your data or to be removed, email us from the address
you have used for registration.
- If you believe something is wrong, please let us know.
- You have the right to lodge complaint with supervisory authority.