Privacy Statement

"European Week of Regions and Cities"

Privacy Statement


1. Online invitation/registration relating to the event "European Week of Regions and Cities"

This web page offers you an online electronic registration for the above mentioned event. While registering your personal data will be collected and further processed for the purposes detailed hereafter under point 2. The relevant processing operations thereof and theevent are under the responsibility of the Head of the Unit, DG REGIO.02, 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?

Identification Data

The personal data collected and further processed are:

  • data necessary for the organisation and management of the event, such as gender (needed for the right title)/name/surname/profession/ professional postal & e-mail addresses/ phone number/fax number...
  • identity/passport n°/date of birth (for access control purpose by security guards to the Commission's premises - see DPO-508)
  • photographs/pictures, presentations, live webstreaming and/or audio and video recording of speakers and participants.
  • information about the form of transport used & hotel, and banking information (for purpose of reimbursement of travel expenses/allowances - see DPO-372)

Purposes

The purpose of the processing of personal data performed in the context of the event is the management/organisation of the event, including management of: lists for contacts, invitations, participants, reports, distribution of reports, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, news, publications, photographs/pictures, presentations, networking tools, live webstreaming and/or audio and video recording of speakers and participants. Publication on the internet/intranet.

The processing operations on personal data linked to the organisation and management of this event 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?

  • Some of your personal data (Title; First and Family Names; Country; Function;  Organisation/Company; e-mail address; Themes of interest; Social Media Accounts; Images and Photos; Workshops) will be published on the web. If you do not agree with this publication of your personal data, please opt-out where required or inform the data controller by using the Contact Information below and explicitly specifying your request. In these cases, and according to available resources, the organizer could offer those participants an alternative room where to follow meeting and debates by means of live webstreaming displayed on a screen. Clear indication and information to hostesses will be provided for to correctly guide participants.
    In case of unavailable resources, those participants can locally follow live meeting and debates at the webstreaming Internet address indicated on the subscription form by the organizer.
  • For speakers only, in the conferences webcast portal, name, profile, picture, short CV and presentation(s) if provided voluntarily by the speaker, will be indicated in the portal and associated to the video recording of the speech. No personal data is added for interventions not in agenda (e.g. questions from the public).
  • The access to all personal data as well as all information collected in the context of this event, 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 the DG and its subcontractors (Mostra; Destrée Organisation), CoR or DG SCIC, acting as processor(s).

In order to keep the network of the participants operational a contact list of participants is shared between attendees.

The report including the presence list is shared between participants and distributed to all organisations represented in the event.

As these official meetings reports 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 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 above mentioned event are stored on the servers of the DG, 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.

Audio and videorecordings as well as information displayed on the internet/intranet might be stored on servers of external contractors abiding by the necessary security provisions.

The collected personal data and all information related to the above mentioned 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?

In case you want to verify which personal data is stored on your behalf by the responsible controller, have it modified respectively corrected or deleted, please contact the Controller by using the Contact Information below and by explicitly specifying 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?

Personal data is kept as long as follow-up actions to the event are necessary with regard to the purpose(s) of the processing of personal data as well as for the event and its related management. All personal data will generally be deleted from databases 1 year after the last action in relation to the event. Reports containing personal data will be archived according to the relevant Commission's legal framework.

7. Contact Information

In case you wish to verify which personal data is stored on your behalf by the responsible controller, have it modified, corrected, or deleted, or if you have questions regarding the organisation of the event, or concerning any information processed in the context of the event, or on your rights, feel free to contact the support team, operating under the responsibility of the Controller, using the following contact information:

Ms Ana-Paula Laissy
Head of Unit, Information
DG: Regional and Urban Policy
Fax: +32 (0)2 296 6003
REGIO-ewrc@ec.europa.eu

8. Recourse

Remarks can be addressed to the Commission Data Protection Officer.
Complaints can be addressed to the European Data Protection Supervisor.