Digital Agenda for Europe events and online communities service
1. Online service relating to Digital Agenda for Europe events and communities
This event uses the 'Digital Agenda for Europe events and communities service'. This online service offers registration and interactive features for which you must create a profile. The interactive features can allow you to make your profile public; propose exhibitions and networking sessions; post comments and contact other website users. If event registration requires payment you will be transferred to a dedicated web site created by an external contractor acting as processor (see point 3 below). When signing up to this service your personal data will be collected and further processed for the purposes detailed hereafter under point 2. The relevant processing operations thereof and the event are under the responsibility of the Head of the Unit “Management Support”, Directorate “General Affairs”, Directorate-General Connect, acting as the Controller.
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. What personal information do we collect, for what purpose and through which technical means?
The personal data collected and further processed can include:
- Data necessary for the organisation and management of the event or the community, such as title, name, surname, postal address, e-mail address.
- Supplementary information for your profile such as resume and personal picture.
The purpose of the processing of personal data performed in the context of the event or the community is the management/organisation of the event or the community, including management of lists for contacts, invitations, participants, reports, distribution of reports, feedback on reports, event follow-up, follow-up events, follow-up actions, news and publications, as well as to provide updates and collect feedback on developments such as the Digital Agenda for Europe. Some of your personal data may be published on EUROPA as a public profile (see point 3 below).
The processing operations on personal data linked to the organisation and management of this event or community is necessary for the management and functioning of the Commission, as mandated by the treaties, and more specifically articles 5, 7 and 211 - 219 of the EC Treaty.
3. Who has access to your information and to whom is it disclosed?
You may opt-in to have some of your personal data (title, last name, first name, position title, resume, organisation name, department, web site, country and picture) published on the web site as a public profile for certain events and communities.
The list of attendees or community members (title, last name, first name, company name, country) may be published on the web. If you do not agree with this publication, please inform the data controller by using the Contact Information below and explicitly specifying your request.
The access to the rest of your personal data collected in the context of the event or community, and the organisation thereof, is only granted through UserId/Password to a defined population of users, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Community legislation. These users typically are: The chairman and the secretary of the event, both supported by a team in the operational services inside DG Connect acting as processor. If DG Interpretation or external contractors are involved in the organisation of the event then they may also have access to data necessary for the purposes described in point 2 above. Please contact the controller (see point 8) to know the contractors working on the event in which you are participating.
In order to keep the network of the participants operational a contact list of participants may be shared between attendees. The report including the presence list may be shared between participants and distributed to all organisations represented in the event.
As reports of these kind of official meetings are Commission documents, they
fall under the scope of the Regulation (EC) 1049/2001 of the European Parliament
and of the Council of 30 May 2001 regarding public access to European
Parliament, Council and Commission documents.
No personal data (except the public profile published on the web) is transmitted to parties, which are outside the recipients and the legal framework mentioned.
4. How do we protect and safeguard your information?
The collected personal data and all information related to the events and communities service are stored on the servers of DG Connect, 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.
For events organised with DG Interpretation: The collected personal data and all information related to the event are stored on the servers of DG Interpretation, 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.
For events organised with external contractors: The collected personal data and all information related to the event is stored on a computer of the external contractor, acting as processor, who has to guarantee the data protection and confidentiality required by the Regulation (EC) 45/2001.
5. How can you verify, modify or delete your information?
You may edit your profile at any time using the online form. In case you want to verify which personal data is stored on your behalf by the responsible controller or have it deleted, please contact the Controller (see point 8) and explicitly specify your request.
Special attention is drawn to the consequences of a request for deletion, in which case any trace to be able to contact you will be lost.
6. How long do we keep your data?
Your personal data will be part of a list of contact details shared internally amongst the staff of the Commission services for the purpose of contacting you in the future in the context of the Commission's activities. If you do not agree with this, please contact the Controller (see point 8) by explicitly specifying your request.
7. Audio, video or still photography at the event
We frequently take an audio, video or still photography record of our events, and may broadcast the event live or subsequently via our website.
If you do not agree with your image or voice being recorded and published, please opt-out by using the Contact Information below (point 8) and explicitly specifying your request.
In these cases, and according to available resources, the organiser may offer an alternative room where the proceedings can be followed by means of live video displayed on a screen. Clear indication and information to staff will be provided to correctly guide participants.
In case of unavailable resources, those participants may follow the meeting and debates online via webstreaming (address to be indicated on the web site by the organiser).
Audio and video recordings as well as information displayed on the internet/intranet might be stored on servers of external contractors abiding by the necessary security provisions.
For communication and educational purposes of interpreters, some recordings of webcasts could be used longer by the SCIC services for a limited number of persons. This processing is described in a specific notification to the DPO.
8. Contact Information
If you have questions regarding this service, or concerning any information processed in the service, or on your rights, feel free to contact the support team, operating under the responsibility of the Controller, using the contact information available on the web site for the event you are attending.
Remarks can be addressed to the Commission Data Protection Officer.
Complaints, in case of conflict, can be addressed to the
European Data Protection Supervisor.
* See also 'COM(2007)127 final' and European Transparency Initiative website