Data Protection Notice for “SANTE/2021/D2/019 - EU Citizens Food Systems Summit Dialogues under Framework Contract COMM/2019/OP/0029 – LOT 2 Thematic Communication Services, Advertising and Media planning”
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.
This privacy statement concerns the processing operation ‘Expression of interest for participation on the EU Citizens Food Systems Summit Dialogues’, as presented below.
The recipients of your personal data will be the Commission staff (DG SANTE) and the European Service Network S.A who are in charge of above mentioned service contract.
The Commission, Directorate General for Health and Food Safety, Food sustainability, international relations, unit D2 Multilateral International Relations is the Data Controller. The contact details are:
Directorate-General for Health and Food Safety
Rue Froissart 101 - 1000
Brussels - Belgium
Email : firstname.lastname@example.org
On the basis of this service contract, the Commission engages a third party (Data Processor) to process data on our behalf:
European Service Network S.A.
Galerie Ravenstein 4
B-1000 Brussels – Belgium
Tel. +32 (0)2 646 40 20
+32 (0)2 640 42 81
2. Why and how do we process your personal data?
The purpose(s) of this processing is to collect information for an online expression of interest for individuals interested in attending online dialogues and public events on sustainable food systems which will take place in July 2021.
For reasons of transparency and openness, in principle, your views might be published on a Europa website, either directly as expressed during the online dialogues or in the form of a summary report, or included in a wider policy document. Your identity is only published together with your contribution if you consent to the publication of your identity.
If you are selected for participation in these online dialogues and public events, your views might also be included in the video recordings which will be made available on Europa website after these events.
3. On what legal ground(s) do we process your personal data
We process your personal data, because:
(a) processing is necessary for the final selection of participants for the online dialogues and public events on sustainable food systems;
(b) processing is necessary for compliance with a legal obligation to which the controller is subject.
(c) it is based on your consent for the following activities:
- Publication of the identity of the participant;
- Publication of audio- or video recordings;
The Union law which is the basis for the processing based on Articles 5(1)(a) and (b) of Regulation (EU) 2018/1725 is the Treaty of the European Union, and more specifically its Articles 1 and 11, as well as the Protocol 2 on the application of the principles of subsidiarity and proportionality;
4. Which personal data do we collect and further process?
The following of your personal data are collected: your first name, family name, gender, age group, organisation details (if applicable), country, e-mail address, knowledge of EU official languages, which are mandatory for the purpose(s) of this request.
Furthermore, you may spontaneously provide other, non-requested personal data in the context of your reply to this online expression of interest.
5. How long do we keep your data?
We keep your personal data for the time necessary to fulfil the purpose of collection or further processing for the needs and follow-up of this expression of interest.
Your personal data will be kept for a maximum period of 3 months after the end of the EU Citizens Food Systems Summit Dialogues. Data can be removed earlier if the participant requests deletion of his/her data.
6. How do we protect and safeguard your personal data?
The data collected will be processed by the contractor, the European Services Network S.A., on behalf of the Commission.
In order to protect your data, the contractor has appropriate technical and organisational measures in place, including organisational policies, to safeguard the security of personal data and ensure the confidentiality, integrity and availability of the relevant systems, services and the personal data processed within them.
In particular, the data of the participants will be stored on the internal ESN file server. They will be kept in a dedicated folder accessible only to ESN staff members working on this specific project of the Commission (DG SANTE).
7. Who has access to your personal data and to whom is it disclosed?
The recipients of your personal data will be the Commission staff (DG SANTE) and the European Service Network S.A for the purposes of this service contract, as mentioned under Heading 1.
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 your personal data and to rectify them in case your personal data are inaccurate or incomplete. Under certain conditions, 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), on grounds relating to your particular situation.
Insofar you have consented to the certain processing of 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 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.
Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days.
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 via: email@example.com.
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 operation has been included in the DPO’s public register with the following Record reference: Record reference number DPR-EC-01011.