Data Protection Notice

Data protection notice - EU Sustainable Energy Week (EUSEW) - 22-26 June 2020

The objective of this data protection notice is to inform participants and speakers participating in the EU Sustainable Energy Week about the processing activities related to their personal data.

Your personal data are processed in accordance with Regulation (EU) 2018/1725 [1] on the protection of individuals with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.

The data controller of the processing operation is the Head of the Administration Unit of the Executive Agency for Small and Medium-sized Enterprises (EASME) except for the application process of the EU Sustainable Energy Awards for the Eastern Partnership for which the data controller is the Directorate-General for Neighbourhood and Enlargement Negotiations of the European Commission (DG NEAR).

The following entity is processing the personal data on behalf of EASME: ICF Next S.A (outreach@icfnext.com).

The following entities are processing the personal data on behalf of DG NEAR: Ecorys (eapenergyawards@ecorys.com) and Cecoforma (ludmila.magkaeva@cecoforma.com).

The legal basis for the processing operations are Article 5(1)(a) of Regulation (EU) 2018/1725 because it is necessary for the performance of a task carried out in the public interest on the basis of the Treaties or other legal instruments adopted on the basis thereof [2], and Article 5(1)(d) of Regulation (EU) 2018/1725 because it is based on your explicit consent for non-compulsory personal data specified below.

The purpose of this processing operation is to organise and manage the EU Sustainable Energy Week activities. It covers:

  • Registration of participants to online events in the framework of the EU Sustainable Energy Week, management of their participation online, and inclusion in participant lists;
  • Management of applications for the EUSEW Awards (evaluation, selection, announcement, promotion and feedback);
  • Management of applications for hosting Policy Conference sessions (evaluation, selection, announcement, promotion and feedback);
  • Management of applications for the Networking Village (evaluation, selection, announcement, promotion and feedback);
  • Management of the online matchmaking platform;
  • Management of submissions of Energy Days (assessment, selection, publication, promotion and feedback);   
  • Management of follow-up meetings and other related follow-up actions, such as the collection of feedback, the distribution of contact lists, invitations, news, reports, other publications and information material, and sending of emails informing on future activities related to EUSEW;
  • Management of the EUSEW Community – for receiving further information related to the topic and activities of the EU Sustainable Energy Week;
  • Collection of event statistics.

 

The following personal data are collected : title, first name, last name, nationality, gender, year of birth, organisation, function, (professional/personal) e-mail address, phone number, Twitter and LinkedIn accounts (if any), IP address, website data, geolocation, and browser-generated information, cookies or other technologies used to analyse users’ activity. Moreover, for speakers, Awards finalists, and experts, their biographies and CVs are also collected. This information is mandatory for the purposes outlined above (except for phone number, Twitter and LinkedIn accounts which are based on your explicit prior consent or where differently stated, e.g. EUSEW Community).

Please note that the events of the EU Sustainable Energy Week will be web streamed and only moderators, Awards finalists, experts and speakers will be recorded/filmed/photographed. This data will be used for online and offline communication activities related to the EU Sustainable Energy Week. Moderators, Awards finalists, experts and speakers will be contacted by ICF Next to obtain their explicit consent to have their image recorded, used for the creation of offline communication material and published online on communication channels, such as social media accounts, image hosting sites and websites linked to the promotion of the EU Sustainable Energy Week. In the absence of consent, moderators, Awards finalists, media, experts and speakers have the possibility to remain unseen by not activating their video during the streaming.

The recipients of your data will be authorised EASME and European Commission staff in charge of the organisation of the event and the follow-up communication activities, authorised staff of EUSEW partner organisations [3] EASME’s contractor ICF Next and its subcontractor Abbit, and authorised staff of DG NEAR’s contractors, Ecorys and Cecoforma involved in the organisation of the event and the follow-up communication activities, and bodies charged with monitoring or inspection tasks in application of EU law (e.g. internal audits, Court of Auditors, European Anti-fraud Office – OLAF). EUSEW partner organisations and EUSEW participants will have access to registered participants profiles on B2match (see details below).

Third party tools used for the organisation of EUSEW

For the purpose of broadcasting the video streamed, Wowza.com,third party tool under ICF Next (contractor) Abbit’s responsibility, collects from session organisers, speakers, moderators and Awards finalists the following personal data: their image and sounds, IP address, website data, geolocation, cookies, and browser/mobile device generated information (device information, operating system, device type, system, cookies or other technologies used to analyse users’ activity), web beacons, and web pages you view and links you click or access. Sessions will be recorded, archived and made available to ICF Next and EASME to be uploaded on EUSEW’s website. Moreover, it hosts the collected personal data on servers in Europe or the United States. For information on how Wowza.com uses cookies and how processes personal data, please consult this link  https://www.wowza.com/legal/privacy.

For the purpose of hosting and streaming online meeting rooms and plenary sessions (Opening Ceremony, Awards Ceremony and Debate With Ambassadors), GotoMeeting or GotoWebinar (services provided by Logmeininc), third party tool under ICF Next (contractor) Abbit’s responsibility, collects from sessions organisers, moderators, Awards finalists, media, experts and speakers the following personal data: title, position, the first name, last name, email address, IP address, website data, geolocation, and browser-generated information, cookies, language settings, operating system used, unique device identifiers or other technologies used to analyse users’ activity. Moreover, it hosts the collected personal data on servers in Europe or the United States. For information on how GotoMeeting or GotoWebinar uses cookies and how processes personal data, please see Logmeininc privacy policy at: https://www.logmeininc.com/fr/legal/privacy/international.

For the purpose of hosting the digital event and managing the different side activities, including networking, virtual exhibitions, Q&A, quizzes, and polls, etc., B2match.com, third party tool under ICF Next (contractor) responsibility, collects from sessions organisers, moderators, Awards finalists, experts, speakers, participants and media: their title, first name, last name, age range, gender, job position, professional and personal e-mail address, professional and personal phone number(s), Twitter and LinkedIn accounts, areas of interest (for networking), profile picture, IP address, website data, geolocation, and browser-generated information (including device information, operating system, device type, system, cookies or other technologies used to analyse users’ activity). Moreover, B2match.com also collects the following information: time zone, organisation name, organisation description, logo and website, organisation address, city and country. It hosts the collected personal data on servers in Germany. For information on how B2match.com uses cookies and processes personal data, please consult this link https://www.b2match.com/privacy-policy.

 

For the purpose of surveys, Voxco, third party tool under ICF Next (contractor) responsibility, collects from sessions organisers, moderators, Awards finalists, experts, speakers, participants, and media: IP address, website data, geolocation, cookies, and browser generated information. It hosts the collected personal data on servers in the European Economic Area. For information on how Voxco uses cookies and processes personal data, please consult this link https://www.voxco.com/privacy-policy/.

For the purpose of interpretation and translation, Interprefy, third party tool under ICF Next contractor Abbit’s responsibility, collects from sessions organisers, moderators, Awards finalists, experts, and speakers the following personal data: first and last name, physical address, email address, phone number, or other contact information, IP address, language, website data, geolocation, and browser-generated information (including device information, operating system, device type, system, cookies or other technologies used to analyse users’ activity). It hosts the collected personal data on servers in Europe or in the United States. For information on how Interprefy uses cookies and how Interprefy processes personal data, please consult this link https://www.interprefy.com/privacy-policy.

For the purpose of Q&A, quizzes, and polls, Sli.do, third party tool under EASME (Data controller) responsibility, collects from sessions organisers, moderators, Awards finalists, experts, speakers, participants, and media the following personal data: first name, last name, IP address, language, website data, geolocation, and browser-generated information (including device information, operating system, device type, system, cookies or other technologies used to analyse users’ activity). It hosts the collected personal data on servers in Europe or the United States. For information on how Sli.do uses cookies and how Sli.do processes personal data, please consult this link https://www.sli.do/terms#privacy-policy.

For the purpose of sending campaign mailings to sessions organisers, moderators, Awards finalists, experts, speakers, participants, and media, GetResponse, third party tool under ICF Next responsibility, collects the following personal data: title, first name, last name, organisation, work country, job position, (professional/personal) e-mail address, IP address, website data, geolocation, and browser-generated information, cookies or other technologies used to analyse users’ activity. Moreover, it hosts the collected personal data on servers in the European Economic Area. For information on how GetResponse uses cookies, please see GetResponse Cookie Policy available at https://www.getresponse.com/legal/cookie-policy.html . Please also see GetResponse privacy policy at: https://www.getresponse.com/legal/privacy.html .

For the purpose of sending campaign mailings to media, Prezly, third party tool under ICF Next responsibility, collects title, first name, last name, job position, professional e-mail address, IP address, website data, geolocation, and browser-generated information, cookies or other technologies used to analyse users’ activity. Moreover, it hosts the collected personal data on the servers in and outside of the European Economic Area. Prezly may transfer personal data outside of the EEA to third countries that offer an appropriate level of data protection. For information on how Prezly uses cookies, please see Prezly’s cookie policy available at https://www.getresponse.com/legal/cookie-policy.html. Please also see Prezly’s privacy policy at: https://www.prezly.com/privacy-policy.

Your data will be kept for a maximum period of twelve months after the end of the conference.  Data will be deleted at the end of this period. As part of the EUSEW Community, your data will be kept for five years after the end of the Horizon 2020 programme and you can unsubscribe at any moment through a dedicated link present in all emails sent to you. Recorded and photographed data of you will be kept for five years after the end of the Horizon 2020 programme. You can ask the deletion of your data by sending us an email.

You have the right to access your personal data, the right to rectify any incorrect, inaccurate or incomplete personal data and where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller Where processing is based on your consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal. Your request to exercise one of the above rights will be dealt with without undue delay and within one month. If you have any queries concerning the processing of your personal data, you may address them to the EASME Head of the Administration Unit (entity acting as data controller) at EASME-ENQUIRIES@ec.europa.eu by indicating EUSEW data protection notice in the subject.  You shall have the right of recourse at any time to the EASME Data Protection Officer (DPO) at EASME-DPO@ec.europa.eu and the European Data Protection Supervisor (EDPS) at https://edps.europa.eu .

Any queries relating to the application process of the EU Sustainable Energy Awards for the Eastern Partnership shall be addressed to eapenergyawards@ecorys.com . You shall have the right of recourse at any time to the Data protection officer of the European Commission at EC-DPO@ec.europa.eu and the European Data Protection Supervisor (EDPS) at https://edps.europa.eu . 

Version June 2020




[1] 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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (OJEU L295/39, 21.11.2018).

[2] Act of Establishment: Commission Implementing Decision C(2013/771/EU) of 17 December 2013 establishing the 'Executive Agency for Small and Medium-sized Enterprises' and repealing Decisions 2004/20/EC and 2007/372/EC and Regulation (EU) No 1291/2013 of the European Parliament and of the Council of 11 December 2013 establishing Horizon 2020 - the Framework Programme for Research and Innovation (2014-2020) and repealing Decision No 1982/2006/EC (OJEU L 347/104 of 20.12.2013) and Regulation (EU) No 232/2014 of the European Parliament and of the Council of 11 March 2014 establishing a European Neighbourhood Instrument.

[3] EUSEW partner organisations are all the organisations that co-organise EUSEW (e.g. organisations who organise a session, a networking activity, an Energy Day, etc.) and strategic and media partners.