PROTECTION OF YOUR PERSONAL DATA
the processing and the protection of your personal data.
Processing operation: ‘EU Med means Business - Shaping the future of entrepreneurship in the South' - 21-22 May 2019, Brussels
Data Controller: The Directorate-General for Neighbourhood and Enlargement Negotiations (DG NEAR)
Table of Contents
- Why and how do we process your personal data?
- On what legal ground(s) do we process your personal data?
- Which personal data do we collect and further process?
- How long do we keep your personal data?
- How do we protect and safeguard your personal data?
- Who has access to your personal data and to whom is it disclosed?
- What are your rights and how can you exercise them?
- Contact information
- Where to find more detailed information?
The European Commission (hereafter ‘the 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 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 (repealing Regulation (EC) No 45/2001).
This privacy statement explains the reason for the processing of your personal data, 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 processing operation ‘EU Med means Business - Shaping the future of entrepreneurship in the South' undertaken by The Directorate-General for Neighbourhood and Enlargement Negotiations (DG NEAR) is presented below.
2- WHY AND HOW DO WE PROCESS YOUR PERSONAL DATA?
Purpose of the processing operation:
The Directorate-General for Neighbourhood and Enlargement Negotiations (DG NEAR), referred to hereafter as Data Controller, collects and uses your personal information to ensure an adequate organization, follow-up, communication and promotion of the event ‘EU Med means Business - Shaping the future of entrepreneurship in the South ' organized by the operating DG. The responsible service within DG NEAR is NEAR.B2: Regional Programmes Neighbourhood South.
The organisation and management of the event by the Controller is ensured with the support of two service providers, Candid Foundation gGmbH and IBF International Consulting, processors acting on behalf of the Controller and in the limits of the instructions received from the Controller.
The processor Candid Foundation gGmbH assists the Controller in identifying the participants to the event, develops and maintains the web site for registration;
The processor IBF ensures the logistics for the event, including rental of venue, catering, visa, transportation, web streaming.
In addition to their contractual obligations towards the Controller, the provisions of the General Data Protection Regulation (EU Regulation 2016/679 – the “GDPR” bind both processors.
The purposes of the processing of personal data include in particular management of lists and mailings-lists for contacts, invitations, participants, reports, minutes, distribution of reports/minutes, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, photographs/pictures, presentations, live web streaming and/or audio and video recording of speakers and participants, news and publications.
Your personal data will not be used for an 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 organization, management, follow – up and promotion of the ‘EU Med means Business - Shaping the future of entrepreneurship in the South ' is necessary for the management and functioning of the Commission, as mandated by the Treaties, and more specifically Articles 5, 11 and 13 TEU and Articles 15, 244 - 250 TFEU. In addition, the processing is necessary as part of the European Commission’s obligation to provide information about EU-financed external action, according to Article 4(5) of Regulation (EU) No 236/2014 of the European Parliament and of the Council of 11 March 2014 laying down common rules and procedures for the implementation of the Union’s instruments for financing external action (OJ L 77, 15.3.2014, p. 95). Processing operations linked to pictures, photos, video/voice recordings take place based on the explicit consent of the data subject. The data subjects give their consent via a clear affirmative act by ticking a box on the online registration form.
The processing operations on personal data for the organization, management and promotion of ‘EU Med means Business - Shaping the future of entrepreneurship in the South' are necessary and lawful under the following article and recital of Regulation (EU) 2018/1725:
Article 5(a): processing is necessary for the performance of a task carried out in the public interest on the basis of the Treaties establishing the European Communities or other legal instruments adopted on the basis thereof;
Article 5(b): processing is necessary for compliance with a legal obligation to which the controller is subject;
Article 5(d): the data subject has given consent to the processing of his/her personal data.
Recital 22: processing of personal data for the performance of tasks carried out in the public interest by the Union institutions and bodies includes the processing of personal data necessary for the management and functioning of those institutions and bodies.
No restrictions under Article 25 of Regulation (EU) 2018/1725 apply.
4- WHICH PERSONAL DATA DO WE COLLECT AND FURTHER PROCESS?
In order to carry out this processing operation the Data Controller collects the following categories of personal data:
• data necessary for the organisation and management of the meeting, such as gender (needed for the right title)/name/surname/profession/ postal and/or e-mail addresses/ phone number/fax number, dietary requirements, information on mobility, dietary preferences etc.
• identity/passport number/identity/passport expiration date/date of birth for access control purpose to the Commission's premises or to external premises including other EU venues, if appropriate.
• information about the form of transport used and hotel, and banking information for purpose of reimbursement of travel expenses/allowances, if appropriate.
• pictures, presentations, live web streaming and/or audio and video recording of speakers and participants
No data fields which fall under Article 10 of Regulation (EU) 2018/1725.
5- HOW LONG DO WE KEEP YOUR PERSONAL DATA?
Your personal data is only kept for as long as follow-up actions to the event are necessary, considering the purpose(s) of the processing of personal data and its related management.
All personal data will be deleted from databases 5 year after the last action in relation to the event.
In case you are entitled to reimbursement (travelling/accommodation) for this event, the retention period of your personal data will be in line with the Commission rules on retention periods and follow-up actions for the management of contracts, which is 10 years as from the closure of the contract with the service provider. Likewise, for audit and control purposes, the service providers are under obligation to keep records for seven years period after the final payment made by the Data Controller under the contract. These records comprise any documentation concerning income and expenditure related to implementation of their contracts.
Your personal data will be part of a list of contact details shared internally amongst the Commission services for the purpose of contacting data subjects in the future in the context of the Commission's activities. If you do not agree with this, please contact the Controller by using the Contact Information mentioned in the invitation letter and by explicitly specifying your request.
6- HOW DO WE PROTECT AND SAFEGUARD YOUR PERSONAL DATA?
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored either on the servers of the European Commission or of its contractors. All processing operations are carried out pursuant to the Commission Decision (EU,Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.
The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’Regulation (EU) 2016/679 ).
In order to protect your personal data, the Commission has put in authorised persons with a legitimate need to know for the purposes of this processing operation.
7- WHO HAS ACCESS TO YOUR PERSONAL DATA 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 authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
Access to your personal data is provided to our contractors Candid Foundation gGmbH and IBF, processors acting on behalf of and in the limits of the instructions received from the Data Controller:
- logistic, transport and delivery partners and service providers,
- providers of customer support related services
Filming and photographing of participants and audience
Live web streaming, video recording, voice recording and images of the speakers and the participants, as well as photographs of groups of participants and organizers in the context of the meeting could be taken and published or web streamed on the internet site of DG NEAR, the EU Delegations in the region, euneighbours.eu website, Candid Foundation website and/or DG NEAR and/or Candid Foundation social media accounts.
Participants that do not wish to be part of the above recording/publishing activities are given the possibility to opt-out. The opt-out is provided by assigning specific seats. Participants will be informed about the possibility to opt-out during the events. In case, however, the participant decides to intervene (by asking questions) his/her voice will be recorded.
We inform you that our contractor Candid Foundation gGmbHs’s providers for technological services are located in territories outside the European Economic Area, namely the United States of America; they are certified PRVIACY SHIELD (https://www.privacyshield.gov/welcome): Google Inc. (1600 Amphitheatre Parkway, Mountain View, CA 94043, USA) and The Rocket Science Group, LLC 675 Ponce de Leon Ave NE Suite 5000. Atlanta, GA 30308 USA – www. https://mailchimp.com).
The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.
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, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or 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.
Furthermore, for the recording/publishing activities you have consented for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.
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 and responsible Data Controller in your request.
9- CONTACT INFORMATION
-The Data Controller
If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller:
NEAR.B2: Regional Programmes Neighbourhood South - functionalNEAR-B2@ec.europa.eu The Data Protection Officer (DPO) of the Commission
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.
-The European Data Protection Supervisor (EDPS)
You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (firstname.lastname@example.org) 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.
10- WHERE TO FIND MORE DETAILED INFORMATION?
The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register .