Processing operation: Processing of personal data linked to the EU Mission Soil Week
Data Controller: European Commission, Directorate-General for Agriculture and Rural Development, Unit F.2 “Research and Innovation” (hereafter AGRI F.2)
Record reference: DPR-EC-01063
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 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 in the context of the EU Mission Soil Week, organised by AGRI F.2. It explains 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 of personal data linked to the EU Mission Soil Week, organised 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 processes your personal data to provide you with information about the EU Mission Soil Week (before, during and after) and to process your application for participation in that event.
Live web-streaming and audio-visual recording at the event of the speakers, organisers and participants will be published on DG AGRI’s YouTube channel. Photographs of the speakers and panoramic photographs of participants and organisers will be taken and published in the context of the event on the event website (www.europeanmissionsoilweek2024.com).
Participants who do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing.
If they are participating in person to the event, they will be invited to sit in back rows which are not recorded/photographed. If participants are connecting to the event online, they can react via the chat. Online participants who do not wish to share publicly their names should not post messages in the chat, (as this information will be visible to other participants and retained in the recording of the event).
Audience or non-speaker participants may in any case appear on panoramic photographs and web-streaming of the whole event (or large sections of it). Participants may object to these activities by contacting the data controller, AGRI F.2, whose contact details are provided in section 9 of this privacy statement.
The audience or non-speaker participants (physically present at the event) may also be photographed individually or in groups, if they have provided their specific consent to this. Photos will be used in online and offline publications as well as in social media.
Your personal data will not be used for any automated decision-making including profiling.
3. On what legal ground(s) do we process your personal data?
The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the EU Mission Soil Week are necessary for the good management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union.
Additionally, the EU Mission Soil Week is also organised in accordance with Regulation (EU) 2021/695, and specifically of Article 8(4).
Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body).
The processing activities covered by this legal basis are, more specifically:
- Webstreaming and audio-visual recording of the event;
- taking of panoramic pictures depicting the whole event or large sections of it;
- publication of the above-mentioned audio-visual recordings;
- processing of personal data of people essential to the good outcome of the event (speakers, authorities, Mission Board members, Mission Ambassadors, signatories of the Mission Soil Manifesto, organisers, exhibitors, graphic designer), including the publishing of official pictures and biographies;
The processing operations on personal data of the moderator and the graphic designer for the event with whom a contract is concluded, are carried out in line with the contractual provisions. Consequently, that processing is necessary and lawful under Article 5(1)(c) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract).
As a participant to the event, not included in the categories listed above, your consent is required for the following actions during the event (if applicable):
the processing of your personal data, as described in this privacy statement, to allow you to participate in the EU Mission Soil Week (necessary if you wish to join the event).
the processing of your personal data relating to your dietary requirements and/or access requirements, if you have any.
the sharing of the event participants list containing your name and affiliation with the other participants for the purpose of enabling networking.
the processing of your personal data for inviting you to future similar events the European Commission (or other entities) may organise. In this case, we will transmit to you an invitation to those events, but never transmit your data to any other entity.
the taking of pictures or video recordings in which you may be recognisable, and their publication on the event’s website and other online publications in social media as well as in offline publications.
If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. You can give your consent via a clear affirmative act by ticking the box(es) on the online registration form.
If you are following the event live online, your decision to interact with the chat will be considered as explicit consent to process your personal data to engage with you. Additionally, you should be aware that if the chat and/or comments functions are enabled, any interaction with them will remain available on the video recording). You should refer to YouTube’s privacy policy if you have any further questions in this regard.
Your consent for these services can be withdrawn at any time by contacting the data controller, AGRI F.2, at EU-HORIZON-MISSION-SOIL@ec.europa.eu.
4. Which personal data do we collect and further process?
The following personal data may be processed in the context of the event:
- contact details (title, first name, last name, e-mail address);
- other personal details (age range, gender, country of residence);
- details of your organisation (job title, name of organisation, organisation/stakeholder type, project affiliation);
- dietary requests or specific access requirements (if any);
- photo and short biography if registering as a speaker (or if you have consented to being photographed in a recognisable form);
- identity card or passport can be asked at the venue to obtain access to the premises where the event is held, but data will not be retained any further.
- a limited number of speakers, will be asked to provide nationality, date of birth, passport or identity card number, its date of issue and expiry date in order to arrange for travel and accommodation;
- onsite participants are asked to choose what break-out sessions they wish to attend;
- onsite participants are asked to choose what field visit they wish to attend;
- speakers, moderators, for whom the travel and accommodation will be covered by organisers are also asked to provide the mean of transportation they chose to travel to and from the event, city and date of departure, preferred departure and return time, destination and date of return;
- pictures or video recordings in which you may be recognisable.
Finally, for the purpose of monitoring and evaluating the effectiveness of the events and meetings as communication tools, AGRI F.2 may collect and process the following data in an aggregated manner.
- Total number of event registrations;
- Number of event registrations by region, gender and type of participants (e.g., citizens, stakeholders);
- Total number of event attendees;
- Total number of online / on-site participants;
- Number of event attendees by regions, gender, and type of participants (e.g. citizens, and categories of stakeholders).
We collect this kind of information based on the data you provide to us when registering for the event.
You might get an email from us asking you to provide feedback on the event you attended. This will be performed through a brief survey which you are not obligated to complete. The response we will receive from you is anonymous: as we are distributing a single survey link to all prospective respondents. It is impossible to link any one person with a specific reply to the survey.
5. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing.
For each of the categories of personal data that may be processed, please find below the retention details (as well as the reference to the relevant record of processing, if another record applies):
- Personal data related to the organisation and management of the event (this includes the information given during the registration, before, during or after the event) will be kept for five years after the event.
- Sensitive personal data relating to dietary and/or access requirements will be deleted as soon as they are no longer necessary for the purpose for which they have been collected in the framework of the meeting or event, but no later than within 1 month after the end of the event.
- Recordings hosted on the platform livestreaming the event will be kept for 5 years before being deleted.
- Personal data shared with the controller for future mailing purposes (e.g., for receiving newsletters or invitations to similar events) are processed in line with the Record of Processing DPR-EC-03928 (Management of subscriptions to receive information) and the specific privacy statement prepared by the organising Commission service.
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 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. 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 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.
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.
Selected service providers (processors) for organisational purposes (such as caterers, travel agents or event management organisations) may have access to some of your personal data. They are contractually bound to process personal data on behalf of and in line with the instructions of the data controller, keep confidential any data they process and protect it from unauthorised access, use and retention.
Our processors are:
Ecorys Brussels N.V.
Rue Belliard 12
1040 Brussels
Belgium
Tel: +32 2 743 89 49
Email: Brussels@ecorys.com
Ecologic Institute
Berlin Pfalzburger Strasse 43/44 10717 Berlin Germany
Tel. +49 30 86880-0 Fax +49 30 86880-100
Email: datenschutz@ecologic.eu
Personal data of participants who gave their consent will be shared in a list of participants. The list will contain name, surname, affiliation, and email address and will be available with the participants’ package. Other aggregated personal data will be published in the European Commission online and offline publications, on the event platform (www.europeanmissionsoilweek2024.eu) and on social media.
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 (functional cookies) or for gathering statistics (analytical cookies).
Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the meeting/event website may not work as intended.
The cookie-related information is not used to identify data subjects personally and the pattern data is fully under the Commission’s control. These cookies are not used for any purpose other than those described here.
Should you wish to opt your personal data out of anonymised, aggregated statistics, you can do so on the cookies page. In particular, you can control and/or delete those cookies as you wish.
Third party IT tools, including Social Media
We may use third party IT tools (such as EventMaker) to inform about and promote the event through widely used communication channels, including social media.
You may be able to see our videos, photos and publications, which may be also uploaded to one of our social media pages and follow links from our website to other relevant social media.
In order to protect your privacy, our use of third party IT tools to connect to those services does not set cookies when our website pages are loaded on your computer (or other devices), nor are you immediately redirected to those social media or other websites. Only in the event that you click on a button or “play” on a video to watch it, a cookie of the social media company concerned will be installed on your device. If you do not click on any social media buttons or videos, no cookies will be installed on your device by third parties.
In order to view such third-party content on our websites, a message will alert you that you need to accept those third parties’ specific Terms and Conditions, including their cookie policies, over which the Commission has no control.
We recommend that users carefully read the relevant privacy policies of the social media tools used. These explain each company’s policy of personal data collection and further processing, their use of data, users' rights and the ways in which users can protect their privacy when using those services.
The use of a third party IT tool does not in any way imply that the European Commission endorses them or their privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.
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) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.
With specific reference to the webstreaming and recording of the event, AGRI F.2 will ensure that the data subjects’ exercise of their right to object to processing is complied with whenever possible (for example, on the spot by indicating a non-web streamed seat if requested; or ex-post, by deleting a specific sequence from the online video/voice recording).
Insofar as you have consented to provide your personal data to AGRI F.2 for your participation to the EU Mission Soil Week, you will be able to withdraw your consent at any time by notifying the AGRI F.2 at EU-HORIZON-MISSION-SOIL@ec.europa.eu. The withdrawal of your consent 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, 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, 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, AGRI F.2, at EU-HORIZON-MISSION-SOIL@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-01063.