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Specific Privacy Statement – European Youth Portal

This statement refers to the European Youth Portal and its associated online services such as websites and mobile phone applications. As this system contains individuals' personal data, its publishing and processing falls within the provisions of the Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000. This privacy statement explains to you the way in which this system uses personal data, and the way in which the privacy of this data is being protected.

For data protection questions related to the Erasmus+ Virtual Exchange initiative, please refer to its own Privacy Statement available here https://europa.eu/youth/erasmusvirtual/erasmus-virtual-exchange-privacy-statement_en

What is the purpose of the data collection?

There are five main features of the European Youth Portal (EYP) which involve the collection and processing of personal data. These are:

  • Information provision – the creation and maintenance of articles, events and news items related to the EU Youth Strategy.
  • European Solidarity Corps – the EYP provides the ability for individual young people to register for the Corps, to indicate their preferences for activities, and receive training to be prepared to undertake an activity. They will also be able to post and share user generated content about their Corps experience, such as pictures and texts, comment on the posts of others, upload an avatar for their profile and manually specify their location. The EYP will also allow authorised organisations to search the database of Corps registrants to find potential volunteers / workers for their activities, make contact with potential participants (if the registrant agrees to be contacted by the organisation), make offers for activitiesactivities registrants, which the registrants have the option to accept or decline; and finally, issue a certificate of participation after the activity is finalised.
  • Database of organisations and opportunities – this includes a list of organisations accredited under Erasmus+, European Solidarity Corps organisations holding a Quality Label, other EU funding programmes and authorised third party providers offering opportunities for volunteering, traineeships and jobs for young people. This database also displays the list of opportunities mentioned above.
  • Online Consultation Toolkit (CTK) – as part of the EU Youth Strategy is to encourage the greater participation of young people in democratic life, the EYP incorporates a platform to allow young people to have their say on different topics.
  • DiscoverEU – the EYP provides the ability for individual young people and groups of young people to apply for a travel pass by providing personal information about themselves. They will also answer a quiz, a subsidiary question and questions related to travelling (cfr. Section "What personal data do we collect in the EYP?"). For groups of young people, the leader of the group must provide the same kind of information, after which a code will be generated and used by the other members of the group in order to fill in their personal data. Only the date of birth, the nationality, and the replies to the quiz and subsidiary question will be used for the award decision. Other personal data collected through the registration form will be used for statistical purposes and as relevant information for the authorised sub-contractor designated by the European Commission to arrange the travel bookings of the selected participants.

Users may be asked to login and authenticate yourself before you can use some of these features. To do so, the EYP may use the European Commission's Identity Management System (IMS), through the EU Login system. That system has its own Privacy Statement.

The purposes of the data collection are to:

  • Information provision
    • Provide contact information (in the form of names and / or email addresses of people associated with articles, events or news items) to members of the public.
    • Enable authorised users to be registered on the EYP as authors / editors, and to provide technical assistance when necessary.
  • European Solidarity Corps
    • Enable young people to register with the Corps by providing their basic personal information and contact details. Also enable Corps registrants to voluntarily provide additional contact information, details of their preferences for the types of activities they would be interested in, and the skills and experience they can bring to activities, a summary of their education and employment and any previous volunteering experience.
    • Enable Corps registrants to receive emails, newsletters and other notifications related to the Corps and other European Commission / non-European Commission initiatives targeting youth, as well as surveys and other methods of gathering feedback from registrants. It is possible for Corps registrants to define which communications they wish to receive.
    • Enable the Corps to provide training opportunities to Corps registrants.
    • Enable Corps registrants to provide feedback on services and processes.
    • Enable Corps registrants to communicate with each other through the community building features of the Corps. This includes the ability to post user generated content related to their Corps experiences, as well as view and make comments on the posts of other registrants, share their own posts on social media and search/apply for activities . They may also report posts that concern them to the Corps administrators. These posts must comply with the Terms and Conditions of use for the European Youth Portal, available online. They may also upload an avatar to their profile, and indicate their current location.
    • Enable authorised representatives of organisations authorised to run Corps activities to search the database of Corps registrants in order to find potential volunteers / workers for Corps activities, by matching details of the proposed activity against the personal data and preferences provided by Corps registrants.
    • Enable these authorised representatives to get in contact with selected candidates, if the registered candidate agrees to be contacted by the organisation.
    • Enable these authorised representatives to offer specific activities to Corps registered candidates, and manage the offers that have been made.
    • Enable Corps administrators to manage the database of Corps registrants and provide assistance to Corps registrants.
    • Enable Corps administrators to manage Corps activities and the Corps searching / matching processes, and provide assistance to authorised representatives of organisations authorised to run Corps activities.
    • Enable Corps administrators and other trusted parties to send information and notifications about the Corps and other related activities to Corps registrants and the authorised representatives of organisations.
    • Enable Corps administrators to analyse data on registrants and to analyse feedback received from them.
    • Enable Corps administrators to review posts and comments submitted by registrants, and those reported by registrants, and take necessary action if these do not comply with the Terms and Conditions of use of the European Youth Portal.
  • Database of organisations and opportunities
    • Provide contact information (in the form of names and / or email addresses of people associated with Erasmus+ accredited organisations, European Solidarity Corps organisations holding a Quality Label, other organisations certified under the EU funding programmes or authorised third party providers and their opportunities) to members of the public.
    • Enable Erasmus+ accredited organisations, European Solidarity Corps organisations holding a Quality Label, other organisations certified under other EU funding programmes or authorised third party providers to manage the published contact details of their organisations.
    • Enable Erasmus+ accredited organisations, European Solidarity Corps organisations holding a Quality Label, other organisations certified under other EU funding programmes or authorised third party providers to advertise their opportunities to potential candidates, and enable young people to make contact with these organisations.
    • Enable EYP administrators to provide technical assistance to organisations when necessary.
  • Online Consultation Toolkit (CTK)
    • Allow users to receive updates by email about the consultations they have participated in.
    • Enable monitoring and statistical analysis of the users of the CTK.
    • Enable EYP administrators to provide technical assistance when necessary to the organisations managing the consultations.
  • DiscoverEU
    • Enable young people to apply for the initiative by providing their basic personal information, contact details, as well as additional information related to travelling (cf. Section "What personal data do we collect in the EYP?").
    • Enable applicants to receive emails and other notifications related to DiscoverEU and other European Commission / non-European Commission initiatives targeting youth, as well as surveys and other methods of gathering feedback from applicants.
    • Enable print, TV or radio media outlets selected by the European Commission to get in contact with selected applicants, only after the explicit agreement of the selected applicants to be contacted.
    • Enable DiscoverEU administrators and the authorised sub-contractor to get in contact with selected applicants.
    • Enable the authorised sub-contractor to offer a travel pass to each selected applicant.
    • Enable DiscoverEU administrators to have access to the online stored data of applicants and proceed with the selection of applicants as well as provide assistance to DiscoverEU applicants (2nd level of support). First level of support will be done by the Eurodesks.
    • Enable DiscoverEU administrators to analyse data of applicants and to analyse feedback received from applicants.

The European Commission and the organisations responsible for the implementation of these features will not process the collected data for any other purpose than those described above.

What personal data do we collect in the European Youth Portal?

  • Information provision
    • Individual members of the public linked to an article, event or news item: name, email address.
    • Staff from Eurodesk Brussels Link or from the network of national Eurodesk organisations: first name, family name, email address, country the person is permitted to administer content on behalf of.
  • European Solidarity Corps
    • Individual members of the public who decide to join the Corps must provide the following basic information: first name, family name, date of birth, gender, country of legal residence, nationality, email address, preferred contact language, types of Corps activities interested in, prior knowledge and experience, and indicate that they accept the Mission and Principles of the Corps.
    • After the initial registration process to join the Corps, they can voluntarily provide additional information about themselves: postal address, telephone numbers, summary of education and employment, details of previous volunteering experiences, language skills, availability for Corps activities, motivation to volunteer on a Corps activity, motivation to work on a Corps activity, desired countries to volunteer / work in, desired occupations, any additional information the user wishes to provide, willingness to receive emails, newsletters, notifications and other communications from the Corps.
    • They may also upload a personal CV in the form of a document, with the understanding that all of the information contained within the CV, including contact details and any sensitive personal information, will be made available to the representatives of organisations authorised to run Corps activities, who may use it as part of their processes to select registrants for their activities.
    • They may also post user generated content related to their Corps experience, and submit comments on posts made by other registrants. These posts must comply with the Terms and Conditions of use of the European Youth Portal.
    • They can also upload an avatar to their profile, indicate their current location and search and apply for activities.
    • The European Solidarity Corps will serve as a platform in order to facilitate organisations and individuals to come together and there will be no evaluation of personal aspects of the data subject conducted by EAC.
    • Authorised representatives of organisations authorised to run Corps activities: first name, family name, user name, email address, organisation(s) the person is entitled to administer, acceptance of the Mission and Principles of the Corps.
  • Database of organisations and opportunities
    • Individual members of the public linked to an Erasmus+ accredited organisation, a European Solidarity Corps organisation holding a Quality Label, another organisation certified under other EU funding programmes, an authorised third party provider or a project: name, email address.
    • Organisation Managers: first name, family name, user name, email address, organisation(s) the person is entitled to administer.
  • Online Consultation Toolkit (CTK)
    • Individual members of the public: first name, family name, email address, country of residence, date of birth, gender, organisation they represent (if applicable).
    • Authorised representatives of organisations allowed to use the CTK – first name, family name, email address, country the person is entitled to administer.
  • Discover EU
    • Individual members or group leaders, who decide to apply must provide the following basic information: first name, family name, date of birth, gender, nationality, email address, ID or passport number, telephone number, occupation. Applicants must also answer a set of questions related to travelling such as their desired time period of travelling, if it is the first time they are travelling to another EU country, if it is the first time they are travelling without their parents/caregivers, what they would like to learn from this experience, what activities they would like to do during their trip, how they would finance their costs, and how did they find out about the initiative.
    • In case of a group application, the leader of the group must provide the same information, after which a code will be generated and used by the other members of the group to fill in their personal data.
    • The email address and telephone number of the selected applicants can be shared with media outlets selected by the European Commission following the explicit agreement from the applicants to be contacted by media outlets as well as with the European Commission Representations and the European Commission's Spokesperson Service (SPP). Once the applicants are reached by media outlets and agreed to provide their emails, they need to be aware that they are subject to the respective privacy statement of the specific media outlet in charge.

Which technical means do we use for processing your data?

The data collection and processing is done using the Commission's IT standards and telecommunication infrastructure. The data is stored in a central database (managed by DG Education and Culture and located at the Commission Data Centre in Luxembourg.

Who has access to your information and to whom is it disclosed?

  • Information provision
    • The general public will see the relevant personal contact details of any people added by authorised EYP editors to articles, news items or events, for instance the public contact person for an event or a news item.
    • These details are also accessible by Eurodesk staff at Eurodesk Brussels Link and the network of national Eurodesk organisations.
    • EYP administrators also have access to this information.
  • European Solidarity Corps
    • The general public will see the personal contact details of representatives of organisations authorised to run Corps activities, if the organisation itself adds this information to its Corps profile published on the Corps webpages.
    • The general public will also see the user generated content and comments posted and shared by Corps registrants about their Corps experience, along with their avatar and location, if these have been specified.
    • Corps registrants can view and maintain their personal data by logging into their European Solidarity Corps account. They have the right to delete their account at any time. The Corps registrant is responsible for the quality of their own data.
    • Corps registrants can also view, share, edit and delete the posts they submit about their Corps experience. They may also view and comment upon the posts submitted by other registrants, and report posts to the Corps administrators if they feel they break the Terms and Conditions of use.
    • Corps registrants can upload, amend or delete their profile avatar and location.
    • Personal data of Corps registrants are accessible to the authorised representatives of organisations authorised to run Corps activities.
    • Personal data of Corps registrants are also accessible to Corps administrators and the administrators of the different EU programmes through which authorised organisations provide European Solidarity Corps activities. The bodies implementing these programmes at national level (National Agencies) have access to Corps registrants' data only for the purpose of contacting them in order to take part in national events.
    • Personal data can be shared with other European Commission services that might have an interest in contacting the registrants.
    • Personal data of the selected candidates can be shared with print, TV or radio media outlets selected by the European Commission following explicit agreement of the selected applicants.
    • Limited personal data of Corps registrants (first name, last name, date of birth, country of residence, nationality, e-mail address) may be sent to other EAC tools accessible to authorised organisations, National Agencies and Corps administrators.
    • The user generated content and comments posted by Corps registrants about their Corps experience are also accessible to Corps administrators.
  • Database of organisations and opportunities
    • Personal contact details of people linked to Erasmus+ accredited organisations, European Solidarity Corps organisations holding a Quality Label, other organisations certified under other EU funded programmes or an authorised third party provider, and the opportunities are viewable by the general public.
    • The authorised representatives of an Erasmus+ accredited organisation, a European Solidarity Corps organisation holding a Quality Label, other organisation certified under other EU funded programmes or an authorised third party provider, can access the personal contact details of people linked to that particular organisation and its projects.
  • Online Consultation Toolkit (CTK)
    • The email addresses and basic demographic data of users of the CTK and their activity in the CTK are viewable by authorised representatives of organisations allowed to run consultations through the CTK, and who are trained to manage the consultations.
    • EYP administrators will also have access to this data.
  • Discover EU
    • The applicant is responsible for the quality of his/her own data.
    • Personal data of applicants are accessible to the following sub-contractors authorised by the European Commission: (1) the authorised sub-contractor who will arrange the travel bookings, (2) Eurodesk Brussels Link
    • Personal data of applicants are accessible to DiscoverEU administrators.
    • Personal data can be shared with other European Commission services that might have an interest in contacting the registrants.
    • Personal details of the selected applicants can be shared with print, TV or radio media outlets selected by the European Commission following explicit agreement of the selected applicants.

In addition, all of the personal data is accessible by:

  • Staff of the DG EAC units responsible for the implementation of services through the European Youth Portal.
  • Staff of the DG EAC Informatics (IT) unit.
  • Staff of other competent European Commission Services co-responsible for implementation of services through the European Youth Portal.

It is able to be disclosed, if necessary, to:

  • Staff of the Internal Audit Capacity of DG EAC
  • Staff of DG IAS
  • Staff of OLAF

How long do we keep your data?

Contact email addresses included in articles, news and events will be archived, along with the original content item, within two years of the item passing its unpublished date.

Personal data contained within user accounts of the European Solidarity Corps will be deleted three years after they reach the upper age limit of eligibility for participation in the Corps, unless the user has agreed to join any alumni scheme that may be in place at that time or has expressed via email an interest in keeping the user account.

Online consultation processes contributions will be anonymised (ie, the link between the user and the contributions / votes they made will be removed) within two years after the end of each complete consultation and reporting / feedback process.

Personal data contained within selected and non-selected user applications for Discover EU will be deleted two years after they submitted their application, unless they have expressed interest in being informed about / involved in other EYP services. After that time, their personal data will be anonymised and only be kept for statistical purpose.

How can you access your personal data, verify its accuracy and, if necessary, correct it?

You have the right to access the stored personal data and, if necessary, ask for your data to be corrected, by contacting the Data Controller of the European Youth Portal, who is:

Head of Unit, "Youth policy", Rue Joseph II 70, B-1049, Brussels, email: EAC-EYP@ec.europa.eu

What are the security measures taken to safeguard your information against possible misuse or unauthorised access?

The data is safeguarded in the Commission and covered by the numerous defensive measures implemented by the Commission to protect the integrity and confidentiality of the electronic assets of the Institution.

European Solidarity Corps

By accepting this Specific Privacy Statement, an organisation authorised to run Corps activities agrees to use the European Solidarity Corps IT systems solely to search for Corps registrants for activities, as well as contact and make offers of an activity to Corps registrants. These activities may be of their own undertaking, or the undertaking of another organisation which the authorised organisation is officially representing.
Specifically, the authorised organisation undertakes to adopt technical and operational security measures relevant to the risk inherent in their processing of the personal data of registrants, in order to:

  •  prevent any unauthorised person from gaining access to computer systems processing personal data, and especially (a) unauthorised reading, copying, alteration or removal of storage media, (b) unauthorised data input as well as any unauthorised disclosure, alteration or erasure of stored personal data, (c) unauthorised persons from using data-processing systems by means of data transmission facilities;
  • ensure that authorised users of a data-processing system can access only the personal data to which their access right refers;
  • record which personal data have been communicated, when and to whom;
  • ensure that personal data is being process in accordance with the data protection provisions laid down in national legislation;
  • ensure that, during communication of personal data and transport of storage media, the data cannot be read, copied or erased without authorisation;
  • design its organisational structure in such a way that it meets data protection requirements.

Whom to contact if you have queries or complaints about data protection of individuals?

You should contact the Data Controller for the European Youth Portal, who is: Head of Unit, "Youth policy", Rue Joseph II 70, B-1049, Brussels, email: EAC-EYP@ec.europa.eu.

If you have further queries or complaints, you can also contact:

  • The Data Protection Coordinator of DG EAC: eac-data-protection@ec.europa.eu
  • The European Commission Data Protection Officer: data-protection-officer@ec.europa.eu

Recourse

In case of conflict, complaints can be addressed to the European Data Protection Supervisor (EDPS) http://www.edps.europa.eu

Where to find more detailed information?

The Commission Data Protection Officer publishes the register of all operations processing personal data. You can access the register on the following link: http://ec.europa.eu/dpo-register.

This specific processing has been notified to the DPO with the following reference: 3693.