EU DataViz 2019 - Call for contributions

PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about the processing and the protection of your personal data

Date: 04/04/2019

Processing operation: Organisation and publication of the EU Datathon and EU DataViz competitions

Data Controller: Publications Office of the European Union, unit C.4, 'EU Open Data and CORDIS'

Record reference: DPR-EC-00457

I. Introduction

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 Datathon and EU DataViz' undertaken by unit C.4 'EU Open Data and CORDIS' of the Publications Office of the European Union, is presented below.         

II. Why and how do we process your data?

Purpose of the processing operation: Unit C.4 'EU Open Data and CORDIS' of the Publications Office collects and uses your personal information for organising and managing the EU Datathon and EU DataViz, which consists of:

  • 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;
  • publications about the participants and their projects as well as the jury members, and further news coverage about the event on the internet/intranet.

The data is collected to organise a fair and transparent competition and to manage the follow-up with the participants and in particular the winners, to regularly inform them about the event and send invitations, feedback and regular newsletters.

For the transparency of the competition 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).

Your personal data will be used only for this purpose and not be used for an automated decision-making including profiling.

III. 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;

and

  • you as data subject have given consent to the processing of your personal data for one or more specific purposes.

 

Additional legal bases:

  • 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 organisation and operation of the Publications Office of the European Union, esp. Art. 3(1)(e)+(g)

IV. Which personal data do we collect and further process? 

In order to carry out this processing operation unit C.4 'EU Open Data and CORDIS' of the Publications Office collects the following categories of personal data:

EU Datathon (all data categories are mandatory)

Participants of the competition:

  • Contact details: first name, family name, team name, organisation, e-mail address (private or professional), phone number, country of origin, professional address and social media account names;
  • Background in education and/or work (Curriculum Vitae);
  • Winners of the competition additionally have to indicate bank account reference (IBAN and BIC codes), VAT number, passport number, ID number.

Visitors:

  • Contact details: first name, family name, organisation, country of origin, e-mail address (private or professional), professional address.

Jury members and experts:

  • Contact details: first name, family name, organisation, e-mail address (private or professional), phone number, country, professional address and social media account names.

 

EU DataViz (all data categories are mandatory)

Contributors:

  • Contact details: first name, family name, organisation 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 (Curriculum Vitae);
  • Details about their submitted contribution (title of abstract, brief description, goals of contribution, target audience and material needed).
  • Winners of the competition additionally have to indicate bank account reference (IBAN and BIC codes), VAT number, passport number, ID number.

Visitors of the event:

  • Contact details: first name, family name, organisation and position held, country of origin, e-mail address (private or professional), professional address.

Programme committee members:

  • Contact details: first name, family name, organisation, e-mail address (private or professional), phone number, country, professional address and social media account names.

 

Webinars

  • First name, family name, e-mail address, country and name of organisation, role within the organisation.

The provision of personal data is mandatory if you want to participate in the event in one of the roles outlined above.

V. How long do we keep your personal data?

Unit C.4 'EU Open Data and CORDIS' of the Publications Office only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for a maximum of 5 years, except for the winners’ data which will be kept for 10 years.

VI. 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 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 in place. 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.

VII. 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.

External recipient of personal data for organising and conducting webinars: Trasys, 283 route d'Arlon, 8011 Strassen, Luxembourg.

The Publications Office will share the name of the winning teams, their members and the prize as well as other information on EU websites, via mailings lists, newsletters, brochures (and other printed material) on social media (Facebook, LinkedIn, Twitter, Yammer, Connected, Instagram, Snapchat, Pinterest and Google Plus).

VIII. 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 Unit C.4 'EU Open Data and CORDIS' 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.

IX. 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, Unit C.4 'EU Open Data and CORDIS' of the Publications Office, info@publications.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 (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.

X. 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 has been included in the DPO’s public register with the following Record reference: DPR-EC-00457.