Participants privacy statement

Document date: 
Friday, 11 January, 2019

1. Online invitation/registration relating to the "European Big Data Hackathon 2019"

This webpage 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 Hackathon is managed by the Head of the Unit B1, Eurostat (a Directorate-General of the European Commission). Overall, the processing of personal data fall under the responsibility of the Director of Eurostat Directorate A, acting as the Controller. An external contractor acts as processor of the personal data.

As this online service collects and further processes personal data, 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, applies.

Since 25 May 2018, the new General Data Protection Regulation (EU ) 2016/679  (GDPR) is applied throughout the EU Member States. This sets new ambitious standards for data storing and data processing to the benefits of the citizens and the wider economy. In addition to Regulation (EC) No 45/2001, we would therefore like to apply data protection standards similar to those of the GDPR.

By accepting the present privacy statement, you give your explicit agreement to be included in our database and in the mailing lists of Eurostat, and to continue receiving information relevant to the organisational aspects of the "European Big Data Hackathon". The mailing lists may also be used for any subsequent communications related to the event.

2. What personal information do we collect, for what purpose and through which technical means?

The purpose of the processing of personal data collected in the context of the participation in the hackathon is the organisation of the event, including management of contacts and participants lists, invitations, event follow-up, reports, news, publications.

The personal data collected and further processed are:

• gender (needed for the right title)/name/surname/profession/employer/place of employment/e-mail addresses;

• identity/passport n° and expiry date/date of birth, nationality (for access control (to the Commission’s premises) purpose by security guards);

• photographs/pictures, presentations, live webstreaming and/or audio and video recording of speakers and participants. They could be published in the context of the hackathon and in the framework of European Commission’s activities.

The processing operations on personal data linked to the organisation of this hackathon are necessary for the management and functioning of the Commission, as mandated by the treaties, and more specifically articles 5 and 13 TEU and 244-250 TFEU.

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

Some of your personal data (name, organisation, pictures) may 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.

For speakers only: in the events 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 the agenda (e.g. questions from the audience).

Access to the other 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 Union legislation. These users typically are the chairman and the secretariat of the event, both supported by a team in the operational services inside the DG or DG SCIC, acting as processors.

In order to keep the network of the participants operational, a contact list of participants (name, organisation, email address) 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 these official event reports are Commission’s documents, they fall under the scope of 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 abovementioned 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 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.

Access to the relevant collected personal data and all information related to the above mentioned event is only possible to the above described populations with a UserID/Password.

5. What about cookies?

To make this website function properly, we sometimes place small data files on your computer, known as cookies. Most websites or internet service providers use cookies as well. Cookies help the website remember your settings – language, font size and other preferences for how you want to view the website on your computer – so you don’t have to keep re-entering them whenever you come back to us.

Our cookies are not used to identify you personally and the system does not collect neither personal, confidential information of any kind, nor any IP address from your computer. They just make the website work better for you.

You can control and/or delete cookies as you wish – for details, see http://www.AboutCookies.org.
Moreover, you can delete all the cookies already on your computer and set most browsers to block them being placed. However, if you do this, you may have to manually adjust some preferences every time you visit the site.

The Commission does not use cookies for any purposes other than those mentioned above and does not use them to collect any personal data for any further purpose.

6. 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.

7. 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 by using the contact information below and by explicitly specifying your request.

For the communication and educational purposes of interpreters, some recordings of webcasts could be used for a longer period by the SCIC services for a limited number of persons. This processing is described in a specific notification to the DPO.

8. 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 concerning any information processed in the context of the hackathon, or on your rights, feel free to contact the support team, operating under the responsibility of the Controller, using the following contact information:

Email: ESTAT-EU-BD-HACKATHON@ec.europa.eu

Subject: European Big Data Hackathon - Privacy policy – information

9. Recourse

Remarks can be addressed to the Commission Data Protection Officer.


Complaints can be addressed to the European Data Protection Supervisor.