Privacy statement
PRIVACY STATEMENT FOR THE MANAGEMENT OF
MEETINGS AND EVENTS
Processing operation: Digital Education Stakeholder Forum
Data Controller: European Commission
Directorate-General For Education, Youth, Sport and Culture
Unit C4 – Digital Education
Record reference: DPR-EC-1063.1
Table of Contents
1. Introduction
2. Why and how do we process your personal data?
3. On what legal ground(s) do we process your personal data?
4. Which personal data do we collect and further process?
5. How long do we keep your personal data?
6. How do we protect and safeguard your personal data?
7. Who has access to your personal data and to whom is it disclosed?
8. What are your rights and how can you exercise them?
9. Contact information
10. Where to find more detailed information?
1. Introduction
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 and purposes of the processing of your personal data in the context of the meeting/event in title, 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 (cfr point 9) with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.
2. Why and how do we process your personal data?
Purpose of the processing operation: the European Commission collects and further processes your personal data to provide you with information about this event (before, during and after) and to process your application for participation in this event.
Your personal data will not be used for any automated decision-making including profiling.
Live web-streaming and audio-visual recording at the event or meeting of the speakers, organisers and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers will be taken and published in the context of the event or meeting at a site or place indicated in the specific consent forms linked to this event.
The audience or non-speaker participants may be photographed in groups and may appear on panoramic photographs of the whole event/audience.
The consent forms linked to the event forms will be sent to the data controller by the contractor and saved for at least 2 years on the shared drive of the EAC.C4 unit.
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 event 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.
These processing operations are hence 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).
The processing operations on personal data of the speakers for the event with whom a contract is concluded, are carried out in line with the contractual provisions. Consequently, that processing is necessary and lawful under Article 5(1)(c) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract).
Your consent is required for the following actions during the event:
- the processing of your personal data for inviting you to future events the data controller may organise;
- the web-streaming and publication of photos and audio-visual recordings depicting you in an identifiable way.
For these issues you may give 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.
You can withdraw your consent for these services at any time by contacting the controller for this event (see Heading 9).
4. Which personal data do we collect and further process?
The following personal data may be processed in the context of the event:
- contact details (function/title, first name, last name, name of organisation, country, e-mail address,);
5. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of this processing or further processing.
For each of the categories of personal data that may be processed, please find below the retention details and the reference to the relevant record of processing:
- Personal data related to the organisation and management of the event (this includes the information given during the registration, before, during or after the event) will be kept for five years after the event.
- Recordings from the web-streamed event will be kept for 2 years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission events).
- Photo's and video's for which consent was obtained through the registration form for the event will be kept for 2 years. Their publication in the channels identified in the Registration Form will follow the longevity of the content posted therein, unless consent was redrawn at an earlier stage.
- In case of audio-visual recording of the event, the recordings will be kept for 3 months after the event before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audio-visual recording of meetings).
Personal data shared with the controller for future mailing purposes (e.g., for receiving newsletters or invitations to similar events) are processed in line with the Record of Processing DPR-EC-03928 (Management of subscriptions to receive information) and the specific privacy statement prepared by the organising Commission service.
Selected service providers for organisational purposes (such as caterers, travel agents or event management organisations) are contractually bound to process personal data on behalf of and in line with the instructions of the data controller, to keep confidential any data they process and to protect it from unauthorised access, use and retention.
6. How do we protect and safeguard your personal data?
All personal data in electronic format are stored on the servers of the European Commission and/or of its contractors until the end of their retention period. 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 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 other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
The service provider used by the data controller is:
- Cecoforma
Rue de la Loi 42, 1050, Brussels
Cookies & Type of Personal Data Processed
Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies).
Registering to the event :
For the purpose of registering to the event, including collecting their personal data for the confirmation of participation, Aventri, third party tool under Cecoforma (contractor) responsibility, collects from sessions organisers, moderators, speakers, exhibitors and participants title, first name, family name, organisation, function, email address, country, role, sector, beneficiary.). It hosts the collected personal data on servers in the EU. Aventri does not process your personal data for its own purposes, but only provides the platform enabling the registration process to the event. For information on how Aventri uses cookies and processes personal data, please consult this link https://www.aventri.com/privacy-policy.
Third party IT tools, including Social Media on our Website
We may use third party IT tools to inform about and promote the event through widely used communication channels, including the social media. For detailed information about the use of social media by the European Commission, see the Record of Processing DPR-EC-00073 (Social Media Use by the European Commission).
You may be able to watch our videos, which may be also uploaded to one of our social media pages and follow links from our website to other relevant social media.
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. If you do not click on any social media buttons or videos, no cookies will be installed on your device by third parties.
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 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).
If you consented to provide your personal data to the data controller for several processing operations, mentioned under Heading 3, you will be able to withdraw that consent at any time by notifying the data controller. Withdrawal of your consent will not affect the lawfulness of the processing carried out before the withdrawal occurred.
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
- 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:
European Commission
Directorate-General For Education, Youth, Sport and Culture
Unit EAC. – Digital education
EAC-DIGITALEDUCATION-FORUM@ec.europa.eu
- The Data Protection Coordinator (DPC) of DG EAC
You may contact the EAC DPC (EAC-DATA-PROTECTION@ec.europa.eu) with regard to issues related to the processing of your personal data by the Data Controller.
- 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 (edps@edps.europa.eu) 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 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.
This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-1063.1.