EC Volunteering Week 2022
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EUROPEAN COMMISSION PROTECTION OF YOUR PERSONAL DATA 


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


Processing operation: Event ‘European Commission Volunteering Week” 


Data Controller: European Commission, DG HR D. ADV 01 


Record reference: DPR-EC-03106.1 


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 European Commission Volunteering Week event. 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 processing operation European Commission Volunteering Week event, undertaken by DG HR D. ADV 01 of the European Commission, is presented below. 


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


Give a day, the Commission contractor collects and processes your personal data to process your registration to a ECVW event. 


Your personal data will not be used for any automated decision-making including profiling. 


Purpose of the processing operation: DG HR D. ADV 01 collects and further processes your personal data to provide you with information about the European Commission Volunteering Week event (before, during and after) and to process your application for participation in that event . Audio-visual recording at the European Commission Volunteering Week event of the organisers and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers can be taken and published in the context of the event at internal Myintracomm or other internal web pages The audience or non-speaker participants are not photographed individually or in groups. They may however appear on panoramic photographs of the whole event/audience. Participants that do not wish to be part of the above recording/publishing activities have the possibility to object to processing. . If your image appears in these photographs or in their background and you wish the photographs to be removed from the Intranet, you can contact the Controller by sending an email on EC-STAFF-VOLUNTEERING@ec.europa.eu by specifying your request. 


 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 European Commission Volunteering Week event (including photos and/or audio-visual recording) are necessary for the management and functioning of the Commission, as mandated by the Treaties. 


Those provisions are in particular, Guidelines on staff volunteering INFO(2015)82, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union. Consequently, those processing operations are lawful under Article 5(1)(a) and (d) 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 and, the data subject has given consent to the processing of his or her personal data for one or more specific purposes). 


Your consent is required for: 

  • the sharing of your name with other participants (staff of the Commission services) of the activity you have applied for, for the purpose of contacting you for practical arrangements ( carpooling etc.) 
  • the sharing of your name with EC Volunteering week organisers (DGHR) for the purpose of further contact in the future in the context of the Commission's staff volunteering activities. 
  • the processing of your personal data for publication purposes such as a feedback brochure, or on the intranet, in the context of the EC Volunteering week event and in the framework of European Commission activities. 



 Photographs may be taken during the EC Volunteering week. If you do not wish your photo to be taken during the event, please notify the organisers by sending an email with relevant details regarding the exact day, time slot and activity on EC-STAFF-VOLUNTEERING@ec.europa.eu so that the Controller can make the necessary and appropriate arrangements. 


Photographs may be published afterwards on Myintracomm or other internal platforms If your image appears in these photographs or in their background and you wish the photographs to be removed from the Intranet, you can contact the Controller by sending an email on EC-STAFF-VOLUNTEERING@ec.europa.eu by specifying your request. 


The data controller is processing your personal data under Regulation (EU) 2018/1725 for the purposes of the EC Volunteering week. If you decide to take photographs/audio-visual recordings of participants of the event and/or publish them online, you assume full responsibility for these actions. The same applies if you download the photographs that will be posted on the Intranet and publish them on the Internet. 


The data controller shall not be held accountable for any processing of personal data that you might carry out on your own initiative during or after the event. 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. 


Your consent for these services can be withdrawn at any time:

  • for unsubscribing from the participant list, please send an email EC-STAFF-VOLUNTEERING@ec.europa.eu 
  • for withdrawing consent that you have provided from other services, please contact the controller of the event at EC-STAFF-VOLUNTEERING@ec.europa.eu 


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


The following personal data will be processed: 

  • data necessary for the organisation and management of the event. Compulsory data: name/surname/ /professional e-mail address, mobile number (in case of emergency) Optional data: Gender (needed for the right title), Age, Management or equivalent role, Function group, DG 
  • photographs/pictures, presentations, live web streaming and/or audio and video recording of speakers and participants. 


 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. 


Personal data is kept as long as follow-up actions to the event are necessary with regard to the purpose(s) of the processing of personal data as well as for the event and its related management. All personal data will be deleted from databases 2 year after the last action in relation to the event. 


Reports containing personal data will be archived according to the relevant Commission's legal framework. 


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. 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. 


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. 


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. You have consented to provide 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 by sending an email to EC-STAFF-VOLUNTEERING@ec.europa.eu. 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 by sending an email to EC-STAFF-VOLUNTEERING@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.  


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