PRIVACY NOTICE FOR THE PROCESSING OF YOUR PERSONAL DATA IN THE FRAMEWORK OF TOYOTA EXTERNAL GATEWAY FOR RESEARCH AND INNOVATION

This Privacy Notice relates to the Processing of your Personal Data in the framework of Toyota External Gateway for Research and Innovation Platform. It always has to be read together with the General Toyota Privacy and Personal Data Protection Policy in which the general modalities of the processing of your Personal Data are described and which you must accept in order to be able to proceed further.

WHO IS RESPONSIBLE FOR THE PROCESSING OF YOUR PERSONAL DATA?

Toyota Motor Europe NV/SA
Avenue du Bourget / Bourgetlaan 60
 1140 Brussels, Belgium

as Data Controller, collects your Personal Data (as indicated below) for the purposes as described below.

WHICH OF YOUR PERSONAL DATA WILL BE COLLECTED?

We will collect the following categories of your Personal Data with respect to the Gateway for Research and Innovation.

Category of Personal Data: Business Partner Contact Data

Types of Personal Data: First Name, Last Name, Professional/Business Email Address

FOR WHICH PURPOSES AND ON WHICH LEGAL BASES DO WE PROCESS YOUR PERSONAL DATA?

We will process your Personal Data for the purposes and based on the legal bases described below:

Purpose 1: To create a single, centralized space where potential business partners of Toyota can introduce themselves and opportunities for Innovation and Collaboration.  The proposal and the potential business partner is first screened, if TME is interested they can contact the potential business partner in order to follow-up on the proposed Innovation or Collaboration.

Legal Basis: Performance of a contract to which the data subject is party in order to be able to take steps at the request of the data subject prior to entering into a contract.

Purpose 2: To create a single, centralized space where Toyota Employees can also introduce opportunities for Innovation and Collaboration.

Legal Basis: Legitimate interest pursued by the Data Controller(s) in order to be able to follow up on suggested opportunities.

HOW LONG DO WE KEEP YOUR PERSONAL DATA?

Your Personal Data will be kept for the duration indicated below:

Category of Personal Data: (Potential) Business Partner Contact Data

Retention Period: 15 years

ARE WE USING YOUR PERSONAL DATA FOR DIRECT MARKETING PURPOSES?

No. We will not use your Personal Data for direct marketing purposes without your explicit consent.

WHO WILL RECEIVE YOUR PERSONAL DATA?

Your Personal Data will be made accessible to the recipient(s) indicated below:

Recipients

Authorised Toyota Staff Members

Toyota Affiliates and Subsidiary Companies

Itonics GmbH

Onde Alte SRL-SB

H-Farm S.p.A.

DISCLOSURES/TRANSFERS OF YOUR PERSONAL DATA TO COUNTRIES OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

Your Personal Data will be made accessible to recipient(s) in countries outside the EEA as indicated below:

Non-EEA Recipients

Toyota Motor Company (Country: Japan)

Toyota Motor North America (Country: United States)

Toyota Motor Manufacturing Turkey (Country: Turkey)

Toyota Motor United Kingdom (United Kingdom)

HOW TO EXERCISE YOUR PRIVACY RIGHTS?

You can at any time exercise your right to access your data, rectify it or have it deleted according to the applicable privacy laws by contacting data.protection@toyota-europe.com

INFORMATION:

I hereby confirm having understood this notice; I have read the General Toyota Privacy and Personal Data Protection Policy.

Terms & Conditions

Purpose

The purpose of the Toyota OpenLabs External Gateway function is to facilitate easier self-introduction of start-up companies to Toyota Motor Europe, Toyota Affiliates, and Toyota Subsidiary Companies (herein collectively referred to as Toyota) and identification of mutual opportunities for innovation and collaboration.

Data Requested

• Organization Data:
  • Start-Up Name (Mandatory)
  • Profile Image (Logo of the organization)
  • Description / Overview of the organization (Mandatory)
  • Proposed Collaboration Area
  • OpenLabs Theme (Selection from List)
  • Activity with Toyota
  • Website
  • City of Main Operations
  • Country of Main Operations
  • First Name of Main Contact Person (Mandatory)
  • Last Name of Main Contact Person (Mandatory)
  • Email of Main Contact Person (Mandatory)
  • References May be an external URL or files (PDF, PPT, Word, Excel).
• Start-Up Business Information
  • Founder or CEO (Name)
  • Team Size
  • Founding Year
  • Last Funding Date
  • Funding Amount
  • Revenue
  • Notable Investors
  • Notable Partners and Clients
  • Notable Milestones
• Additionally, Toyota receives the creation time and date of the submitted data.
• For security purposes, our partners (Itonics GmbH) may collect IP addresses related to the origin of submissions. This data is not visible or available to Toyota.
• If you are submitting information on behalf of a Third Party, you must have their permission and inform them about data usage by Toyota and our partners.

Data Usage:

• After the data is submitted by an organization it will be first checkedby Gateway Managers (appointed and authorized Toyota employees and our authorized partners)
• The Gateway Managers will assign Toyota Experts to check the incoming information based on the innovation management category and other content.
• The Toyota Experts will review the organization data and any proposal submission, and they will add any internal Toyota information and opinion regarding whether this proposal is relevant or not to our business.
• Toyota Experts may contact the named person at the organization to confirm their information and develop further any proposal
• If the company data and/or proposal data is of interest to Toyota Experts then they may also invite the submitting / named organization to a pitching event or other direct opportunity to collaborate.

Obligations related to the Data Usage:

• Toyota is not obliged to follow-up on the data submitted through the gateway and is not committed to any form of business collaboration with the person or entity submitting data or any Third Party that they represent. Toyota will make no payment or financial compensation for any data received through the gateway unless otherwise previously agreed in a mutually signed contract.
• Toyota will charge no fee to a person or entity (company, institute, organization) that submits data through the gateway under the intended conditions and purpose. Toyota will charge no fee for storing and keeping the data.

Security and Data Handling

Data submitted through the gateway is saved in our Toyota Collective Intelligence System, which was developed in collaboration with Itonics GmbH. The system is hosted on AWS servers within the European region.

• Access Control:
  • Only named and authorized employees of Toyota, Toyota Affiliates, Toyota Subsidiary Companies and our authorized partners have the ability to view and interact with this information.
• Cybersecurity Measures:
  • Together with our partners, including Itonics, we conduct cybersecurity assessments and penetration testing of the system to the best of our ability.
  • If necessary, we engage additional third-party experts to provide further advice.
  • We have implemented foreseeable countermeasures against data breaches, deletions, and malicious actions.
• Emergency Access:
  • Only in the case of severe unforeseen system errors would we seek support from Itonics GmbH to access the system.
  • In more severe cases, we may request support for activities such as data retrieval or repairs.

Contact Data Usage:

• Contact data (first name, last name, and email address) is requested solely for making contact with a named person at the submitting/named organization to better understand their business and technology proposal.

Purpose Limitation:

• The data will not be used for any purpose other than exploring potential collaboration between the submitting/named organization and Toyota.
• It will not be used for marketing activities related to Toyota products.

Data Retention Policy

• Our intention is to keep the submitted information that is relevant to the business of Toyota for the period required for full evaluation and exploration of potential collaboration. It is expected that this shall not exceed 15 years.
• Please read the Privacy Notice for more details on the retention period and for more information on how you can exercise your Data Subject Rights.