Privacy and data use

What we collect

• Your name, university email, and faculty or discipline, from your profile.
• When you apply to a project: your CV, motivation letter, year of study, academic average, and any message you add.

How it is used

• To connect students with research projects and let professors review applicants for their own projects.
• Professors only see applications submitted to their own projects. Administrators manage the platform and approvals.
• If you join a research circle, your name and year of study are visible to the other members of that circle, to its leads, and to the professor who supervises it. They are not visible to anyone else.

Why we may process it

Your profile, your applications and your circle memberships are processed to provide the service you asked for when you created your account (article 6(1)(b) of the GDPR). Keeping the platform running safely and reviewing what is published on it rests on the platform's legitimate interest (article 6(1)(f)). Anything optional, such as joining a research circle or saving a CV for later, is processed because you asked for it.

Where it is stored

Data and uploaded files are stored with our hosting provider in the European Union, protected so that only the people described above can access them.

Four services process data on the platform's behalf, bound by contract to these purposes only: Supabase (the database and files, Frankfurt), Vercel (the website itself, Frankfurt), Resend (email delivery) and Algolia (the search box, European Union). Algolia holds a copy of what is already public on this site, the circle pages and their meetings and outputs, and receives the words you type into the search box and nothing that identifies you. Signing in uses the university's Microsoft account; Microsoft confirms who you are and receives nothing about your applications.

How long we keep it

At the end of each academic year the platform deletes applications to projects that have closed, files included. An application you withdraw is deleted at once. Your profile, and a CV you saved for reuse, are kept while your account exists; ask, and both are deleted.

Your rights

You can ask to see the data we hold about you, have it corrected or deleted, restrict how it is used, or object to it. Write to research@umfclujresearch.org and we answer within a month. If you think your data is handled unlawfully you can complain to the Romanian supervisory authority, ANSPDCP (dataprotection.ro).

Cookies and measurement

The site sets only the cookies it needs to work: your session after sign in, and your choice of language, theme and, for administrators, view. None of them follow you to other sites, which is why there is no cookie banner. Visits are counted with Vercel's analytics, which keeps no cookie and stores no identifier: we see how many people read a page or send a form, never who.

Your choices

• You can withdraw an application at any time, which deletes the files you uploaded for it.
• To remove your account or request deletion of your data, email research@umfclujresearch.org.

Who to write to

UMF Cluj Research, research@umfclujresearch.org. This notice was last updated on 14 September 2026.