Sharing & Reuse Awards Contest 2018/2019 - Privacy statement

Applying for the Sharing and Reuse Awards Contest (referred to as "Awards" in the text).

1. Objective

The “Sharing and Reuse Awards” contest aims at promoting the sharing and reuse of IT solutions in the public sector by rewarding public administrations who collaboratively develop and share their IT solutions. By submitting your project on this page, you apply for the awards and agree with this privacy statement.

As far as this “Call for interest” (hereinafter called “CfI”) implies the collection and further processing of personal data, Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 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, is applicable. 

The Commission has mandated a consortium DT4EU consisting of two external companies, Trasys International and Deloitte,  subcontractor GOPA Com. to carry out the collection of the candidatures for the Awards.

In this context, consortium DT4EU  and subcontractor GOPA Com. are 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.

2. What personal information do we collect and through which technical means?

Identification Data

The personal data collected and further processed are data necessary for assessing your application for the Awards and includes personal information such as your name(s)/surname(s)/phone number(s)/e-mail address(es). Your email address(es) and phone number(s) will only be used by the Processor and the Controller to contact you in case they need more details regarding your application.

The processing operations on personal data linked to the organisation and management are necessary for the management and functioning of the Commission, as mandated by the Treaties, and more specifically in Article 5 of TEU, Article 13 TEU and Articles 244-250 TFEU, and in accordance with Article 1 and Article 11 of TEU. 

Technical information

 The EU Survey system which is used for this application uses session "cookies" in order to ensure communication between the client and the server. Therefore, your browser must be configured to accept "cookies". However, it does not collect personal or confidential information of any kind. The cookies disappear once the session has been terminated.  IP addresses are however logged for security purposes.

3. Who has access to your information and to whom is it disclosed?

The access to all personal data as well as all information collected in the context of this CfI is only granted through User Id/Password to a defined population of users, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Union legislation. The users concerned are members of the DG DIGIT D2 Unit organising the award, any other EU Institution officials concerned by the topic and DT4EU, the contractor.

In the context of the Awards, the Commission will publish the list of the winning public administrations.

Your phone number(s) and email address(es) however, will only be accessible by the Processor and Controller.

No personal data is transmitted to parties which are outside the recipients and the framework mentioned above.

The European Commission will not share personal data with third parties for direct marketing purposes.

4. How do we protect and safeguard your information?

Your application for the Award is recorded in a secured and protected database 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 database can be accessed only by using a UserId/ Password.

The collected personal data and all information related to the above mentioned CfI is also temporarily stored on a computer of the external contractor during the collection and procession of the applications, acting as processor, who has to guarantee the data protection and confidentiality required by the applicable data protection Regulation.

Access to the EUSurvey application is via a non-encrypted connection using the normal http protocol.

5. How can you verify, modify or delete your information?

In case you want to verify which personal data is stored on your behalf by the responsible controller, have it modified, corrected or deleted, please contact the Controller by using the Contact Information below and by explicitly specifying your request.

6. How long do we keep your data?

If you have ticked the consent box in the application form then your personal contact data will be part of a list of contact details shared internally amongst the staff of Commission any other EU Institution officials concerned by the topic, for the purpose of contacting you in the future in the context of the Commission activities.

Otherwise your personal data, collected in the context of this CfI will be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the data were collected i.e. they shall be deleted not later than 6 months after the CfI.

In case the data are stored for longer periods for historical, statistical or scientific use they would be kept in anonymous form only.

7. Contact Information

In case you wish to verify which personal data is stored on your behalf by the responsible controller, have it modified, corrected, or deleted, or if you have questions regarding the CfI, or concerning any information processed in the context of the CfI, 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


Unit D2 - Interoperability

B - 1049 Brussels

Phone number: +32 229-80157


8. Recourse

Complaints, in case of conflict, can be addressed to the European Data Protection Supervisor via