Protection of your Personal Data

Protection of your Personal Data

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

Processing operation: The “EUandME” campaign

Data Controller: Directorate General for Communication, Directorate B – Strategy and Corporate Communication, unit B1

Record reference: DPR-EC-00077

Table of Contents

  1. Introduction

  2. Why and how do we process your personal data?

  3. On what legal ground(s) do we process your personal data?

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

  5. How long do we keep your personal data?

  6. How do we protect and safeguard your personal data?

  7. Who has access to your personal data and to whom is it disclosed?

  8. What are your rights and how can you exercise them?

  9. Contact information

  10. Where to find more detailed information?

 

  1. 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 The “EUandME” campaign undertaken by Directorate General for Communication, Directorate B – Strategy and Corporate Communication, unit B1 (hereinafter: DG COMM.B1) is presented below.

  1. Why and how do we process your personal data?

The “EUandME” campaign is engaging with young people (18-35 years) across the European Union, highlighting opportunities offered by the EU and starting conversations on how EU achievements and values impact young people’s daily lives.

Purpose of the processing operation: DG COMM.B1 collects and uses your personal information exclusively for the purpose of the campaign’s activities.

The main aim of the collection and processing of data for the campaigns is to present examples of EU action using the stories of real young people or works of art. Furthermore, some collection of data (stakeholder contact data, media and journalist contact data, participants’ data in contests) is carried out for the purpose of promoting the campaigns.

Your data will be collected manually, via the contractor (KOMMITMENT, a consortium led by ICF Next).

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

  1. On what legal ground(s) do we process your personal data

We collect and 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;

or, alternatively,

(d) the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

Processing is necessary for the performance of the European Commission’s tasks carried out in the public interest, as foreseen in Article 11 and Article 13 of the Treaty on European Union and in Article 15 of the Treaty on the Functioning of the European Union.

We ensure that adequate and specific safeguards are implemented for the processing of personal data, in line with the applicable data protection legislation.

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

In order to carry out this processing operation DG COMM.B1 collects the following categories of personal data:

  • Personal data of “EUandME Stories” participants provided by European Commission Directorates-General, Representations, or publicly available contact details: first name, last name, age, date of birth, gender, nationality, place of residence, function title, organisation name, phone number, e-mail address, social media account usernames, voice and image recorded in videos and photographs

  • Personal data provided by participants in the Young Directors Competition: first name, last name, age, date of birth, gender, nationality, place of residence, phone number, e-mail address, social media account usernames, photographs, videos

  • Personal data provided by participants in social media competitions: first name, last name, age, nationality, e-mail address, social media account usernames, voice and image recorded in videos and photographs

  • Personal data of journalists and stakeholders provided by DG COMM, EC Representations, local partners or available on public records: first name, last name, function title, organisation name, phone number, e-mail address

The Data Controller may share aggregate or de-identified information with other Commission Directorates and/or other EU institutions or third parties for archiving, scientific research or statistical purposes.

  1. How long do we keep your personal data?

DG COMM.B1 only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for a maximum period of twelve months after the “EUandME” campaign ends (the provisional end date is 31 December 2019, the campaign might be extended). Data will be automatically deleted at the end of this period.

Documents (reports, correspondence, financial information etc.) containing personal data will be kept by the European Commission for ten years and archived according to the Commission's legal framework.

  1. 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 host servers on which the KOMMITMENT Consortium processes and stores its databases are located exclusively within the European Union, in data centres in Belgium and the UK.

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.

  1. 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 and to processor’s (KOMMITMENT, a consortium by ICF Next) authorised staff. Such staff abide by statutory, and when required, additional confidentiality agreements.

Within the campaign, the general public will only have access to the name and surname and – if applicable - job title as well as any photos or videos created with a prior consent for the purpose of the campaign.

We may share your first name, last name and organisation with other campaign participants.

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 DG COMM.B1 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.

  1. 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, DG COMM.B1, COMM-EMPOWERS@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 (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.

  1. 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-00077.