Protection of your personal data

Processing operation: Targeted consultation activities (including surveys, interviews and focus groups), specifically: Mission Soil Platform website - interactive forms

Controller: European Commission, Directorate General for Agriculture and Rural Development, unit F.2 Research and innovation (hereafter AGRI.F2) 

Record reference: DPR-EC-01011 

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 (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 the processing of personal data linked to targeted consultation activities organised by the services of the Commission is presented below.

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

Purpose of the processing operation: The Commission collects and uses your personal information within the framework of targeted consultation activities to obtain your views, contributions or questions on a specific initiative, policy or intervention.

You are being contacted by the service of the Commission since it has concluded that your views, contributions or questions are relevant and necessary to the promotion of the Horizon Europe Mission ‘A Soil for Europe’ (Mission Soil). Specifically, we plan to use your submissions to either reply to your concerns, or to follow-up on it in an adequate manner.

The contact details of the prospective respondent have not been in the possession of AGRI F.2 previously and have been solely collected for this targeted consultation activity. Specifically, we are collecting your questions or your submissions concerning events organised by third party that are relevant in the context of the Mission Soil The contact form is available to the general public; when you compile the form, your contact details are transmitted to us in order to allow us to either reply or follow up to your question or contribution.

For reasons of transparency and openness your contributions concerning ‘events’ will, in principle, be published on a Europa website, as long as they are considered relevant and appropriate.

To avoid misuse, anonymous contributions to the Commission may not be accepted. 

AGRI F.2. may decide to:

  • use the images, audio/video recordings, and logos submitted to promote third party events;
  • require respondents to provide personal data in their response given the subject matter of the consultation to provide adequate response of follow up;
  • store personal data in the Commission’s document management system.

The subject matter of the consultation activity requires you to provide personal data in your response that identify or make you identifiable. These personal data will not be published. Your personal data will only be used to reply to your questions or to follow up to your submissions.

Your contribution to the targeted consultation 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).

The personal data processed may be reused for the purpose of procedures before the EU Courts, national courts, the European Ombudsman or the European Court of Auditor.

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:

(d) the processing is based on your consent, for one or more specified purposes;

The purpose of the processing of your personal data is to allow the Commission to contact you to follow up to the present consultation, view, contribution, or question spontaneously submitted by the data subject. Personal data will only be used to reply to questions or to ensure appropriate follow up to the submissions.

Non-personal data concerning relevant ‘events’ submitted will be published.

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

In order to carry out this processing operation the following categories of personal data may be processed:

  • name and surname;
  • e-mail address;
  • organisation.

In addition, in the contact form we will ask the following data:

  • topic of the question (question about)
  • message

In addition, in the event form we will ask the following data:

  • language of the event;
  • title of the event;
  • dates of the event;
  • event type;
  • description;
  • event image or logo and your permission to allow for its use and publication;
  • lead organisation organising the event;
  • website
  • address of the event;

Furthermore, you may spontaneously provide other, non-requested personal data in the context of your reply to the targeted consultation.

Please note that the Data Controller does not request nor expect that data subjects provide any special categories of data under Article 10(1) of Regulation 2018/1725 (that is “personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation”) related to themselves or to third persons in their contributions to the targeted consultation activity. Submission of these data should be avoided. Any spontaneous inclusion of these types of personal data is the responsibility of the data subject and by including any of these types of data the data subject is considered to provide his/her explicit consent to the processing, in accordance with Article 10(2)(a) of Regulation 2018/1725.

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, namely for a maximum of two or five years after the closure of the file to which the present targeted consultation belongs. The retention period of two years applies to questions you submit to us, and files of this type are considered closed once we have provided an appropriate reply. Submissions of events (and all connected data) are subject to a retention period of five years, which starts once we have provided adequate follow-up to your submission, and in any case not before the event is concluded.

This administrative retention period of five years is based on the retention policy of European Commission documents and files (and the personal data contained in them), governed by the common Commission-level retention list for European Commission files SEC(2022)400. It is a regulatory document in the form of a retention schedule that establishes the retention periods for different types of European Commission files. That list has been notified to the European Data Protection Supervisor.

The administrative retention period is the period during which the Commission departments are required to keep a file depending on its usefulness for administrative purposes and the relevant statutory and legal obligations. This period begins to run from the time when the file is closed.

In accordance with the common Commission-level retention list, after the ‘administrative retention period’, files including (the outcome of) targeted consultations (and the personal data contained in them) can be transferred to the Historical Archives of the European Commission for historical purposes (for the processing operations concerning the Historical Archives, please see record of processing 'Management and long-term preservation of the European Commission's Archives’, registered under reference number ).

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 Commission (or of its contractors (processors) if contractors are engaged to assist the controller). 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 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 authorised staff according to the “need to know” principle, in particular to follow-up on the targeted consultation. Such staff abide by statutory, and when required, additional confidentiality agreements.

Access to your personal data is provided to the Commission’s contractors to properly manage your entry and ensure replies or follow up.

Rue Belliard 12
1040 Brussels
Tel: +32 2 743 89 49

Shoreham-by-Sea West Sussex BN43 5FG UK 
Tel: +44 (0)1273 455611

Ecologic Institute, 
Berlin Pfalzburger Strasse 43/44 10717 Berlin Germany
Tel. +49 30 86880-0 Fax +49 30 86880-100

AGRI F.2 will transfer your personal data to its processor, RICARDO, in a third country (UK), in accordance with Regulation (EU) 2018/1725. This transfer will be based on an adequacy decision of the Commission, Commission Implementing Decision (EU) 2021/1772, in accordance with Article 47 of Regulation (EU) 2018/1725.

Certain (non-personal) data may be made public on the Europa website, namely:

  • data you have spontaneously provided concerning events you want to promote.

These are the following:

  • Language of the event;
  • Title of the event;
  • Dates of the event;
  • Event type;
  • Description;
  • Event image or logo;
  • Lead organisation organising the event;
  • Website
  • Address of the event;

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 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.

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. Under certain conditions, 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 the processing of your personal data to the Data Controller for the present processing operation, you can withdraw your consent at any time by notifying the Data Controller. 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.

In accordance with Article 14(3) of Regulation (EU) 2018/1725, your request as a data subject will be handled within one month of receipt of the request. That period may be extended by two further months where necessary, taking into account the complexity and number of the requests. In such case you will be informed of the extension of the time limit, together with the reasons for the delay.

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 at AGRI-

The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer ( 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:

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-01011.