Privacy Policy

PRIVACY STATEMENT FOR THE MANAGEMENT OF MEETINGS, TRAININGS AND EVENTS UNDER HAQAA3

Processing operation: Meetings, Trainings and Events under HAQAA3
Data Controller: European Commission Directorate-General for Education, Youth, Sport, and Culture International Cooperation Unit
Record reference: DPR-EC-1063

1. Introduction

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 and purposes of the processing of your personal data in the context of meetings, trainings and events under HAQAA3, 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 (cfr. point 9) with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

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

Purpose of the processing operation: the European Commission collects and further processes your personal data to provide you with information about meetings, trainings and events (before, during and after) and to process your application for participation.

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

Live web-streaming and audio-visual recording of speakers, organisers and participants, as well as photographs, and panoramic photographs of participants and organisers will be taken and published in the context of the meetings, trainings and events at a site or place indicated in the specific consent forms linked to these activities.

The audience or non-speaker participants may be photographed in groups and may appear on panoramic photographs of the whole meeting, training or event.

Consent for audio-visual recordings: We will request your consent for audio-visual recordings by providing clear information prior to the meeting, training or event. Specific consent forms linked to these activities will outline the purposes of the recordings (e.g., live web-streaming, audio-visual recording, photography) and how these recordings will be used in the context of the activity. You will have the right to withdraw the consent at any time.

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

The processing operations on personal data, linked to the organisation, management, follow-up, and promotion of the meeting, training and event 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.

These processing operations are hence 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).

Your consent is required for the following actions during the meeting, training or event:

  • the sharing of the meeting, training or event participants list containing your name and affiliation with other participants. In addition, further information will be given if there are specific purposes for such sharing (e.g. for the purpose of future collaboration);
  • the sharing of the meeting, training or event attendee list containing your name and affiliation among participants, in order to create working groups to continue the collaborate work launched during the activity;
  • the processing of your personal data for inviting you to future events the data controllermay organise;
  • the processing of your personal data for managing your subscription to a newsletter of the data controller;
  • the web-streaming and publication of photos and audio-visual recordings depicting you in an identifiable way.
  • photo shooting and filming, that will be publicised in the HAQAA3 website, or the PAQAA website, or the OBREAL training platform.

For these issues you may give 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.

You can withdraw your consent for these services at any time by contacting the controller for this online training (see Heading 9).

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

When preparing and carrying out follow-up work for the meeting, training or event in which you are participating, we process only your personal data that relates to this activity. In detail, this may be:

  • contact details (function/title, first name, last name, name of organisation, city, nationality, country, e-mail address, telephone number).
  • Photos and films depicting you in an identifiable way.

5. How long do we keep your personal data?

The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of this processing 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:

  • Personal data related to the organisation and management of meetings, trainings and events (this includes the information given during the registration, before, during or after the event) will be kept for five years after the meeting, training or event.
  • Recordings from the web-streamed meetings, trainings and events will be kept for 2 years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission events).
  • Photos and videos for which consent was obtained through duly completed and signed Consent Form(s) for meetings, trainings and events will be kept for 2 years. Their publication in the channels identified in the Consent Form will follow the longevity of the content posted therein, unless consent was redrawn at an earlier stage.
  • In case of audio-visual recording of meetings, trainings and events, the recordings will be kept for 3 months after the activity before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audio-visual recording of meetings).
  • Personal data shared with the Directorate-General for Human Resources and Security of the European Commission for the participants to gain access to Commission buildings is kept for 6 months after the termination of the link between the data subject and the Commission. More information is available in the Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS)).

Personal data shared with the controller for future mailing purposes (e.g., for receiving newsletters or invitations to similar events) are processed in line with the Record of Processing DPR-EC-03928 (Management of subscriptions to receive information) and the specific privacy statement prepared by the organising Commission service.

Selected service providers for organisational purposes (such as caterers, travel agents or event management organisations) are contractually bound to process personal data on behalf of and in line with the instructions of the data controller, to keep confidential any data they process and to protect it from unauthorised access, use and retention.

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 and to other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

The service providers used by the data controller are:

OBREAL Global Observatory

Identifier: PIC 949111148
Address of registration: ADOLF FLORENSA 8 EDIFICI FLORENSA 08028 BARCELONA
Country of registration: ES

ASSOCIATION OF AFRICAN UNIVERSITIES

Identifier: PIC 953632512
Address of registration: AFRICAN UNIVERSITIES HOUSE, NEW SECRETARIAT, TRINITY AVENUE, EAST LEGON-P.O. BOX AN 5744, ACCRA
https://aau.org/privacy-policy-2/
Country of registration: GH

DEUTSCHER AKADEMISCHER AUSTAUSCHDIENST EV

Identifier: PIC 986220438
Address of registration: KENNEDYALLEE 50 53175 BONN
Country of registration: DE

EUROPEAN ASSOCIATION FOR QUALITY ASSURANCE IN HIGHER EDUCATION (ENQA)

Identifier: PIC 945037245
Address of registration: RUE DE L’LNDUSTRIE 10, 1000 BRUSSELS
Country of registration: BE

Access to your personal data is provided to the HAQAA3 Management Team staff responsible for carrying out this processing operation. Such staff abide by statutory agreements.

We only pass on your personal data to external recipients if there is legal justification to do so or if you have consented to this.

This can be:

  • Data processors: service providers appointed by us to maintain our IT systems and in particular those service providers that provide us with the platform used to conduct the web seminars/video conference. We carefully select and regularly monitor these processors to ensure that your personal data remains safe. The service providers may use your personal data only for the purposes specified by us.

Third party IT tools, including social media

We may use third party IT tools to inform about and promote meetings, trainings and events 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. 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.

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.

Online meetings, trainings and events will be held on ZOOM platform The provision of personal data is mandatory (Organiser/participant) to meet a technical requirement. If you do not provide your personal data (User/participant identifier), possible consequences might be that the system cannot identify the conference participant and therefore the participation is doubtful. The Data Controller uses your personal information provided during the registration of ZOOM only for the organisation, preparation, management, and follow-up of the meeting. For more information on the Zoom privacy statement, you may access https://explore.zoom.us/en/privacy/.

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. 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 also have the right to withdraw your consent.

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 online training (for example, ex-post, by deleting a specific sequence from the online video/voice recording).

If you consented to provide your personal data to the data controller for several processing operations, mentioned under Heading 3, you will be able to withdraw that consent at any time by notifying the data controller. Withdrawal of your consent will not affect the lawfulness of the processing carried out before the withdrawal occured.

You can exercise your rights by contacting the data controller, or in case of conflict the Data Protection Officer. 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, 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 Education, Youth, Sport, and Culture
Unit EAC. – International Cooperation unit
EAC-UNITE-C3@ec.europa.eu

The Data Protection Coordinator (DPC) of DG EAC

You may contact the EAC DPC (EAC-DATA-PROTECTION@ec.europa.eu) with regard to issues related to the processing of your personal data by the Data Controller.

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.

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 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-1063.