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In accordance with Regulation (EU) 2018/1725 of 23 October 2018 on data protection (hereinafter the Regulation), the European Climate, Infrastructure and Environment Executive Agency (hereafter CINEA) collects your personal data only to the extent necessary to fulfil the precise purpose related to its tasks.

1.      The controller is CINEA:

a.      Unit D1

b.       Person responsible for the processing: Christian Strasser (Head of Unit)

c.       Email: CINEA-LIFE-CET@ec.europa.eu

The following entity processes your personal data on our behalf:

Bernhard von Mach
PRACSIS sprl
Place Communale d'Auderghem 8
B - 1160 Bruxelles
Email for data privacy enquiries: secretariat@euconf.eu

 

2.       The purpose of the processing is to organise the Sustainable Energy Investment Forums event and to facilitate networking among the participants and the follow up of the event, including feedback collection and various communication activities. These data serve to give to the  participant access to the event/conference venue and to include him/her in the participants list.

 

3.       The data subjects concerned by this notice are the participants to the conferences organised in the framework of the Sustainable Energy Investment Forums

 

4.       The categories of personal data collected and used for the processing operations are:

·       Name (first & last name)

·       Title

·       Date of birth

·       ID (or Passport) number

·       Organisation details (name, type & address)

·       Email address

·       Nationality

·       Country of residence

·       Telephone number

·       Login and password & dedicated account when applicable

                Which are mandatory for the purposes outlined above.

In addition, the following non-mandatory personal data may be collected: your position within your organisation, your photograph, films or videos and your consent to receive CINEA’s e-news, which will only be processed based on your explicit prior consent. In addition, non-mandatory personal data based on consent may be collected by the contractor such as food restrictions and accessibility needs in case of physical events only.  

 

5.    The recipients of the data will be CINEA and Commission staff in charge of the Sustainable Energy Investment Forums as well as CINEA or Commission contractors in charge of these Forums.

  

Photos and videos taken during the event maybe used in publications, in broadcasting or communication via the Internet, in order to illustrate or promote the activities or projects, past, present or future, of the European Institutions & bodies and the European Union. These images may be archived in the EU Institutions’ & bodies   online databases, accessible to the public free of charge. Third parties having access to these databases may use the said photographs and/or films in compliance with the EC's Decision on re-use of Commission's documents (2011/833/EU).

 

In case of audits or proceedings, etc., personal data may be provided to CINEA’s  Internal Controller, DPO, Legal Sector, etc.

 

In addition, data may be disclosed to public authorities in accordance with Union and Member State law such as the European Court of Justice or a national judge as well as the lawyers and the agents of the parties in case of a legal procedure, Investigation and Disciplinary Office of the European Commission (IDOC),  the competent Appointing Authority in case of a request or a complaint lodged under Articles 90 of the Staff Regulations, European Anti-Fraud Office (OLAF), the Internal Audit Service of the Commission, the Court of Auditors ,the European Ombudsman, the European Data Protection Supervisor and the European Public Prosecutor’s Office.

 

6.    Data Subjects rights:  you have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete. Where applicable, you have the right to request restriction or to object to processing. You may request erasure of your personal data held by the data controller. If processing is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal.

You can exercise your rights by sending an email with the requested change(s) to the controller via the functional mailbox indicated here-above in Section 1. In any cases your data will be modified or removed accordingly and as soon as practicable(maximum within 30 working days).

 

However, in line with Article 25 of the Regulation, the data controller may restrict the rights of the data subjects based on the Decision of the Steering Committee (2020) 26 of 14/10/20 (OJEU L 45 on9.2.2021, p. 80), in case where such restriction constitutes a measure necessary to safeguard the protection of the data subjects or the rights and freedoms of other data subjects, etc.

 

7.    How does CINEA protect and safeguard your data?

Access to your data is restricted on an individual need to know basis and through User-ID and password. Your data resides either on the servers of the European Commission (which abide by strict security measures implemented by DG DIGIT to protect the security and integrity of the relevant electronic assets) or on the servers of the contractor (which covered by relevant measures implemented as provided for by the EU legislation (GDPR)  to protect the integrity and confidentiality of the data) .

CINEA is also bound by Commission Decision2017/46 of 10/1/17 on the security of communications & information systems in the EC.

Your personal data will not be transferred to third countries or international organisations.

The processing of your data will not include automated decision-making (such as profiling).

 

8.    The legal basis of the processing are:

‚ÄĘ ¬† ¬† ¬† Council Regulation 58/2003 of 19 December 2002, laying down the Statute for executive agencies to be entrusted with certain tasks in the management of EU programmes;

‚ÄĘ ¬† ¬† ¬† Commission Implementing Decision (EU) 2021/173 of 12 February 2021 establishing the European Climate, Infrastructure and Environment Executive Agency, and repealing Implementing Decisions 2013/801/EU;

‚ÄĘ ¬† ¬† ¬† Commission Decision C (2021)947 of 12 February 2021 delegating powers to the European Climate, Infrastructure and Environment Executive Agency[1];

‚ÄĘ ¬† ¬† ¬† Council Regulation xx/2021of 18 March 2021 establishing a Programme for the Environment and Climate Action (LIFE), and repealing Regulation (EU) No 1293/2013

 

9.    The time limits for keeping the data are the following:

The Agency abides by the2019 Retention List of the Commission. Your personal data (mandatory)will be kept for a maximum period of 48 months from the date of the event you are registering for. Your personal data (non-mandatory) will be kept for a maximum period of 6 months from the date of the event you are registering for.  Data will be deleted at the end of this period.

 

10. Contact information

In case you have any questions about the collection/processing of your personal data, you may contact the data controller who is responsible for this processing activity by using the email address mentioned here above in Section 1

You may contact at any time the Data Protection Officer of the Agency (CINEA-DPO@ec.europa.eu).  You have the right to have recourse at anytime to the European Data Protection Supervisor (edps@edps.europa.eu).


[1] with a view to the performance of tasks linked to the implementation of Union programmes in the field of transport and energy infrastructure; climate, energy and mobility research and innovation; environment, nature and biodiversity; transition to low-carbon technologies; and maritime and fisheries; comprising, in particular, implementation of appropriations entered in the general budget of the Union and those stemming from external assigned revenue.

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1. The e-Service

The EU Institutions & bodies (EUI-B), including the European Commission, the Committee of the Regions, CINEA, and external contractors on their behalf (see§ 7 below), have set up this electronic registration form in order to facilitate the registration of participants to conferences and events.

2. What kind of personal information do we collect, for what purpose, and through which technical means?
Identification data

The registration form collects basic information on each participant including their name, organisation and contact details. From the data collected, a badge may be produced, which will enable registered participants to access the conference venue for physical events only ( this is not applicable to virtual events).

Data collected by the service may include the following:

·       Name (first & last name)

·       Title

·       Date of birth

·       ID (or Passport) number

·       Organisation details (name, type & address)

·       Email address

·       Nationality

·       Country of residence

·       Telephone number

·       Login and password & dedicated account when applicable

In addition, non-mandatory personal data may be collected such as food restrictions and accessibility needs in case of physical events only or photos and videos taken from the event  .

In some cases, data such as ID or Password number must be collected to allow entry into venues with high security.

Some of the above mentioned data may not be collected for virtual events.

Additional information provided to you as part of the service

By registering for an event, participants agree to receive information specific to that. For example, the service will use your email address and name to send a confirmation email. Participants may also receive information on programme changes, access instructions, and security procedures.

After the event, personal data may also be used to express gratitude to each participant for participating in the event. The EU Institutions & bodies, and external contractors on their behalf, may use your personal data if you consent to invite you to future EUI conferences.

Registrants may opt-out of receiving future emails from the EU Institutions and their contractors related to similar initiatives.

Technical information

Participants will register on the website www.euconf.eu managed by Pracsis srl for EUI-B. For some events, a login and password may be provided in an event invitation and is needed for registration.

For some events, registrants may choose to register on euconf.eu by creating a personal account that will them to access and update their data (e.g., the sessions they choose to attend or their personal details) and to register again for future events without re-entering their full details.

Fields in the registration page are protected against intrusive codes or any attempts to access/modify/delete the database.

A secured administrative page gives restricted access to the data collected underthe control of an appointed administrator.

3. Who has access to the information provided and to whom is it disclosed?

Personal data will be accessible to the EU Institutions & bodies (e.g., the European Commission, the Committee of the Regions, CINEA and to contractual staff working in the organisation of this event on behalf of the EU Institutions& bodies on a need to know basis. No third party will receive the information submitted.

Names of participants and their organisations are included in lists distributed to attendees only with their explicit agreement. Participants can refuse the sharing of their contact details in this manner.

Participants can raise questions or comments on how data is handled by the contractor by sending an email to secretariat@euconf.eu

4. How can you verify, modify or delete your information?

After registration, users that have created a personal account can access and modify their data at any time.

Those who have registered as visitors will not have direct access to their stored data; corrections must be requested by e-mail to secretariat@euconf.eu. If registrants find a mistake in their registration form, it is possible to register again without giving prior notice to the organiser. The previous data will be deleted from the database.

To delete all or part of their data registrants must send a request to secretariat@euconf.eu

5. How long do we keep your data?

Your personal data is kept for as long as necessary for the purpose of processing your file and for as long as necessary to fulfill our legal obligations and in no case for a period longer than 48 months. You can request the immediate removal of your personal data from our list at any time, as explained above. Your personal data (mandatory) will be kept for a maximum period of 48 months from the date of the event you are registering for. Your personal data (non-mandatory) will be kept for a maximum period of 6 months from the date of the event you are registering for.  

The contractor, will keep your personal data in a safe - virus-protected - electronic storage for future use.

6. Authorisation to use pictures and be filmed

Please note that photos and videos are taken during the event, lunches, coffee breaks, cocktails, etc. and may be recorded. Some events are also live-streamed. Virtual events hosted on web conferencing platforms may also be recorded and published online.

The EU Institutions & bodies  may use the photographs and/or films bearing your image as described above in all types of publications, in any form of televisual broadcasting or communication via the Internet, in order to illustrate or promote the activities or projects, past, present or future, of the European Institutions & bodies   and the European Union. These images may be archived in the EU Institutions’ &bodies   online databases, accessible to the public free of charge. Third parties having access to these databases may use the said photographs and/or films in compliance with the EC's Decision on re-use of Commission's documents (2011/833/EU).

Data subjects have the right to access data related to them, to be informed about the existence and the extent of data processing, to rectify incorrect personal data as the case may be and to oppose further processing. They also have to request erasure of their data. To exercise these rights, please contact the  European Climate, Infrastructure and Environment Executive Agency at CINEA-DPO@ec.europa.eu.

This authorisation shall apply worldwide and for as long as an image is subject to legal protection. It can be withdrawn by informing the European Commission at the address mentioned above.

In some cases, the request to  consent of being photographed or filmed is provided in the event registration form.

7. GDPR ‚Äď General Data Protection Regulation (of the European Union)

Pracsis srl, as a contractor of the EU institutions, is compliant with¬†Regulation (EU) N¬į 2016/679¬†(GDPR).

8. Contact Information

Please write to secretariat@euconf.eu for any questions or comments about the service with respect to the use of personal information by Pracsis srl.

Please consider the following website for more information on data protection: ‚ÄėEuropean Data Protection Supervisor, the EU's independent data protectionauthority‚Äô:¬†https://edps.europa.eu