Processing operation: Horizon Europe Mission “A Soil Deal for Europe” – Manifesto signatures and newsletter
Data Controller: European Commission, DG AGRI Unit F.2
Record reference: DPR-EC-01011 (Targeted consultations); DPR-EC-03928 (Management of subscriptions to receive information)
Table of Contents
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 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 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 the processing operation “Horizon Europe Mission ‘A Soil Deal for Europe’ – manifesto outreach, signatures and newsletter”, undertaken by AGRI F.2, is presented below.
2. Why and how do we process your personal data?
Purpose of the processing operation: AGRI F.2 collects and further processes your personal data to:
- Initiate the contact with you. AGRI F.2 has concluded that your views are relevant to the scope of Horizon Europe Mission ‘A Soil Deal for Europe’ (Mission Soil). We therefore contact you to inform you about the Mission Soil Manifesto and invite you to sign it. Your contact details have been collected from the internet where they have been manifestly made public by you or the organisation you work for. You have been identified as a stakeholder whose views are relevant and necessary to achieve the specific purpose of the Mission Soil Manifesto.
- Manage the signature process to the Mission Soil Manifesto, and produce aggregated statistics on signatories. We will only publish data concerning entities, and aggregated statistics on signatories. No personal data will be published.
- Provide you with information on important developments, activities, events, initiatives or thematic issues connected to the Horizon Europe Mission “A Soil Deal for Europe” (Mission Soil), in particular through articles, reports, interviews, newsletters as well as visual content. This processing activity will only take place if you have given your consent for it.
The Mission Soil Manifesto is using the Commission's online questionnaire tool EUSurvey. For further information, please refer to the privacy statement ‘EU Survey’ as well as the processing operation ‘EUSurvey’ (DPR-EC-01488).
Your contribution to the processing operations as listed above is stored in the Commission’s document management system (for further information on the Commission’s document management system please refer to the processing operation ‘Management and (short- and medium-term) preservation of Commission documents`, reference number: DPR-EC-00536).
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?
We process your personal data, because:
- processing is necessary for the performance of a task carried out in the public interest (processing carried out during the initial contact/outreach), ex Article 5(1)(a) of Regulation (EU) 2018/1725;
- you have given consent to the processing of your personal data for one or more specific purposes (recording of your signature to the manifesto, creation of statistics on the manifesto’s signatories, subscription to the newsletter), ex Article 5(1)(d) of Regulation (EU) 2018/1725.
In particular, the basis for the processing carried out in the public interest (i.e. reaching out to relevant data subjects in the sector) is article 8 (4)(b) Regulation (EU) 2021/695. In accordance with this Article, the Missions, including the Mission Soil, must be inclusive, encourage broad engagement and active participation from various types of stakeholders from the public and private sector, including citizens and end-users. To achieve this objective, we consider it necessary to reach out to stakeholders to raise awareness on the Mission Soil. This may in certain situation include the processing of personal data when stakeholders are natural persons.
4. Which personal data do we collect and further process?
In order to carry out this processing operation, AGRI F.2 collects the following categories of personal data:
- Your name, surname and email address;
If you are participating as an individual, we will also collect the following data:
- Your occupation;
- Your State and Region of residence;
If you are participating on behalf of your organisation, the following data will be required:
- Name of the organisation you represent, and category of organisation;
- Location of the organisation;
- Your contact details (name, surname, email address, phone number);
- Your position within your organisation.
Your personal data will be processed on the basis of your consent, to retain your signature to the manifesto, to create statistics on the characteristics of signatories of the Mission Soil manifesto, as well as provide you with information relevant to the focus of the mission in the form of a newsletter.
Exceptionally, we may process a limited subset of data (contact details available online) to invite you to sign the manifesto on behalf of your organisation. This activity will be carried out on the basis of public interest.
The provision of personal data is not mandatory, but we may not be able to provide the services indicated above without it.
5. How long do we keep your personal data?
AGRI F.2 only keeps your personal data for the time necessary to fulfil the purpose of collection.
Personal data processed during the initial contact/outreach will be retained for a maximum of 5 years after the end of the Mission Soil. If you have consented to the processing of your personal data for the purpose of signing the Mission Soil manifesto, your data will be retained for a maximum of 5 years after the end of the Mission.
If you have also consented to receiving the newsletter, your data will be processed for that purpose until you unsubscribe from the mailing list, or the mailing list reaches its end.
Anonymised data may be kept for 5 years after the unsubscription, providing it does not allow to identify you any longer and that it is available only 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.
If you wish to object or to remove your consent connected to these processing operations and have your personal data deleted, you can request this by sending an email to EU-HORIZONMISSION-SOIL@ec.europa.eu.
6. 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 on the servers of the European Commission or of its contractors. 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 processors (contractors) are bound by a specific contractual clause for any processing operations of your personal data on behalf of the Commission. The processors have to put in place appropriate technical and organisational measures to ensure the level of security required by the Commission.
In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. 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.
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 other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
The controller uses processors (contractors) to assist in the above mentioned processing operations. For this purpose, the processors (contractors) are listed below:
Ecorys Brussels / Ecorys Europe N.V.
Rue Belliard 12
1040 Brussels
Belgium
Tel: +32 2 743 89 49
Email: Brussels@ecorys.com
RICARDO
Shoreham-by-Sea
West Sussex
BN43 5FG UK
Tel: +44 (0)1273 455611
Email: info@ricardo.com
Ecologic Institute, Brussels
Ecologic Institute
Rue Joseph II 36-38
1000 Brussels
Belgium
Tel. +32 2 5881964
Fax +32 2 5881965
If you have chosen to subscribe to the newsletter, AGRI F.2 will transfer your personal data to its processor in the UK (RICARDO) in accordance with Article 47 of Regulation (EU) 2018/1725.
The legal basis for the transfer of your personal data is the Commission Implementing Decision of 28.6.2021 pursuant to Regulation (EU) 2016/679 of the European Parliament and of the Council on the adequate protection of personal data by the United Kingdom (C(2021) 4800 final).
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 your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.
You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) on grounds relating to your particular situation. You have consented to provide your personal data to the controller for the processing operation related to the creation of statistics on the manifesto’s signatories, subscription to the newsletter. You can withdraw your consent at any time by notifying AGRI F.2 by sending an email to EU-HORIZON-MISSION-SOIL@ec.europa.eu. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.
You can exercise your rights by contacting the Data Controller (AGRI F.2), 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 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, 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 AGRI F.2 by sending an email to EU-HORIZON-MISSION-SOIL@ec.europa.eu or at AGRI-F2@ec.europa.eu.
- 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 (edps@edps.europa.eu) 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 European 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-01011 (Targeted consultations), relating to our outreach activities, as well as the management of the signatures to the Manifesto.
DPR-EC-03928 (Management of subscriptions to receive information), relating to the Mission Soil newsletter, as well as other types of information we provide.