Processing operation: Management of subscriptions to receive information - "Horizon Europe Mission "A Soil Deal for Europe" – via the Mission Soil Newsletter on Newsroom, and management of the personal data of the contributors to the Newsletter
Data Controller: European Commission, DG AGRI Unit F.2 Research and Innovation
Record reference: DPR-EC-03928
Table of Contents
- Introduction
- Why and how do we process your personal data?
- On what legal ground(s) do we process your personal data?
- Which personal data do we collect and further process?
- How long do we keep your personal data?
- How do we protect and safeguard your personal data?
- Who has access to your personal data and to whom is it disclosed?
- What are your rights and how can you exercise them?
- Contact information
- 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 processing your personal data, how we collect, handle, and protect 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 "Management of subscriptions to receive information via the Mission Soil Newsletter on Newsroom, and management of the personal data of the contributors to the Newsletter", undertaken by the AGRI F.2, is presented below.
Any processing of personal data carried out in connection with the management or publicization of any event will be carried out under the record and privacy statement covering the event in question, even if certain personal data is published in the newsletter.
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 on different topics related to the Horizon Europe Mission "A Soil Deal for Europe" through our newsletter.
If you are contributing to the content of the Newsletter, we may use your personal data (including photographs and/or videos) to produce and publish the Newsletter. Your personal data is used solely to produce and disseminate the newsletter.
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?
You have subscribed to receive the information on Mission Soil related activities, policy development, Mission Soil-funded projects' news and events, soil-related topics events or scientific papers etc. from the European Commission, or you have provided your input to the content of the Newsletter.
This processing of your personal data is carried out pursuant to Article 5(1)(d) of Regulation (EU) 2018/1725 – processing based on your consent for one or more of the following purposes:
- To send you the newsletter;
- To create content for the newsletter based on your input, including your personal data.
You may withdraw your consent at any time by unsubscribing from the mailing list or by sending an email to EU-HORIZON-MISSION-SOIL@ec.europa.eu.
4. Which personal data do we collect and further process?
In order to carry out this processing operation, AGRI F.2 collects and processes the following personal data:
- Your email address is needed to ensure the delivery of the service to you as a subscriber.
In addition, AGRI F.2 collects the following personal data if you have chosen to provide it (optional data):
- Last and first name;
- Position and sector of activity;
- Country of residence;
- Gender.
These optional data are used to provide a personalised service (such as providing information on events relevant, e.g., to the country of residence).
If you are contributing to the content of the Newsletter, we may process and publish the following personal data:
- Your first and last name;
- Your Job title and organisation;
- Your opinions;
- Photographs/videos depicting you.
Finally, to monitor and evaluate the effectiveness of the newsletter as a communication tool, AGRI F.2 may collect and process the following data in aggregate.
- Type of device and web browser used;
- Total number of downloads;
- Total number/rate of click-through;
- Total number/rate of email open;
- Total number of subscribers and un-subscribers;
- Total number of clicks on the "share" button.
This type of information is aggregated based on usage activity, i.e., how overall newsletter subscribers engage with the newsletters they receive. This data is collected automatically when you click a link provided in the newsletter; the information obtained will be gathered and processed in an aggregated form and cannot be linked back to you.
You may unsubscribe from the newsletter by sending us an email at EU-HORIZON-MISSION-SOIL@ec.europa.eu.
5. How long do we keep your personal data?
AGRI F.2 only keeps your personal data for a maximum of five years from the date of publication of the newsletter, until you unsubscribe from the mailing list. If you have created a profile to benefit from the services of the Connect Newsroom, you may edit the personal data associated with it at any time.
If you are a contributor to the newsletter, your personal data may remain published as part of the content of the newsletter indefinitely, unless you request its deletion. Any personal data that we may have collected from you that has not become part of the content of the newsletter will be kept for a maximum of five years from the publication of the relevant newsletter.
If you want to unsubscribe, you may opt for the unsubscribe option available at the bottom of each Newsletter. Alternatively, you can write to EU-HORIZON-MISSION-SOIL@ec.europa.eu and ask to be unsubscribed from the mailing list. Appropriate action shall be taken within a week of receiving the request.
In cases where data is kept for statistical purposes, some subscriber's optional data may be kept for 5 years after the un-subscription, as they do not allow to identify the subscriber anymore and as they 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.
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.) is stored on the servers of the European Commission and those of NTU International A/S (the Commissions' processor / contractor for this operation). 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.
To protect your personal data, the Commission has implemented a number of technical and organisational measures. Technical measures include appropriate actions to address online security, the risk of data loss, data alteration, or unauthorised access, taking into consideration the risks 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 processor (NTU International A/S) is 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.
The staff of NTU International A/S will also have access to your personal data in accordance with the "need to know" principle.
If you are a contributor to the newsletter, some of your personal data collected in the context of this operation may be published in the newsletter and shared with all its recipients. We also maintain an online repository of previous newsletters, where your personal data remains visible to website visitors for a maximum of five years from the newsletter's publication date (see section 5 of this document for more details).
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 that data by those public authorities shall comply with the applicable data protection rules, in accordance with the purposes of the processing.
The information we collect will not be given to any third party, except to the extent and for the purposes required 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 it in case your personal data is 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 consented to provide your personal data to AGRI F.2 for the present processing operation. You can withdraw your consent at any time by notifying AGRI F.2 at EU-HORIZON-MISSION-SOIL@ec.europa.eu. The specific privacy statement will explain how to withdraw consent. 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 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 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 carried out by the European Commission that 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-03928.