This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: European Capital(s) of Inclusion and Diversity Awards.
Data Controller: European Commission's Directorate-General for Justice and Consumers, Non-Discrimination and Roma coordination Unit.
- Introduction
The European Commission (hereafter ‘the Commission’) is committed to protecting your personal data and to respecting 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 ‘European Capital(s) of Inclusion and Diversity Awards’ (hereafter ‘Award’) undertaken by and on behalf of European Commission's Directorate-General for Justice and Consumers is presented below.
- Why and how do we process your Personal Data?
We collect your Personal Data for the following purposes:
- To inform you about the Award and give you the latest updates about the Award;
- To communicate with you;
- To analyse and assess the application and decide upon Award winners;
- To organise (and potentially invite you to) the Award ceremony event;
- To arrange for payment of your travel and accommodation in case your town/city/region is selected to attend the Award ceremony event (in such a case, we will process additional Personal Data, such as passport/ID card information, strictly in view of facilitating your travel and accommodation).
We may process your Personal Data on an aggregated basis to assess the success of the Award (number of applicants, etc.) but the information will not be used for any other purpose outside of this Award.
Your personal data will not be used for an automated decision-making including profiling.
- On what legal grounds do we process your Personal Data?
We process your Personal Data on the basis of Article 5(1)(d) of Regulation (EU) 2018/1725 ("the data subject has given consent to the processing of his or her personal data for one or more specific purposes").
- Which Personal Data do we collect and further process?
We collect your Personal Data directly from you. In particular, your email address, personal identification data (name, title, etc.), professional identification data (job title) and certain electronic identification data (e.g. log-in details) are collected through the application process. Further information about you may be collected from publicly accessible sources (on the Internet).
We process your Personal Data only if and to the extent that you have given consent to the processing of your Personal Data for one or more specific purposes.
Processing and retaining of your Personal Data might also be necessary for compliance with a legal obligation to which our institution is subject (for example we are required to keep invoicing details for the payment of your travels and accommodation for a certain period of time pursuant to applicable accounting laws – such invoices may contain some of your Personal Data).
- 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 consented to provide your personal data the European Commission for the present processing operation. You can withdraw your consent at any time by notifying the team running the Award on behalf of 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 team running the Award on behalf of 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 point 9 below.
- How long do we keep your Personal Data?
Your Personal Data will be kept for no longer than necessary for the purposes for which they are collected or further processed e.g.:
1 year from the date of the launch of the Award (22/11/2021) for the personal identification information and professional identification data necessary to apply to the Award and organise the event (please note that we will keep data related to your city/town/region and application for as long as necessary to achieve our tasks carried out in the public interest);
3 years from the date of the launch of the Award (22/11/2021) for your email address;
Any longer period of time if retaining your Personal Data is necessary for us to comply with a legal obligation imposed on our institution (for example we are required to keep invoicing details for the payment of your travels and accommodation for a certain period of time pursuant to applicable accounting laws – such invoices may contain certain of your Personal Data).
- 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 and its contractor. 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 transposition of 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 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.
- 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 according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
Your Personal Data is made available to the following data recipients:
Members of the European Commission’s Directorate-General for Justice and Consumers, Non-Discrimination and Roma coordination Unit.
Tipik Communication Agency, a company with limited liability organised under the laws of Belgium, with registered office at Avenue de Tervueren 270, 1150 Brussels (“Tipik”) and its staff working on the project (Tipik will be acting as data processor and processing your Personal Data on behalf of the European Commission);
Two independent experts responsible for eligibility check and pre-assessment of the applications.
The EU-level jury for the Award.
- 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 team running the Award on behalf of the European Commission's Directorate-General for Justice and Consumers, Non-Discrimination and Roma coordination Unit through the contact button on the application site. This button activates your email software and invites you to send your comments to a specific mailbox (award@eudiversity2022.eu). When you send such a message, your Personal Data is collected only in order to reply.
If the team responsible for the mailbox is unable to answer your question, it will forward your email to another service. You will be informed, via email, about which service your question has been forwarded to.
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.