COCO-AI is a research and innovation project funded by the European Union under the Horizon Europe programme (Grant Agreement No. 101290497).
The Website is maintained and operated on behalf of the COCO-AI consortium by Aberland World Service Ltd (“Aberland”). For personal information collected through the Website, Aberland World Service Ltd acts as the data controller.
We process personal information in accordance with applicable data protection law, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and, where applicable, the EU General Data Protection Regulation (“EU GDPR”).
1. Information we collect
We collect personal information when you choose to provide it to us or when limited technical information is generated through your use of the Website.
Information you provide
When you contact COCO-AI or submit a Get Involved form, we may collect:
- your first and last name;
- email address;
- organisation;
- job title; and
- any information you choose to include in your message.
Please do not include sensitive personal information in free-text fields unless it is necessary for your enquiry.
If a newsletter is introduced, we may also collect your name, email address and communication preferences when you choose to subscribe.
Website and analytics information
We use Vercel to deploy and operate the Website and use Vercel Analytics to understand how the Website is used.
Depending on the services and technical configuration in use, Vercel may process technical and usage information associated with visits to the Website. This may include information relating to requests, devices, browsers and interactions with the Website.
We use this information to operate, secure and improve the Website and to understand its overall use.
Further information about cookies and similar technologies is provided in our Cookie Policy.
2. How and why we use your information
We only use personal information where we have a lawful basis to do so.
| Information | Purpose | Legal basis |
| Contact details and message |
To receive, review and respond to your enquiry |
Legitimate interests |
| Organisation and job title |
To understand the context of your enquiry and direct it appropriately |
Legitimate interests |
| Website and analytics information |
To operate, secure, understand and improve the Website |
Legitimate interests and/or consent where required |
| Newsletter details, if introduced |
To send project news and updates you have requested |
Consent |
Our legitimate interests include communicating with people and organisations interested in COCO-AI, managing project-related enquiries, operating the Website effectively and understanding how it is used.
Where we rely on legitimate interests, we consider those interests against your rights and reasonable expectations.
Where processing is based on consent, you may withdraw that consent at any time.
3. Contact and Get Involved enquiries
Information submitted through the Website is received and managed by Aberland.
Form submissions may be stored on systems operated by Aberland or by service providers acting on our behalf, such as form-management or customer-relationship-management platforms. These may include services such as Typeform or HubSpot where they are used for the relevant form or workflow.
Information may also be processed through Google Workspace, which hosts the COCO-AI project email account used by Aberland.
Where your enquiry relates to the work or expertise of another COCO-AI consortium partner, we may share relevant information with that partner where reasonably necessary to respond to your enquiry or facilitate the requested interaction.
We will not sell personal information collected through the Website.
4. Newsletter and project communications
COCO-AI may offer the option to subscribe to project news and updates.
If you choose to subscribe, we will use the contact details you provide to send those communications. Newsletter subscriptions will be voluntary and based on your consent.
You will be able to withdraw your consent and unsubscribe from these communications at any time using the unsubscribe mechanism provided or by contacting us.
We will update this Privacy Policy as necessary when newsletter functionality is introduced, including information about any service provider used to manage subscriptions or distribute communications.
5. Who we share information with
We may share personal information where necessary with:
- COCO-AI consortium partners, where relevant to an enquiry or project activity;
- service providers acting on our behalf, including providers of website infrastructure, analytics, email, form-management, data-storage and customer-relationship-management services;
- professional advisers where reasonably necessary; and
- public authorities, regulators or other parties where disclosure is required by law.
Service providers processing personal information on our behalf are expected to process it only for the relevant purpose and subject to appropriate data-protection arrangements.
The COCO-AI consortium includes organisations in several countries. Personal information will only be shared with consortium partners where there is an appropriate reason to do so.
6. International transfers
Some of the organisations and service providers involved in operating the Website or responding to project enquiries are located outside the United Kingdom or European Economic Area.
COCO-AI also includes consortium partners in countries outside the UK and EEA. Where appropriate, an enquiry may therefore need to be shared with a relevant consortium partner in another country.
Where personal information is transferred internationally, we take steps to ensure that the transfer complies with applicable data protection law. Depending on the destination and circumstances, these safeguards may include an applicable adequacy decision, the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum or other legally recognised transfer mechanisms.
Vercel’s current data-processing terms, for example, provide for international processing and incorporate mechanisms for transfers of personal data protected by EU and UK data-protection law.
7. How long we keep your information
Personal information submitted through general contact and Get Involved forms will normally be retained for up to 12 months after the enquiry has been resolved, unless there is a legitimate reason or legal requirement to retain it for longer.
Information that becomes part of an ongoing project relationship, collaboration or contractual matter may be retained for longer where necessary for that purpose and in accordance with applicable retention requirements.
Newsletter information, if this service is introduced, will normally be retained until you unsubscribe or withdraw your consent, subject to any limited retention necessary to record and respect that request.
Technical and analytics information is retained according to the applicable service configuration and retention periods.
8. Your data protection rights
Depending on where you are located and the circumstances of the processing, you may have rights under the UK GDPR, EU GDPR or other applicable data protection laws.
These may include the right to:
- access personal information we hold about you;
- correct inaccurate or incomplete information;
- request deletion of your personal information;
- restrict how your information is processed;
- object to certain processing, including processing based on legitimate interests;
- receive or transfer certain information in a portable format where the right to data portability applies; and
- withdraw consent at any time where processing is based on your consent.
These rights are subject to the conditions and exceptions provided by applicable law.
To exercise your rights, contact:
COCO-AI@aberlandworld.com
We may need to verify your identity before acting on a request.
You also have the right to raise a concern with the relevant data protection supervisory authority. As Aberland World Service Ltd is established in the United Kingdom, you may contact the UK Information Commissioner’s Office (ICO). Individuals in the EEA may also have the right to contact the data protection authority in their country of residence, work or where an alleged infringement occurred.
9. Security
We take appropriate technical and organisational measures to protect personal information against accidental or unlawful loss, misuse, alteration, unauthorised access or disclosure.
However, no website, electronic transmission or information-storage system can be guaranteed to be completely secure.
10. External websites
The Website may contain links to websites and services operated by third parties, including consortium partners, research repositories, social media platforms and other external resources.
This Privacy Policy applies only to personal information processed by Aberland through the COCO-AI Website. External websites and services have their own privacy practices, and we encourage you to review their privacy notices when leaving the Website.
11. Cookies and similar technologies
The Website may use cookies or similar technologies where necessary for its operation, analytics or other functionality.
Information about the technologies currently used, their purposes and any choices available to you is provided in our Cookie Policy.
Where applicable law requires consent before a particular cookie or similar technology is used, we will seek that consent before activating it.
12. Changes to this Privacy Policy
We may update this Privacy Policy as the Website and COCO-AI project develop, including when new website functionality or communication services are introduced.
Any revised version will be published on this page and the Last updated date will be changed accordingly.
Where a change materially affects how we process personal information, we will take additional steps to provide notice where required by law.
13. Contact us
For questions about this Privacy Policy, our use of your personal information, or to exercise your data protection rights, contact:
COCO-AI@aberlandworld.com
Data controller:
Aberland World Service Ltd
Oxford, United Kingdom