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EPALE - Electronic Platform for Adult Learning in Europe

EPALE UX Workshop #1 - Privacy Statement

The European Education and Culture Executive Agency ("EACEA") is committed to preserving your privacy. All personal data are dealt with in accordance with Regulation (EU) No 2018/1725 on the protection of personal data by the Union institutions, bodies, offices and agencies[1] ("the data protection regulation").

 

The following Privacy statement outlines the policies by which Tremend Software Consulting Srl and Lai-Momo Cooperativa Sociale, on behalf of EACEA, collect, manage and use the personal data of the concerned individuals within the EPALE UX Workshop #1 which will take place on 7 May 2024. Both contractors are bound by data protection clauses under a service contract signed with EACEA.

 

  1. Who is responsible for processing your personal data (data controller)?

 

The controller is the European Education and Culture Executive Agency, Avenue du Bourget 1, BE-1049 Brussels.

 

The person designated as being in charge of the processing operation is the Head of Unit A.2 Erasmus+: Platforms, Skills and Innovation.

 

Email: EACEA-EPLUS-EPALE@ec.europa.eu

 

  1. Which personal data are processed?

 

Mandatory data:

Name

Surname

Country

E-mail address

Teams and Microsoft 365 account information

IP Address

 

Optional data:

Name of Organisation

Voice and images of speakers and participants who voluntarily choose to turn on their microphone and camera to participate in the debates

 

 

  1. For which purpose do we process your data?

 

The above-mentioned personal data is processed for the organisation and management of the online event.

 

The mandatory personal data is collected in order for the participants to register and receive the web link to attend the event, as well as further information and instructions on how to participate. This personal data will also be used for statistical purposes.

 

In order to reach a broader adult education audience, the online event will be organised and recorded via Microsoft TEAMS. Therefore, participants are informed that, by registering to the event, including turning on their microphone and/or camera, their personal data will also be processed via Microsoft TEAMS (see privacy statement: https://privacy.microsoft.com/privacystatement).

 

Furthermore, the audio-video recording will be made available on the event website after the event.

 

The photographs and/or videos bearing your image in the recording can be used in order to illustrate or promote the activities or projects, past, present or future, of the European institutions and the European Union in all types of publications, in any form of televisual broadcasting or communication via the Internet. They will also be included and archived in the European Union’s online databases, accessible to the public free of charge online. 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) for information or education purposes only.

 

  1. Who has access to your personal data and to whom is it disclosed?

 

Access to your personal data may be given on a need-to know basis to the following recipients:

  • Authorised staff of EACEA and European Commission, Directorate-General for Education, Youth, Sport and Culture (DG EAC) and Directorate-General for Employment, Social Affairs and Inclusion (DG EMPL),
  • Authorised staff of Tremend Software Consulting Srl and Lai-Momo Cooperativa Sociale, companies located in Romania and Italy respectively, who act as data processors for EACEA and handle the logistics of the online event,
  • In case of control or dispute, the bodies charged with a monitoring or inspection task in application of Union law (e.g. Internal Audit Service, European Commission, OLAF, EU Courts, etc.),
  • EPALE National Support Services (NSS) in the home country indicated by the participant during registration (based on consent), who are in charge of promoting EPALE to the local and national stakeholders and keeping contact with them. All these recipient NSS are based in the EU/EEA, except the NSS of Albania, Bosnia and Herzegovina, North Macedonia, Serbia and Turkey. In such case, transfers of personal data to these countries will be without adequacy decisions. The level of protection of your personal data will depend on the law or practice of that third country and, as a result, your rights as regards data protection might not be equivalent to those in an EU/EEA country or a country with an adequacy decision. However, the NSS are bound by data protection clauses, in particular with technical and organisational security obligations, under a grant agreements signed with EACEA. The users may request to obtain a copy of these clauses by contacting the data controller (see point 1 above).
  • The general public as the recording of the event will be published online on the event website.

 

  1. How long do we keep your personal data?

 

Data relating to the registration process of the event will be kept for 6 months after the closure of the event. However, we may keep information identifying you for a longer period for historical, statistical or scientific purposes with the appropriate safeguards in place.

 

The recording from the online event will be kept online for 2 years before being deleted.

 

  1. What are your rights concerning your personal data and how can you exercise them?

 

Under the provisions of the data protection regulation, you have the right to:

  • Request to access the personal data EACEA holds about you;
  • Request a rectification of your personal data where necessary;
  • Request the erasure of your personal data;
  • Request the restriction of the processing of your personal data;
  • Request to receive or to have your data transferred to another organization in commonly used machine readable standard format (data portability).

 

To exercise your rights, please contact the data controller indicated in point 1 above by explicitly specifying your request.

 

As this processing of your personal data is based on Article 5(1)(a) of the data protection regulation, please note that you have the right to object to processing of your personal data on grounds relating to your particular situation under the provisions of Article 23 of the data protection regulation.

 

In addition, as this processing of your personal data is based on your consent as per Article 5(1)(d) and Article 50 of the data protection regulation, please note that you can withdraw it at any time, and this will have effect from the moment of your retraction. The processing based on your consent before its withdrawal will remain lawful.

 

Please note that Article 25 of Regulation (EU) 2018/1725 provides that, in matters relating to the operation of EU institutions and bodies, the latter can restrict certain rights of individuals in exceptional circumstances and with the safeguards laid down in that Regulation. Such restrictions are provided for in internal rules adopted by EACEA and published in the Official Journal of the European Union: https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX%3A32021Q0317%2801%29.

 

  1. Your right to have recourse in case of conflict on any personal data issue

 

In case of conflict on any personal data protection issue you can address yourself to the data controller at the above mentioned address and functional mailbox.

 

You can also contact the Data Protection Officer of EACEA at the following email address: eacea-data-protection@ec.europa.eu.

 

You may lodge a complaint with the European Data Protection Supervisor at any time: http://www.edps.europa.eu.

 

  1. On which legal basis are we processing your personal data?

 

The processing is based on the following paragraphs of Article 5(1) of the data protection regulation:

(a) 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:

  • Regulation (EU) 2021/817 of the European Parliament and of the Council of 20 May 2021 establishing Erasmus+: the Union Programme for education and training, youth and sport and repealing Regulation (EU) No 1288/2013 (OJ L 189, 28.5.2021, p. 1–33),
  • Commission Implementing Decision (EU) 2021/173 of 12 February 2021 establishing the European Education and Culture Executive Agency.

 

(d) the data subject has given consent to the processing of his or her personal data for the following specific purposes: 1) granting access to personal data to local NSS and 2) audio and video recording of the event.

 

Participation to the event is not conditional to data subjects’ consent. In particular, if you do not agree to appear in the recording, you can turn off your camera and mute yourself.

 

[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 Text with EEA relevance, OJ L 295, 21.11.2018, p. 39.