PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Website, workshop registration, survey and interviews for study on “Capacity Building to Facilitate Implementation of the Effort Sharing Legislation, with Focus on Ex-post Evaluation and Policy Lessons Learned”
Data Controller: European Commission, Directorate General for Climate Action, Unit C2
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 ‘website and workshop registration for study on “Capacity Building to Facilitate Implementation of the Effort Sharing Legislation, with Focus on Ex-post Evaluation and Policy Lessons Learned”’ undertaken by the Directorate-General for Climate Action, Directorate A is presented below.
2. Why and how do we process your personal data?
Purpose of the processing operation: Directorate-General for Climate Action collects and uses your personal information to contact you with regard to this study, to invite you to participate in interviews, surveys and workshops, to prepare workshop badges and attendance lists and for other purposes that are compatible with this. 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
Pursuant to Article 5(1) of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018, we process your personal data, because:
(a) 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.
According to Article 11 of the Treaty on European Union, "the European Commission shall carry out broad consultations with parties concerned in order to ensure that the Union’s actions are coherent and transparent." Protocol No. 2 on the application of the principles of subsidiarity and proportionality annexed to the Treaty stipulates that "before proposing legislative acts, the Commission shall consult widely".
In addition, a special category of personal data is processed, when workshop registrants are invited to indicate dietary and access requirements. This is for the purpose of meeting these requirements in the workshop.
We process the special categories of personal data indicated above and in Section 4, because:
(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject. This consent is through the provision of the personal data on the workshop registration form.
4. Which personal data do we collect and further process?
In order to carry out this processing operation Directorate-General for Climate Action collects the following categories of personal data: title, name, job title, contact details, the name of your organisation and 50 words on respondent role and interest in effort sharing. In addition, workshop registrants may record dietary and access requirements – these are special categories of personal data.
Where you have provided your personal data directly to us, for instance in response to a survey forwarded by a colleague, or by entering data in the website to register for or express interest in a workshop, the provision of personal data is not mandatory. However, if you do not provide your personal data, we will not be able to contact you with additional information for the workshop, to follow up your response to the survey, or for compatible purposes.
In other cases we have obtained the data from contact lists held by Directorate-General for Climate Action, Directorate A, or other EU institutions, or from public sources such as organisation websites.
5. How long do we keep your personal data?
Directorate-General for Climate Action only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for 1 year after the end of the study.
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 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.
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 of the Commission and other EU institutions according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
Your personal data will be used and seen by the lead partner contracted in this study, Ricardo Energy & Environment, which will process the data on behalf of the Data Controller. Where necessary for delivery of capacity building support and workshops, personal data will also be processed by other partners contracted by Ricardo Energy & Environment and by organisations involved in workshop delivery. Third-party online survey tools will be used to undertake the surveys which will collect and use your personal data including name, job title, contact details, and the name of your organisation.
Personal data (name and organisation) will only be published in association with name badges and attendance lists for workshops. Names of speakers will be included in workshop agendas and reports. For other participants, only names of organisations will be included in notes of the workshop.
A web service will be provided that will permit registration for attendance at or interest in workshops.
Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyze our Service.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
Examples of Cookies we use:
- Session Cookies. We use Session Cookies to operate our Service.
- Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
- Security Cookies. We use Security Cookies for security purposes.
The information we collect will not be given to any other 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).
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 Climate Action, Unit C.2 - Governance and Effort Sharing, using the functional mailbox: CLIMA-ESR-SUPPORT@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.