Data Protection

Note

In the following ‘personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person; (Art. 4 GDPR).

The storage space of Hydra is exclusively intended for data used in or resulting from computations carried out by the user. It is strictly forbidden to store any personal data in our systems, except for the cases listed below.

Researchers working with personal data

Researchers performing computations with datasets containing personal data have to file their research into the register of processing activities of their research institution. Please contact the respective Data Protection Officer (DPO) for more information

Data of former users on Hydra

Users leaving the institution granting them access to the VUB-HPC facilities will lose access to their account from the date of departure. The following timeline describes the different stages of data retention that will apply to data left by the user in his/her personal partitions ($HOME, $VSC_DATA, $VSC_SCRATCH):

  • Once notification of departure is received by VUB-HPC

    account is automatically closed

  • 6 months after departure

    all data in the $HOME, $VSC_DATA and $VSC_SCRATCH directories of the user is archived in the systems of VUB-HPC

  • 12 months after departure

    all archived data of the user is deleted from the systems of VUB-HPC

Data left by the user in the Virtual Organization (VO) of their research group will not be subject to the aforementioned data retention policies. It will be kept in the VO’s storage and will continue to be managed by the owner of the VO.

Data transfer of former users on Hydra

After departure, all data left by any user in their personal partitions of the HPC ($HOME, $VSC_DATA, $VSC_SCRATCH) will be considered data belonging to the institution that hosted the user. Therefore, the head of the corresponding unit will become responsible for the management of that data.

Transfer of data from a closed account can be requested by sending the form below, duly filled in, to VUB-HPC Support. Any request to transfer data from a closed account should be specific and describe the nature of the files to be transferred to avoid disclosing any personal data in the user’s account. Upon reception of the request, the HPC team will require the approval of the corresponding head of unit responsible for that data.

Data Transfer Request Form

  • Name of the person requesting the data transfer:

  • Function/Position of the person requesting the data transfer:

  • Username of the owner of the data:

  • Username of the recipient:

  • Description of the data being transferred (file formats, generic contents, research project):

  • Current location of the data: