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Specific Privacy Statement

Specific Privacy Statement

Website / Register of citizens' initiative

This privacy statement explains how the Website / Register of citizens' initiatives use any information you give to us, and the way we protect your privacy.

1. Objective/purpose of the processing operations

The purpose and objective of the website / register of citizens' initiatives is to make available to organisers a system to register their proposed initiatives and to ensure the transparency of the instrument through a public website gathering information on all the past and ongoing registered initiatives.
The website / register is managed by unit C.4 of the Commission's Secretariat-General.
The controller of the personal data is the Head of SG.C.4 Unit, Ms Carmen Preising.

As this online service collects and further processes personal data, Regulation (EC) 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data, is applicable.

2. Legal framework: it is provided by Regulation (EU) No 211/2011 on the citizens' initiative

The Treaty of Lisbon introduced the citizens initiative providing that "not less than one million citizens who are nationals of a significant number of Member States may take the initiative of inviting the Commission, within the framework of its powers, to submit any appropriate proposal on matters where citizens consider that a legal act of the Union is required for the purpose of implementing the Treaties" (Article 11(4) of the Treaty on European Union). In accordance with Article 24 of the Treaty on the Functioning of the European Union, the European Parliament and the Council adopted a Regulation defining the procedures and conditions required for such a citizens initiative.

This Regulation on the citizens initiative adopted on 16 February 2011 provides that the proposed citizens initiatives shall be registered and made public by the Commission.

3. What personal information do we collect and through which technical means?

The processing of a number of personal data is required to implement the Regulation on the citizens' initiative.

Identification Data

The personal data collected and further processed are data necessary for the registration of a proposed citizens' initiative: full names, postal addresses, dates of birth and nationalities of the seven members of the citizens' committee organising the proposed initiative, as well as the e-mail addresses and telephone numbers of the two contact persons among them. In accordance with Article 3(3) of the Regulation, the organisers are also required to provide (an) appropriate document(s) proving the information provided.

Data on sources of funding and support

The Regulation on the citizens' initiative also provides that organisers shall indicate any sources of funding and support for their proposed citizens' initiative in excess of 500 Euros per year and per sponsor. Therefore, data on organisations and individuals which funded initiatives will be collected, including the amounts concerned and the dates when the contribution was received or started.

Technical information

Personal data will be collected via a web-based interface. The interface abides by the Commission's security decisions and provisions established by the Directorate of Security.
The application server only logs the IP address the request comes from. No link is made between the user and the IP address and no information is collected on the geographical location of the users.

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

In accordance with the Regulation on the citizens' initiative, when registration of the proposed initiative is confirmed, only the names of the organisers and the e-mail addresses of the two contact persons will be made available on the public website as well as all information on funding and support. Other personal data will only be accessible by relevant Commission departments. They will not be shared with third parties.

When registration of the proposed initiative is refused, the refusal letters are made available on the public website. The representative and the substitute of the citizens' committee are asked in advance whether in such case they authorise the publication of their names and complete addresses as part of the refusal letter. In case they oppose the disclosure of their personal data, such data are deleted from the letters available on the website.

5. How do we protect and safeguard your information?

Your data are recorded in a secured and protected database hosted by the Data Centre of the European Commission, the operations of which abide by the Commission's security decisions and provisions established by the Directorate of Security for this kind of servers and services. The database is not accessible from outside the Commission.
Inside the Commission the database can be accessed using a UserId/Password.
Publicly available data are transmitted securely over the network (via Secure Sockets Layers (SSL)) to the European Commission's web server.

6. How can you verify, modify or delete your information?

You can object to the publication of your personal data on compelling legitimate grounds relating to your particular situation, have access to it and request the rectification of that data at any time. You can ask for its removal from the Commission’s online register after the expiry of a period of two years from the date of registration of your proposed citizens’ initiative.
For this purpose, you can use the contact form available in your organiser account.
Moreover, special attention is drawn to the fact that a registered initiative cannot be withdrawn from the public website. You may ask for the withdrawal of your proposed initiative but for transparency reasons, it will remain visible in a specific section of the website.

7. How long do we keep your data?

For transparency reasons, all your data, including data linked to proposed initiatives that have not been registered, will be kept in the non-public part of the database for 5 years after the last action in the organiser account. Data other than those published on the website will be deleted after these 5 years. Published data will not be erased and will be kept on the website for transparency and historical purposes.

8. Contact Information

In case you have questions related to the Register or concerning any information processed in the context of this service, feel free to contact the support team, using the following contact information:

European Commission
Secretariat General
Directorate C "Smart Regulation and Work Programme"
Unit C.4 "Work Programme and Stakeholder Consultation"
B - 1049 Brussels
Tel. +32 2 29 86 983
Fax. +32 2 29 85 871
E-mail: sg-unite-c4@ec.europa.eu

9. Recourse

Complaints, in case of conflict, can be addressed to the European Data Protection Supervisor.

10. Other information

This privacy statement is completed by the privacy statements of Regulation (EU) No 211/2011:

Footnote of Annexes II and VII of Regulation (EU) No 211/2011 on the citizens' initiative:
Privacy statement: in accordance with Article 11 of Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data, data subjects are informed that these personal data are compiled by the Commission for the purpose of the procedure in respect of the citizens’ initiative. Only the full names of the organisers, the e-mail addresses of the contact persons and information relating to the sources of support and funding will be made available to the public on the Commission’s online register. Data subjects are entitled to object to the publication of their personal data on compelling legitimate grounds relating to their particular situation, and to request the rectification of that data at any time and its removal from the Commission’s online register after the expiry of a period of two years from the date of registration of the proposed citizens’ initiative.