Privacy Statement for the "ESS Data Visualisation Milan 2019"

1. Online invitation/registration relating to the "ESS Data Visualisation Milan 2019"

This webpage offers you online electronic registration for the "ESS Data Visualisation workshop 2019 ('the workshop'). While registering, your personal data will be collected and further processed for the purposes detailed hereafter under point 2. 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 2018/1725 of the European Parliament and of the Council of 23 October 2018 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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/ECText with EEA relevance, applies. This regulation applies the same rules as the new General Data Protection Regulation (EU ) 2016/679  (GDPR) for data processing by European institutions.

By accepting the tick box in the registration web page , 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 specific workshop "ESS Data Visualisation workshop 2019”.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?

Personal data are collected in view of the organisation of the workshop, which includes management of contacts and lists of participants, invitations, conference follow-up, presentations, reports, news, publications and a web application used for the conference participants.

The personal data collected and further processed are:

  • gender (needed for the right title)/first name/surname/organisation/country of the organisation/function-position/email address/phone number/dietary requirements;
  • photographs/pictures and presentations of speakers and participants (these could be published in the context of the workshop and in the framework of subsequent Commission activities);
  • information on the mode of transport used and on accommodation, banking information (for the purposes of reimbursement of travel expenses/allowances).

The processing operations on personal data linked to the organisation of this workshop 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?

Access to other personal data as well as all information collected in the context of this workshop, 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 workshop, both supported by a team in the operational services inside the DG and an external contractor, acting as processors, in line with the strict personal data protection rules included in their contract.

The collected personal data and all information related to the workshop are stored in the servers of the Commission and of those of the contractor, acting as processor, in accordance with the Commission’s security decisions and provisions established by the Directorate of Security.

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

If relevant, the report including the presence list may be shared between participants and distributed to all organisations represented in the conference.

As these official workshop reports are Commission 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 aforementioned legislation.

4. 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.

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

In case you wish to verify which personal data is stored on your behalf, have it modified, respectively corrected or deleted, please contact the support team (see point 7) 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 Commission services for the purpose of contacting you in the context of future Commission activities related to the event. If you do not agree with this, please contact the support team (see point 7) and explicitly specify your request. Personal data will be deleted from databases 1 year after the last action in relation to the meeting except data required for administrative or financial verification purposes. This processing is described in a specific notification to the DPO.

7. Contact Information

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

Email: ESTAT-ESS-VIZ-EVENT-2019@ec.europa.eu

Subject: ESS Data Visualisation workshop Milan 2019 - Privacy policy – information

8. Complaints

Complaints concerning personal data protection under Regulation (EC ) No 2018/1725 may be addressed to the Commission Data Protection Officer https://ec.europa.eu/info/departments/data-protection-officer_en.

Complaints concerning the processing of personal data may be addressed to the European Data Protection Supervisor https://edps.europa.eu/.