Privacy Statement – Erasmus+ and European Solidarity Corps participants affected by the coronavirus situation

This privacy statement provides additional and ad hoc information to the Mobility Tool+ privacy statement about the processing and the protection of your personal data during the CoViD-19 period.

  1. Introduction
  2. Why and how do we process your personal data?
  3. On what legal ground(s) do we process your personal data?
  4. Which personal data do we collect and further process?
  5. How long do we keep your personal data?
  6. How do we protect and safeguard your personal data?
  7. Who has access to your personal data and to whom is it disclosed?
  8. What are your rights and how can you exercise them?
  9. Contact information
  10. Where to find more detailed information?

1. Introduction

The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 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 (repealing Regulation (EC) No 45/2001).

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to processing operation “Erasmus+ and European Solidarity Corps participants affected by COVID-19 situation” undertaken by DG EAC.B.4 is presented below.

2. Why and how do we process your personal data?

Purpose of the processing operation:

DG EAC uses your personal information from the Mobility Tool + to identify Erasmus+ and European Solidarity Corps participants currently on a mobility outside their home country of origin and to provide this information to National Agencies so that they may activate the necessary channels for communication and support. This could involve providing participants’ contact details to national authorities and other government bodies.

Your personal data will not be used for an automated decision-making including profiling.

3. On what legal ground(s) do we process your personal data?

This additional processing of your personal data, collected under the Data Protection Record on "Mobility Tool +" is based on article 5.1(e) as it is "necessary in order to protect the vital interests of the data subject (you) or of another natural person".

The processed data do not fall within the scope of the stipulations on Restrictions (art. 25) and Prior Consultation (art. 40) embedded in Regulation 2018/1725.

4. Which personal data do we collect and further process?

In order to carry out this processing operation, DG EAC collects the following categories of personal data.

Data of person participating in a mobility or European Solidarity Corps project:

  • Mobility ID
  • Participant first name
  • Participant last name
  • Participant email address
  • Legal address
  • Sending organisation contact person email address
  • Sending organisation contact person telephone

The provision of personal data is mandatory to allow participants be contacted for support to be provided.

5. How long do we keep your personal data?

DG EAC only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing. Data will be deleted 2 years after participants details are made available to National Agencies.

6. How do we protect and safeguard your personal data?

All personal data in electronic format are stored on the servers of the European Commission. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

The data can also be downloaded in Excel files to be provided to the data recipients.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

Outside the EU organisation, access to your personal data is provided to:

  • Staff of National Agencies
  • Staff of National Authorities and other national bodies responsible for managing COVID-19 outbreak

The personal data of mobility participants from any country can be shared with the national agency and the national authority of the host (receiving) country. The personal data of mobility participants undertaking a mobility period organised by a national agency other than that of their home country will be shared with their home national agency and national authority, if the participant: goes to or leaves their home country for the mobility period.

The data controller will transfer your personal data to the following recipients in a third country or to an international organisation in accordance with Regulation (EU) 2018/1725.

Data is transferred to the National Agencies established in each of the EU Member States and to the National Agencies established in the other participating countries in Erasmus+ and the European Solidarity Corps (EFTA countries that are party to the EEA Agreement; acceding countries, candidate countries and potential candidates benefiting from a pre-accession strategy; the Swiss Confederation; countries covered by the European neighbourhood policy which have concluded agreements with the Union providing for the possibility of their participation in the Union's programmes) as stated in Article 24 "Country participation" of Regulation (EU) 1288/2013 and in Article 11 "Participating countries" of Regulation (EU) 2018/1475.

This transfer of your personal data may be based on:

  • adequacy decision of the Commission for a specific country (Article 47 of Regulation (EU) 2018/1725)
  • appropriate safeguards (Article 48 of Regulation (EU) 2018/1725)
  • derogations for specific situations (Art. 50.1 of Regulation (EU) 2018/1725)

The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.

8. What are your rights and how can you exercise them?

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access or rectify your personal data and the right to restrict the processing of your personal data.

You have the right to object to the processing of your personal data and in case the objection is successful you can have your personal data erased.

You can exercise your rights by contacting the Data Controller or, in case of conflict, the Data Protection Officer of the European Commission. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.

9. Contact information

The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller:

Further to the above you can contact:

The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.

10. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-01229.1.

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