PRIVACY STATEMENT: PROTECTION OF YOUR PERSONAL DATA
TABLE OF CONTENTS
- On what legal ground(s) do we process your personal data?
- Which data do we collect and process?
- How long do we keep your data?
- How do we protect your 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 may exercise 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.
2. WHY AND HOW DO WE PROCESS YOUR DATA?
This privacy statement concerns the delivery of training and helpdesk services, including face-to-face trainings, webinars and eLearning events, by a Consortium of organisations led by Fondazione punto.sud (hereinafter the Consortium) in implementation of framework contract ECHO/A2/SER/2018/03 for the supply of training and support services to the Directorate-General for Civil Protection and Humanitarian Aid Operations (DG ECHO).
Purpose of the processing operation: the Consortium, acting on behalf of DG ECHO, collects and uses your personal information to ensure an adequate organisation and follow-up of the training and helpdesk services delivered and to send you DG ECHO Flash (newsletter), if requested.
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 European Commission pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725.
4. WHICH PERSONAL DATA DO WE COLLECT AND FURTHER PROCESS?
In order to carry out this processing operation only data necessary for the organisation and management of training and helpdesk services and for sending the DG ECHO Flash (newsletter), such as gender, nationality, name and country of the Organisation, position, your country office, email of your reference person at HQ.
5. HOW LONG DO WE KEEP YOUR DATA?
Personal data is kept as long as its processing is necessary for the organisation and management of the training events. All personal data will generally be deleted from databases 10 years after the last action in relation to this training. Reports containing personal data will be archived according to the relevant Commission legal framework.
6. HOW DO WE PROTECT YOUR DATA?
All personal data in electronic format are stored on the servers of the Consortium providing the training and helpdesk services and its service providers (Docebo SPA and
Freshworks, Inc.). 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 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’ (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, to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements. Consortium members also have access to your data. Other participants in the training events do not have access to the personal data you have disclosed.
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: Head of Unit in charge of International & Interinstitutional Relations and Legal Framework, Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO) at Echo-E1@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.This specific processing has been notified to the DPO with the following reference: DPO-3445.