Copernicus4regions webinars
This specific privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Processing of personal data linked to Copernicus4regions webinars.
Data Controller: European Commission, Directorate-General for Defence Industry and Space unit B.3– International Relations and Communication hereinafter DG DEFIS Unit B.3
Data Processor: The EUROPEAN SPACE AGENCY, 24, rue du Général Bertrand, CS 30798 F-75345 Paris Cedex 07, France, Directorate of Earth Observation Programmes (D/EOP) - ESA Data Protection Officer, mail: dpo@esa.int cc: Leena.van.der.made@esa.int.
Data Sub-Processor: The Network of European Regions Using Space Technologies (NEREUS) is an lnternational non-profit making Association (AISBL) established by its statutes (amended on 25.11.2020) having its office located on the territory of the Brussels Capital Region, NEREUS- secretariat, Ms. Svetla Dimitrova, Rue Montoyer 21, 1000 Bruxelles, Belgium, mail: nereus.secretary@euroinbox.com
Record reference: DPR-EC-01063
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 the processing of your personal data in the context of a meeting or event 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 with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.
The European Space Agency is subject to a Personal Data Protection framework composed of the following elements:
The information in relation to the processing of personal data linked to “Copernicus4regions webinars”, organised by the European Commission, the European Space Agency and NEREUS is presented below.
Purpose of the processing operation: the European Commission collects and further processes your personal data to provide you with information about the specific meeting or event (before, during and after) and to process your application for participation in that meeting or event.
Live web-streaming and audio-visual recording will be shared on NEREUS-website (https://www.nereus-regions.eu/) and youtube. Names of speakers and their affiliation will be published on the NEREUS-website and virtual event platform.
During the virtual workshops, participants may be able to intervene by enabling their audio and/or video during the meeting. Participants may send an e-mail to the organiser prior to the event or after the event to request a recording to be blurred, noting that it may take up to 30 days to treat such a request. Participants that do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing, by sending an e- mail to the organiser prior to the event.
Your personal data will not be used for any automated decision-making including profiling.
Please note that the Copernicus4regions webinars may be held using a third-party videoconference IT service, such as WEBEX, which processes personal data. Please read section 7 below for more information. The data collection (registration) will be exclusively done using EU Survey.
The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the meeting or event (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, 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).
The processing operations on personal data of the speakers for the meeting or 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 meeting or event (if applicable):
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 purposes can be withdrawn at any time by sending an email at copernicus4regions@euroinbox.com
The following personal data may be processed in the context of the online event:
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection 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:
of and in line with the instructions of the data controller, keep confidential any data they process and protect it from unauthorised access, use and retention.
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission or of its contractors. 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. The data collection (registration) will be exclusively done using EU Survey.
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.
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.
Where necessary, we may also share your information with a service provider for the purposes of organising the online meeting or event: Videology (Spain).
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).
Registration for the meeting takes place via the NEREUS website https://www.nereus- regions.eu/copernicus4regions/ which employ cookies as described here: https://www.nereus- regions.eu/privacy-and-data-protection/.
Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies.
We may use third party IT tools to inform about and promote the meeting or 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: Twitter, Clevercast and YouTube. 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.
Please note that these webinars may be held using a third-party videoconference IT service such as WEBEX. These IT tools have their own cookies and privacy policies (available here: https://www.webex.com/privacy-policy.aspx for which the Commission has a limited or no control. By participating into the meeting or event via a videoconference IT tool, the participants consent to the processing of their personal data via the third-party tool as described in the related privacy policy.
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.
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.
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 meeting/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 have consented to provide your personal data to the data controller for the present processing operation, you can withdraw your consent at any time by notifying the data controller. The withdrawal of your consent 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.
Procedures for answering to data subjects requests are explained here: https://webgate.ec.europa.eu/connected/docs/DOC-202540
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 Defence Industry and Space, Unit B.3 – International Relations and Communication defis.b3@ec.europa.eu
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.
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.
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-01063.