Publications Office of the EU
Privacy statement - EU Datathon
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2021 - Privacy Statement

PROTECTION OF YOUR PERSONAL DATA

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

Date: 30/07/2021

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

Data Controller: Publications Office of the European Union, unit C.1, 'EU Open Data and CORDIS'

Record reference: DPR-EC-00457

I. Introduction

The European Commission (hereafter ‘the Commission’) is committed to protecting your personal data and respecting 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 'Operation and publications of the EU Datathon and EU DataViz competitions' undertaken by unit C.1 '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.1 '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;
  • in case of registration to the EU Open Days 2021 networking platform, to ensure access to the platform and its networking features;
  • 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 (such as Facebook, LinkedIn, Twitter, Instagram and YouTube).


Participants who do not wish to have their picture taken and/or do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing by informing the controller (see contact details under Heading 9 below).


In case you sign up for the EU Open Days 2021 networking platform and agree to participate in the matchmaking/networking activities powered by artificial intelligence (AI), your personal data will be processed by AI for this purpose.


Your personal data will be used only for these purposes and not be used for any other type of automated decision-making including profiling. 

III. 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 Datathon/DataViz (including web-streaming, photos, audio-visual recording) are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular,

  • Directive 2003/98/EC on the re-use of public sector information
  • 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)

as well as Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union. Consequently, those processing operations are 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).

Your consent is required for the processing of your personal data,

  • in order to handle your registration and access to the event premises, and for inviting you to similar future events we may organise;
  • if you are a participant or contributor, additionally in order to evaluate your eligibility to participate, and if you win in order to disburse the prize correctly;
  • if you register for the networking platform/activities, to give you access to the relevant platform; 
  • if you are a jury member, expert or committee member, additionally in order to ascertain your credentials.

If you opt-in, you are giving 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.

Your consent for these services can be withdrawn at any time by contacting the controller of the event at the contact address stated under heading 9 below.

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

In order to carry out this processing operation unit C.1 'EU Open Data and CORDIS' of the Publications Office collects the following categories of personal data:

EU Open Data Days online participants/viewers: 

  • Non-mandatory: first name, last name, organisation, IP address. Also, all browser-generated information (website data, geolocation, cookies or other technologies used to analyse users’ activity) is subject to your consent except for necessary cookies.

EU Open Data Days networking platform participants: 

  • Mandatory: First name, last name, organisation name, organisation type (incl. description of the organisation and areas of activities and interests), (professional/personal) e-mail address, country, city, IP address.
  • Non-mandatory via the networking platform: Short biography, social media accounts, selected labels (areas of activities and interests), comments you decide to share, feedback, questions, contributions left during the event. Also, all browser-generated information (website data, geolocation, cookies or other technologies used to analyse users’ activity) is subject to your consent except for necessary cookies.

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.1 '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.


Personal data collected on the EU Open Data Days networking platform will be deleted as soon as they are no longer necessary for the purpose for which they have been collected in the framework of the meeting, but no later than 3 months after the event. 

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 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.

 - EventWorks (registration platform – mandatory): First name, last name, email address, professional life data (organisation, role/job title, country). The privacy policy can be found here.
- Swapcard (networking platform - optional): First name, last name, email address, professional life data (organisation, role/job title, country). Swapcard privacy policy can be found here.
- Slido (Q&A - optional): first name, last name, organisation, IP address (remains possible to submit anonymously). Slido privacy policy can be found here.
- Wonder (virtual space - optional): First Name, last name, email address. Wonder privacy policy can be found here.
- EUSurvey (survey - optional): First Name, last name, email address. EUSurvey privacy policy can be found here.
- Walls.io (social wall - optional): Those active on social media may see their social media posts featured on the event social media wall and within in the livestream, which will be activate during and up to three weeks after the event. (privacy policy can be found here.)
- Cisco WebEx (web conference – mandatory for speakers/moderators/jury): first/last or screen name, email address, IP address, browser-generated information browser-generated information (including device information, operating system, device type, cookies or other technologies used to analyse users’ activity). It hosts the collected personal data on servers in the EU and has BCRs in place. The privacy policy can be found here.
- DocuSign (signature consent form – mandatory for speakers/moderators only): first name, last name, email address, signature on the recording authorisation form. The privacy policy can be found here.
- Clevercast (Livestream/video plater – mandatory to view event). The privacy policy can be found here.
 

7.1 Third-party IT tools, including Social Media

We use third-party IT tools to inform about and promote the Datathon/DataViz through widely used communication channels, including 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).

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).

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 read the relevant privacy policies of Facebook, LinkedIn, Twitter, Instagram and YouTube carefully before using them. 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.

7.2 International transfers

Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725 public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

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.


Slido:
Slido is hosted on AWS (Amazon Web Services) infrastructure, located in the EU (Ireland, Germany). Technical data of participants may be transferred to Service Providers in third countries under the legal basis Article 50(1)(a) of Regulation (EU) 2018/1725 (the data subject has explicitly consented to the proposed transfer, after having been informed of the possible risks of such transfers for the data subject due to the absence of an adequacy decision and appropriate). An overview of the Service Providers and data sent be found here.


DocuSign:
DocuSign has received the approval of the applications for Binding Corporate Rules (BCRs) as both a data processor and data controller from the European Union Data Protection Authorities. More information here.


Use of DocuSign under the legal basis Article 50(1)(a) of Regulation (EU) 2018/1725 (the data subject has explicitly consented to the proposed transfer, after having been informed of the possible risks of such transfers for the data subject due to the absence of an adequacy decision and appropriate).


WebEx (Cisco): 
Cisco has received the approval of the applications for Binding Corporate Rules (BCRs) as a data controller from the European Union Data Protection Authorities. More information here. The account used by MCI Benelux SA to host webinars is hosted in Frankfurt, DE, EU. Use of WebEx under the legal basis Article 50(1)(a) of Regulation (EU) 2018/1725 (the data subject has explicitly consented to the proposed transfer, after having been informed of the possible risks of such transfers for the data subject due to the absence of an adequacy decision and appropriate).

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.1 '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.1 '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.

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