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 (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 undertaken by the European Network for Rural Development Contact Point (Data Processor) on behalf of AGRI E.2 (Data Controller) is presented below.
- Why and how do we process your personal data?
Purpose of the processing operation: AGRI E.2 assisted by the European Network for Rural ENRD Contact Point collects and uses your personal information in the context of the activities of the European Network for Rural Development such as meetings and events, distribution of publications and documentation related to the network’s activities.
The collected data is used for contact lists, online databases, invitations, distribution of reports, publications and information sharing through mailings, including newsletters, newsflashes and press articles.
The following tools can be used to collect data:
- Invitations to activities organised under the framework of Commission Implementing Decision 2014-825-EU, seminars, workshops and other events, via a dedicated website, e-mail or other means
- Subscription for publications on the ENRD website via online forms or e-mail
- Surveys, feedback forms, attendance lists distributed during events/meetings
- Questionnaires sent electronically
- Online members-only web forums
- Incoming requests to the ENRD Contact Point (via firstname.lastname@example.org)
- Registration and submission forms on the ENRD website.
Your personal data will not be used for an automated decision-making including profiling.
- On what legal ground(s) do we process your personal data?
We process your personal data, because:
- 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;
- processing is necessary for compliance with a legal obligation to which the controller is subject;
- the data subject has given consent to the processing of his or her personal data for one or more specific purposes.
The basis for the processing referred to in points (a) and (b) above has been laid down in Article 52 of Regulation (EU) No 1305/2013 of the European Parliament and of the Council on support for rural development by the European Agricultural Fund for Rural Development (EAFRD).
The processing is necessary for the set-up and management of the ENRD.
The set-up and management of the ENRD is part of the tasks that the ENRD Contact Point has to deliver under service contract AGRI-2019-0213 and its renewals (maximum seven renewals). The ENRD Contact Point has been contracted to set up and manage the ENRD in compliance with Article 52 of Regulation (EU) No 1305/2013.
- Which personal data do we collect and further process?
In order to carry out this processing operation AGRI E.2 and the ENRD Contact Point may collect the following categories of personal data:
- first name and family name
- contact information (e-mail address, telephone)
- name and category of the organisation represented
- IP address (upon connection to the ENRD website)
- personal identification information (passport/ID number, signatures, country of residence, sector of activity, language ...)
- if applicable: photographs/videos of participants to events, which might be published in the context of ENRD
The provision of personal data is mandatory in order to undertake networking activities within the remit of the ENRD. If you do not provide your personal data, possible consequences are that you might not be able to take part in the networking activities, including – when relevant – sharing or searching for information on the ENRD website.
A provision to opt out from having your personal data shared with other stakeholders is explained under Heading 9.
For meetings of the Subgroup on Innovation, subjects’ personal data are collected through the Commission corporate tool “Advanced Gateway to your meetings (AGM)”: https://ec.europa.eu/tools/agm/legal-notice.
If you are a: i) project coordinator of an ENRD Operational Group or; ii) project partner, please note that we may obtain your personal data respectively from:
- the managing authority of your national/regional rural development programme, via the official electronic data exchange information system established between the Member State and the Commission (SFC);
- the project coordinator or the project partner responsible for communication with the ENRD, via the dedicated email AGRI-PRACTICE-ABSTRACTS@ec.europa.eu.
In both cases, by these means the above-mentioned subjects confirm: a) that they are aware that the information they submit will be published on the ENRD website and b) to have obtained the consent for the processing of such information. Any request concerning the processing of your personal data within the context of the ENRD should therefore be addressed to the above-mentioned subjects.
- How long do we keep your personal data?
The Data Processor (ENRD Contact Point) acting on behalf of the Data Controller i.e. AGRI E.2 only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, and this for a period of max. 7 years after the last action of the above mentioned activities. This retention period is set to accommodate the foreseen duration of the ENRD’s activities and takes into account the normal EU programming cycle.
- How do we protect and safeguard your personal data?
All personal data in electronic format (e-mails, documents, database entries, uploaded batches of data, etc.) are stored either on the servers of the European Commission or of its contractor, the ENRD Contact Point. 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 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.
Access to your data is provided to the ENRD Contact Point whose activities are equally covered by this Privacy Statement and the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).
On request, registered users' data may be transmitted to national or regional competent authorities and their established structures in charge of the operations of national rural networks solely for purposes and activities referred to in Article 54 of Regulation (EU) No 1305/2013. Each request will be evaluated on a case-by-case basis.
On request, registered users' data may be transmitted to European Institutions and their established structures solely for purposes and activities referred to in Article 54 of Regulation (EU) No 1305/2013. Each request will be evaluated on a case-by-case basis.
Your name, organisation and contact details (e-mail address) will be made available in hard copy or via dedicated mobile application to all participants and organisers during meetings and events. The same information will be published online at the end of such events (‘participants list’) only for those subjects who have explicitly expressed consent.
If you are a registered user of the ENRD website your personal information will not be published online unless you have given explicit consent to be featured in the website’s internal database. Only registered users are able to see the profile of other users displayed in the internal database. You will be able to allow other users to contact you via a personal contact form that keeps your e-mail address hidden. Note that some privileged users such as site administrators will still be able to contact you even if you choose to disable this feature.
Information submitted by registered users via the ENRD website forms (such as for the submission of ‘projects’, ‘project ideas’, ‘funding opportunities’, ‘research needs from practice’) contains personal contact details that the user can decide to make publicly available to all website visitors.
The ENRD Contact Point uses third party tools, with whom bilateral agreements with reference to the GDPR has been signed, or where the provider has adopted a GDPR compliant policy, namely:
- Mail Chimp → launch mass mail out campaigns
GDPR compliance: https://mailchimp.com/gdpr/
- Microsoft (SharePoint, Skype, Excel,…) à documents sharing
GDPR compliance: https://www.microsoft.com/en-us/trust-center/privacy/gdpr-overview
- Travel agency Amex → travel bookings
GDPR compliance: https://www.amexglobalbusinesstravel.com/the-atlas/gdpr-corporate-travel-programs/
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.
- 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 the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a).
You have consented to provide your personal data to AGRI E.2 and the ENRD Contact Point for the present processing operation. You can withdraw your consent at any time by notifying 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 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.
- 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: DG Agriculture and Rural Development, Unit E.2. – Denmark, Estonia, Latvia, Lithuania, Finland, Sweden; ENRD, AGRI-ENRD@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 (email@example.com) 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.
- 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-00346.