EU Adaptation Strategy Impact Assessment Privacy Statement

EU Adaptation Strategy Impact Assessment Privacy Statement

Protection of your personal data

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation: Interviews and workshop (or online event) registration for study on “Support to an ex-ante impact assessment of the adaptation strategy"

Data Controller: Directorate-General for Climate Action (CLIMA), Adaptation Unit (CLIMA-A.3)

Record reference: DPR-EC-3288 / DPR-EC-01063

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 processing operation ‘Interviews and workshop (or online event) registration for study on “Support to an ex-ante impact assessment of the adaptation strategy” undertaken by the Head of the Unit CLIMA-A.3 of Directorate-General for Climate Action, Adaptation Unit  is presented below.

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

Purpose of the processing operation: Directorate-General for Climate Action, Adaptation Unit (DG CLIMA-A.3) collects and uses your personal information to receive, gather and analyse your views and/or conducts interviews, to invite you to workshop (or online event), to prepare workshop badges and attendance lists, to film the workshop (or online event) and other purposes that are compatible with these in support of the on-going impact assessment of the “Support to an ex-ante impact assessment of the adaptation strategy”.

Personal data collected in this context may become part of a database/mailing list with the purpose of facilitating the interaction between the European Commission and its stakeholders in their areas of interest and for other purposes that are compatible with this.

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?

Pursuant to Article 5(1) of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018, we process your personal data, because:

Article 5 (a):  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.

 Article 5 (d):   the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject.

According to Article 11 of the Treaty on European Union, "the European Commission shall carry out broad consultations with parties concerned in order to ensure that the Union’s actions are coherent and transparent."

In addition, a special category of personal data is processed, when workshop registrants are invited to indicate dietary and access requirements. This is for the purpose of meeting these requirements in the workshop.

We process the special categories of personal data indicated above and in Section 4, because:

(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject. This consent is through the provision of the personal data on the workshop registration form.


4. Which personal data do we collect and further process

In order to carry out this processing operation DG CLIMA-A.3 collects the following categories of personal data for interviews:

  • Name
  • Name of organisation
  • Email address

For workshop (or online event) registration, the following categories of personal data are also collected:

  • Stakeholder category
  • Dietary requirements (where appropriate)
  • Access requirements (where appropriate), including the following:
    • ID or passport number and expiry date (so an e-pass can be issued for access to the building where the workshop is held)
    • Nationality (so an e-pass can be issued for access to the building where the workshop is held)
    • Date of birth (so an e-pass can be issued for access to the building where the workshop is held)

The workshop may be filmed and the images of part or of the whole workshop (or online event) may be web cast and/or recorded. Full speeches or parts of them may be reused for internal documentation or in any public communication activity of pedagogical project. Participation in the workshop (or online event) involves acceptance of being filmed and no restriction fee will be asked for any use or reuse of the recorded images.

5. How long do we keep your personal data?

DG CLIMA-A.3 only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for a maximum of five years after the closure of the file to which the present targeted consultation belongs. A file is closed at the latest once there has been a final outcome in relation to the initiative to which the targeted consultation contributed. This retention period is without prejudice to an earlier elimination of personal data not part of the file or cases of administrative elimination.

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(2019)900. 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 European 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 notifications DPO-1530.4 ARES-NOMCOM. ARES (Advanced Records System) et NOMCOM (Nomenclature Commune), DPO-3871-3 Notification for the digital archival repository and ARCHISscanning' and 'DPO-2806-5 Gestion des dossiers papier structurés par nom de personnes et transférés aux Archives Historiques'.).

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 either on the servers of the European Commission or of its contractor Ricardo Energy & Environment. 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.

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.

The Commission’s contractors Ricardo Energy & Environment is bound by a specific contractual clause for any processing operations of your 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 of the Commission according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

Your personal data will be used and seen by the lead partner contracted in this study, Ricardo Energy & Environment, which will process the data on behalf of the Data Controller.

Data subjects participating in the interviews will be requested to provide consent to the publication of their personal data (such as name of organisation). No private data (such as contact details) will be published or included in any reports made publicly available.

Personal data (name and organisation) will only be published in association with name badges and attendance lists for the workshop (or online event). Names of speakers will be included in workshop agendas and reports. For other participants, only names of organisations will be included in notes of the workshop.

A web service will be provided. This will permit registration for attendance at or interest in the workshop (or online event).

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information.

Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyse our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

  • Session Cookies. We use Session Cookies to operate our Service.
  • Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
  • Security Cookies. We use Security Cookies for security purposes.

The information we collect will not be given to any other 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, 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 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.

Insofar you have consented to the certain processing of your personal data to the DG CLIMA-A.3 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, 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.

Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days.

9. Contact information

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:  Directorate-General for Climate Action, Adaptation Unit (CLIMA-A.3). Email: CLIMA-A03-ARES@ec.europa.eu
  • The Data Processor: Ricardo Energy & Environment. Email:  Adaptation.Strategy@ricardo.com
  • 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 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-3288 / DPR-EC-01063