Protection of your personal data for Horizon Magazine
- RTD sharing of information either through the web services made available over the Europa Internet or sending by automatic means(e.g. Subscriptions to Newsletters, flash news, e-mail)
- Management of mailing lists
Record reference: DPR-EC-3928
Data Controller: DG Research and Innovation (DG RTD)
Table of Contents
- Why and how do we process your personal data?
- On what legal ground(s) do we process your personal data?
- Who has access to your personal data and to whom is it disclosed?
- Which data do we collect and further process?
- Social media
- How long do we keep your personal data?
- How do we protect and safeguard your personal data?
- What are your rights and how can you exercise them?
- Contact information
- Where to find more detailed information?
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.
This data privacy notice 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 “RTD sharing of information either through the web services made available over the Europa Internet or sending by automatic means – Management of mailing lists“ undertaken by DG RTD is presented below.
2. Why and how do we process your personal data?
DG RTD (referred to hereafter as Data Controller) collects and uses your personal information so that you can receive information that you have requested on important developments, activities, events, initiatives or thematic issues in the area of (a) service(s) of the European Commission, in particular through articles, reports, interviews, newsletters as well as visual content.
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?
You have subscribed to receive the information on important developments, activities, events, initiatives or thematic issues in the area of (a) service(s) of the European Commission.
We process your personal data, because you have given your consent to the processing of your personal data for the purpose of receiving the requested information (article 5.1 (d) of the Regulation.)
4. 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.
Your personal data also is accessible to Commission’s contractor ICF Next and to ICF Next’s Authorised Sub-processor(s), GetResponse and Prezly. More information regarding sub-processors and cookies are provided above in below section 5.
Upon giving their consent, personal data of speakers, scientists and researchers featured in articles (e.g. their name, photos) may be published on the website, social media, Twitter, etc.
The operating DG will not share personal data with third parties for direct marketing.
Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725 public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.
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.
5. Which data do we collect and further process?
In order to carry out these processing operations, the Controller collects the following categories of personal data:
5.1 To deliver Editor’s picks newsletters (news alerts) and policy news alerts
We collect and further process your personal information, only if you subscribe to the news alerts and consent to this Data Protection Notice.
When you sign-up for news alerts or policy news alerts by subscribing to “Receive our Editor’s picks", we collect and further processes:
- your email address.
- The system used to deliver the news alerts (GetResponse) also collects IP address, subscription preferences, website data, geolocation, and browser-generated information, cookies or other technologies used to track your activity. These elements are necessary to deliver the news alerts.
GetResponse, the third-party tool used to deliver the news alerts, hosts the collected personal data within servers located in the European Economic Area.1
You can always unsubscribe by using the unsubscribe option in the news alerts.
5.2 To deliver News wires to journalists, stakeholders, and members of the press
We collect and further process your personal information, only if you subscribe to the news wires and consent to this Data Protection Notice.
When you sign-up for news wires, we:
- collect your e-mail address via a third-party system, Prezly. Prezly collects your personal data directly or indirectly (IP addresses and website data are collected automatically while Prezly is being used).
- further process your e-mail address via a third- party system, GetResponse. We use GetResponse to deliver the news wires to your e-mail address. GetResponse automatically also collects IP address, subscription preferences, website data, geolocation, and browser-generated information, cookies or other technologies used to track your activity.
GetResponse, the third-party tool used to deliver the news alerts, hosts the collected personal data within servers located in the European Economic Area1.
- In the case of thematic news wire alerts, we further process your name, e-mail address, and organisation/publication name via an in-house application developed and managed by ICF Next. This application is used to deliver the thematic news wire alerts to your e-mail address. The application only collects your name, e-mail address, organisation/publication name and theme preferences and stores it in ICF Next’s server hosted by Amazon Web Services (AWS).
You can always unsubscribe by using the unsubscribe option in the news wires.
5.3 Partnership (agreement to republish content)
By giving your consent to become partner we will collect your name, organisation and e-mail addresses which will be processed in accordance with this Privacy Notice for the purpose of sending you articles.
You can always withdraw consent to be contacted for this purpose.
Upon your agreement to feature in an interview by the Horizon Magazine team, your name, email address, phone number, title and picture are collected in accordance to this data protection notice. In addition, and upon your consent, your name, title and picture might be published on the website, social media, twitter, etc. by the Data Controller.
5.5 Horizon Magazine website
DG RTD has built the Horizon magazine website, targeting the general public. This website aims at communicating the latest news and features about science and innovative research projects funded by the EU. The website is managed by ICF Next, which may collect different types of cookies.
Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website or for gathering statistics.
Cookies also are typically used to provide a more personalised experience for a user, for example, when an online service remembers your user profile without you having to login.
When you visit this website, we may collect some data on your browser experience such as your IP address (anonymized), website data, geolocalisation, browser-generated information (including the page you visited, when you visited and the website page you were redirected from) through Google Analytics. This information is used to gather aggregated, anonymous statistics with a view to improving our services and enhancing your user experience.
When you visit this website, we will keep the browser history of your visit for a maximum of 24 months. This information will then be deleted. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures (including processors and sub-processors).
6. Social media
We use social media to inform you about and promote the articles and news published on Horizon Magazine through widely used and contemporary channels.
For instance, you can watch videos, which we upload to the Data Controller YouTube page and follow links from our website to Facebook and Twitter.
You can watch videos related to Horizon Magazine on our website. These will be played using YouTube player.
All our YouTube videos are embedded enabling the privacy-enhanced mode. The use of social media does not in any way imply our endorsement of them or their privacy policies. In the event that one or more social media are occasionally unavailable we accept no responsibility for lack of service due to their downtime.
We recommend that users read the Facebook and Twitter and YouTube privacy policies. These explain each company’s policy of data collection and processing, their use of data, users' rights and the ways in which users can protect their privacy when using these services.
7. How long do we keep your personal data?
The Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely until you unsubscribe from the mailing list.
Subscribers’/recipients' email addresses are stored until a subscriber/recipient asks to be removed from the list.
Subscribers can write to the functional mailbox specified under point 10 to ask to be unsubscribed from the mailing list (or by following the unsubscribe link or instructions provided in any email or by requesting it in a separate mail to the indicated e-mail addresses). Appropriate action is taken within a week of receiving the request.
In case where data is kept for statistical purposes, some subscriber's optional data may be kept for 5 years after the un-subscription, providing these do not allow to identify the subscriber any more and that these are available to a very restricted number of authorised persons performing the processing operation on a need to know basis, for the sole purposes of generating anonymised statistics.
8. How do we protect and safeguard your personal data?
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored either on the servers of the European Commission (or of its contractors if a contractor is used to assist the Controller).
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.
The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).
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.
9. 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, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability.
You have consented to provide your personal data to DG RTD for the present processing operations or been contacted by DG RTD or by ICF Next and its Authorized Sub processors (via phone or email).
You can withdraw your consent/opt out the processing at any time by notifying the Data Controller.
The withdrawal/opting-out will not affect the lawfulness of the processing carried out before you have withdrawn the consent and opted-out the processing.
You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 10 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.
10. Contact information
a) 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:
- Cécile Maréchal
- Telephone: +32 229-84390
b) 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.
c) 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 (email@example.com) 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.
11. 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.
1European Economic Area countries include Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and the United Kingdom.