PROTECTION OF YOUR PERSONAL DATA

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

Processing operation: Organisation and management of the conference “Best practices for alternative egg production system” (3 May 2023)

Data Controller: European Commission, DG SANTE, Animal welfare

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 (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.

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.

This privacy statement concerns the processing operation Organisation of the conference ““Best practices for alternative egg production system” (3 May 2023) undertaken by the European Commission, DG SANTE, Animal welfare as presented below and the contractor hired by the European Commission, ASOCIACIÓN ECOVALIA, who will process personal data on behalf of the European Commission.

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

Purpose of the processing operation: the European Commission collects and further processes your personal data to provide you with information about the conference “Best practices for alternative egg production system” (before, during and after) and to process your application for participation in that conference.

More specifically, this concerns the following processing activities:

  • communication activities such as sending e-mails and invitations (this entails the management of contact lists for correspondence);
  • exchange of meeting documents, notably through information sharing and circulation of documents via e-mail, online system for meeting organisation (see Record of processing DPR-EC-01141 – Information system supporting the organisation of meetings (former notification DPO-3911));
  • organisational and administrative activities to ensure the participants’ access to Commission premises (see Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS));
  • live web-streaming and audio-visual recording of the meetings
  • for the purpose of drafting minutes (see Record of Processing DPR-EC-01937 (Audio-visual recording of meetings));
  • Live web-streaming and audio-visual recording at the conference of the speakers, organisers, and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers will be taken and published in the context of the conference at:

https://food.ec.europa.eu/animals/animal-welfare/animal-welfare-practice/animal-welfare-farm/laying-hens_en

  • 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 web-streaming and recording/publishing activities have the possibility to object to processing by informing the organisers, prior to the event, by sending an e-mail to: EU-AW-HENS-CONF-2023@ec.europa.eu

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

The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the conference (including web-streaming, photos, audio-visual recording) are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, necessary for the performance of a task carried out in the public interest (Article 5(1)(a) of Regulation (EU) No 2018/1725). 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) 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 operations on personal data of the speakers for the conference 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).

Your consent is required for:

  • the processing of your personal data relating to your dietary requirements and/or access requirements;
  • personal data included in the minutes of the conference, such as names of meeting participants and their positions expressed (in case of representatives of organisations, Member States’ authorities and other public entities, only based on their prior freely given, specific, informed and unambiguous consent, if at all).

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 this service can be withdrawn at any time by sending an e-mail to:

EU-AW-HENS-CONF-2023@ec.europa.eu

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

In order to carry out this processing operation the Data Controller may collect the following categories of personal data:

  • Contact details (function/title, first name, last name, name of organisation, city, country, e-mail address, telephone number);
  • Personal data necessary for security (access control to Commission premises) such as ID card/Passport number and date of birth, name, surname, organisation he/she belongs to, gender;
  • Dietary requests for physical participants;
  • Personal data included in the minutes of the conference, such as names of meeting participants and their positions expressed (in case of representatives of organisations, Member States’ authorities and other public entities, only based on their prior freely given, specific, informed and unambiguous consent, if at all);
  • Personal data necessary for establishing the attendance list and the minutes: signature, audio-visual recording of the meeting.
  1. 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.

  • All personal data related to the organisation and management of the conference (this includes the information given during the registration, before, during or after the event) will be deleted one year after the last action in relation to the conference.
  • 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 conference, but no later than within 1 month after the end of the conference.
  • Recordings from the web-streamed conference will be kept for 2 years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission events).
  • In case of audio-visual recording of the conference, the recordings will be kept for 3 months after the conference before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audio-visual recording of meetings).
  • Personal data shared with the Directorate-General for Human Resources and Security of the European Commission for the participants to gain access to Commission buildings is kept for 6 months after the termination of the link between the data subject and the Commission. More information is available in the Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS)).
  • Selected service providers for organisational purposes (such as caterers, travel agents or event management organisations) 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

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 contractors. 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.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).

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 authorised 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.

More specifically, the following Commission staff have access to certain parts of the personal data:

  • Authorised staff of the European Commission’s Directorate-General for Human Resources and Security have access to the personal data necessary for providing access to European Commission premises;
  • Authorised staff of the European Commission’s Directorate-General for Interpretation (SCIC) as meeting room and equipment providers have access to the audio-visual recordings of the meetings;

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 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 is 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 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.

To the extent you consented to the publication of some of your personal data, you can withdraw your consent at any time by notifying the Data Controller at:

SANTE-CONSULT-G3@ec.europa.eu

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.

Cookies

The registration for the conference takes place via a Commission website. The cookies employed by the Commission on the registrant’s device for that purpose will be covered by the cookie policy of the Commission, which is available here: https://ec.europa.eu/info/cookies_en

When you visit the website(s) of the conference and when you register we will set cookies in accordance with Commission guidelines. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures.

Cookies are stored by Europa Analytics, the corporate service which measures the effectiveness and efficiency of the European Commission’s websites on EUROPA. More information is available in the Record of Processing DPR-EC-00685 (Europa Analytics).

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 our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish.

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:

European Commission, DG SANTE, Animal welfare at  SANTE-CONSULT-G3@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 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.