PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: ‘Webinar registration’
Data Controller: European Commission, DG Informatics Unit D2
The European Commission is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.
This privacy statement explains the reason for the processing of your personal data in the context of a (type of a) meeting or event, organised by the European Commission. It explains the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.
The information in relation to the processing of personal data linked to meetings and events, organised by the services of the European Commission, is presented below. The operation is part of the activities carried out within the ISA2 programme.
2. Why and how do we process your personal data?
Purpose of the processing operation: DG Informatics Unit D2 collects and further processes your personal data to provide you with information about the specific meeting or event (before, during and after) and to process your application for participation in that meeting or event.
The Commission has mandated a contractor (Deloitte) to provide support to the organisation of this webinar. In this context, Deloitte is the Processor of the data collected, acting on behalf of and under the responsibility of the Head of Unit DIGIT.D2 of the European Commission, which is considered as Controller.
Live web streaming and images of the speakers and organisers might be taken and published in the context of this event. Information will be published on a dedicated event page on the “Better regulation for smoother implementation” website.
Your personal data will not be used for any automated decision-making including profiling.
3. On what legal ground(s) do we process your personal data
The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the webinar are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union.
Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body).
Your consent is required for the following actions during the meeting or event:
- the sharing of the meeting/event attendee list containing your name and affiliation among participants, in order to create working groups to continue the collaborate work launched during the meeting/event;
- the processing of your personal data for inviting you to future events the data controller may organise;
- the processing of your personal data for managing your subscription to a newsletter of the data controller.
If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. You can give your consent via a clear affirmative act by ticking the box(es) on the online registration form.
Your consent for these services can be withdrawn at any time:
- for unsubscribing from the newsletter, please click the unsubscribe button in any of our newsletters;
- for withdrawing consent that you have provided in order to benefit from other services, please contact the controller of the event by sending an email to EUfirstname.lastname@example.org.
4. What personal information do we collect and further process?
The personal data collected and further processed are your name(s)/surname(s), your e-mail address, the country and name of your organisation, your role within the organisation.
5. How long do we keep your data?
Your data will in principle be retained only for the time needed to fulfil the intended objectives and for a maximum period of three months (for webinar follow-up communication), except if you expressly agreed to stay regularly informed of the activities of the Better Legislation for Smoother Implementation.
6. How do we protect and safeguard your information?
Your data are recorded in a secured and protected registration list hosted by the Data Centre of the European Commission, the operations of which abide by the Commission's security decisions and provisions established by the Directorate of Security for this kind of servers and services. The registration list can be accessed only by using a UserId/ Password. All processing operations are carried out pursuant to Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.
In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
The Commission’s processors (contractors) are bound by a specific contractual clause for any processing operations of your personal data on behalf of the Commission. The processors have to put in place appropriate technical and organisational measures to ensure the level of security, required by the Commission.
7. Who has access to your information and to whom is it disclosed?
Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to other authorised Commission staff according to the “need to know” principle and the processor (Deloitte). Such staff abide by statutory, and when required, additional confidentiality agreements.
If the controller uses (a) service provider(s) (processor(s)) to assist the controller in the organisation of a specific meeting or event, the controller may also share your information with those service providers for the purposes of organising the meeting/event. In that case, a list of service providers will be included in the privacy statement of that specific meeting or event.
Third party IT tools
We may use third party IT tools to facilitate the online meeting.
In order to protect your privacy, our use of third party IT tools to connect to those services does not set cookies when our website pages are loaded on your computer (or other devices), nor are you immediately redirected to those social media or other websites. Only in the event that you click on a button or “play” on a video to watch it, a cookie of the social media company concerned will be installed on your device
In order to view such third-party content on our websites, a message will alert you that you need to accept those third parties’ specific Terms and Conditions, including their cookie policies, over which the Commission has no control.
We recommend that users carefully read the relevant privacy policies of the social media tools used. These explain each company’s policy of personal data collection and further processing, their use of data, users' rights and the ways in which users can protect their privacy when using those services.
The use of a third party IT tool does not in any way imply that the European Commission endorses them or their privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.
8. What are your rights and how can you exercise them?
You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.
You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.
The European Commission will ensure that the data subjects can exercise their right to object to processing whenever possible by the organisers of the meeting/event (for example, on the spot by indicating a non-web streamed seat if requested; or ex-post, by deleting a specific sequence from the online video/voice recording).
You can exercise your rights by contacting the data controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.
Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.
9. Contact information
In case you wish to verify which personal data is stored by the responsible controller, have it modified, corrected, or deleted, or if you have any other questions regarding your data, or on your rights, feel free to contact the support team, operating under the responsibility of the Controller, using the following contact information:
European Commission - DG DIGIT
Unit D2 - Interoperability
B - 1049 Brussels
You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.
You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (email@example.com) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the data controller.
The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the European Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.
The record for this processing operation is “Processing of personal data linked to meetings and events” (DPR-EC-01063.1).