Endorse 2023 privacy statement
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Organization and publication of ENDORSE 2023 conference
Data Controller: Publications Office of the European Union, unit A.1, "Standardisation"
Record reference: DPR-EC-00491
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 "Invitation/pre-registration/registration” relating to the ENDORSE conference undertaken by unit D.1 'Stakeholder Relations', in collaboration with unit A.1 'Standardisation' of the Publications Office, is presented below.
2. Why and how do we process your personal data?
Purpose of the processing operation: units 'Stakeholder Relations' and 'Standardisation' of the Publications Office collect and use your personal information for organising and managing the ENDORSE conference. This includes the following processing operations:
- invitations for participants and visitors, including preparatory webinars:
- contact lists and follow-up of actions, including satisfaction surveys;
- compiling, distribution and feedback of reports;
- newsletters and publications;
- in case of repeated meetings of the same group, to ensure that the invitees of meetings are invited to subsequent meetings;
- photographs/pictures, presentations, live web streaming and/or audio and video recording of webinars or of speakers and participants in the event;
- by the Programme committee:
- building the list of invited speakers;
- being consulted for the selection of keynote speakers;
- by the Organising committee:
- monitoring the processing of presentation submissions;
- publications about the participants and their projects as well as the jury members, and further news coverage about the event on the internet/intranet.
For the transparency of the conference information and for the visibility of the related events, the participants' photos, videos, presentations and CVs are published on the ad hoc websites (OP Portal and European Commission) and on social media (Facebook, LinkedIn, Twitter, Yammer, Connected, Instagram, Snapchat, Pinterest and Google Plus)
Participants who wish that their images are neither recorded nor published on any support can opt out by contacting the controller as described in section 9.
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
We process your personal data, because:
- 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;
- processing is necessary for compliance with a legal obligation to which the controller is subject;
- you as the data subject have given consent to the processing of your personal data for one or more specific purposes
Additional legal bases for the processing:
- Treaty on European Union, Articles 5, 11 and 13; Treaty on the functioning of the European Union, Articles 15 and 244-250.
- Mandate of the Publications Office, Decision 2009/496/EC, Euratom of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee and the Committee of the Regions of 26 June 2009 on the organisation and operation of the Publications Office of the European Union.
- Directive 2013/37/EU of the European Parliament and of the Council of 26 June 2013 amending Directive 2003/98/EC on the re-use of public sector information
- Commission Decision 2011/833/EU of 12 December 2011 on the reuse of Commission documents
- Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 in the financial rules applicable to the general budget of the Union
- Decision 2009/496/EC, Euratom of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee and the Committee of the Regions of 26 June 2009 on the organization and operation of the Publications Office of the European Union, esp. Art. 3(1)(e)+(g)
4. Which personal data do we collect and further process?
In order to carry out this processing operation, unit A.1, ‘Standardisation’ of the Publications Office may collect the following categories of personal data which are necessary for the participation in the ENDORSE conference (all data categories are mandatory):
- Contact details: first name, family name, organization and position held, e-mail address (private or professional), phone number, country of origin, professional address and social media account names;
- Background in education and/or work (biography);
- Details about their submitted contribution (title of abstract, brief description, goals of contribution, target audience and material needed)
Visitors of the event
- Contact details: first name, family name, organization and position held, country of origin, e-mail address (private or professional), professional address.
Programme committee members:
- Contact details: first name, family name, organization, e-mail address (private or professional), phone number, country, professional address and social media account names. The provision of personal data is mandatory if you want to participate in the event in one of the roles outlined above.
5. How long do we keep your personal data?
Units 'Stakeholder Relations' and 'Standardisation' of the Publications Office only keep your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for organising the conference and any follow-up actions as necessary with regard to the purpose(s) of the conference. All personal data will be deleted from databases 1 year after the last action in relation to the conference, with the exception of recordings from web-streamed meetings, which will be kept for 2 years before being deleted. In addition, for the annual seminars held at the Publications Office for the Commission DGs, EU Agencies and Representations of the Commission, personal data is maintained as part of a list of contact details shared internally among the European Commission services as long as the data subject is a contact person for the Publications Office. You can request ant any time to be taken off such a contact list.
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 on the servers of the European Commission. 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 General Data Protection Regulation (‘GDPR’ Regulation (EU) 2016/679).
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
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.
The information we collect will be shared with the contractors coordinating the registration to the event, technical organisation and follow-up, and with EasyChair (for the conference management). The Publications Office will not share personal data with third parties for the purpose of direct marketing
We use social media to inform about and promote the ENDORSE conference through widely used and contemporary channels. For instance, you can watch videos which we upload to the Publications Office YouTube page, and follow links from our website to Twitter, Instagram and LinkedIn.
Neither Twitter nor Instagram, YouTube or LinkedIn set cookies when loading our website pages on your device and clicking on the respective fields to connect to those services.
You can watch videos related to the conference on our website. These will be played using YouTube player. In the event that you click “play” on a video to watch it, a YouTube cookie will be installed on your computer or device. If you do not click on any videos at all, no cookie will be installed.
The use of social media does not in any way imply endorsement of them or their privacy policies. In the event that one or more social media are occasionally unavailable we accept no responsibility for lack of service due to their downtime.
We recommend that you read the Twitter, LinkedIn, Instagram and YouTube privacy policies. These explain each company’s policy of data collection and processing, their use of data, your rights and the ways in which you can protect your privacy when using these services.
The Publications Office uses the conference app Sli.do (https://www.sli.do/) for mobile devices. The app is designed to help registrants participate in the ENDORSE conference by taking part in polls, sharing views and asking questions. Registrants are encouraged to (but not obliged to) download or use the conference app.
When using the conference app, participants will be required to create a login. The account will contain first name, last name, job title and email address (see https://accounts.sli.do/signup).
The 'Ask/comment/vote' section of the conference app allows attendees to participate in the conference. The questions and comments from participants and the aggregates of the results of any polling that takes place during the public session of the conference will be displayed on a screen in the conference room. Before this information is displayed, it will be analysed by moderators (the service provider and the Publications Office) to verify, as far as practically possible, the authenticity of the identity of the sender and the relevance of the content of the message/question.
Services covered by the Sli.do app are not under the responsibility of the Publications Office. We suggest that you refer to the data protection notices of the provider.
The Publications Office also uses the EasyChair conference tool (https://easychair.org/). This tool will serve the programme committee and supports managing paper submissions for the ENDORSE conference, reviewing papers, editing the programme and preparing the conference proceedings.
EasyChair collects data that is normally required by conference organisers. This includes name, e-mail address, address for correspondence, web page, country, affiliation and phone number. 6 The processing of personal data by EasyChair follows GDPR and the data is only used and retained for the purpose of the ENDORSE conference.
Web meeting platform
For the purpose of hosting web meetings, we will use the third-party tool ‘Cisco WebEx’. When you register and connect to ENDORSE conference, Cisco WebEx collects your name, email address, password, IP address, browser, phone number (optional), mailing address (optional), geographic region, avatar (optional), user information included in the customer’s active directory (if synched), Unique User ID (UUID). Cisco WebEx and its sub-contractor ICF Next have access to this data, which is hosted on servers within the European Union.
For detailed information about the use of Cisco WebEx by the European Commission, see the Record of Processing DPR-EC-05006 (Service de Web Conference (Webex)).
Detailed information on CISCO WebEx’s data privacy policies is also available here: https://www.cisco.com/c/en/us/about/legal/privacy-full.html.
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).
You have consented to provide your personal data to Units 'Stakeholder Relations' and 'Standardisation' of the Publications Office 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 (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 of the Publications Office (OP):
- The 'Stakeholder Relations' unit (D.1)
- The ‘Standardisation’ unit (A.1)
- 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 (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
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.
This specific processing operation will be included in the DPO’s public register with the following Record reference: DPR-EC-00491