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European Commission

EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID OPERATIONS

DG ECHO PARTNERS' WEBSITE

Privacy

PRIVACY STATEMENT: PROTECTION OF YOUR PERSONAL DATA

TABLE OF CONTENTS

 

  1. Introduction
  2. On what legal ground(s) do we process your personal data?
  3. Which data do we collect and process?
  4. How long do we keep your data?
  5. How do we protect your data?
  6. How do we protect and safeguard your personal data?
  7. Who has access to your personal data and to whom is it disclosed?
  8. What are your rights and how can you exercise them?
  9. Contact information
  10. Where to find more detailed information

 

 

1. INTRODUCTION
 

The European Commission (hereinafter ‘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 may exercise 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 (DPO) and the European Data Protection Supervisor (EDPS).
 



2. WHY AND HOW DO WE PROCESS YOUR DATA?
 

Purpose of the processing operation: The Data Controller (the Commission) collects and further processes your personal data for the delivery of training and helpdesk services, including virtual classroom/face-to-face training sessions, webinars and eLearning events.

 

These activities are facilitated by the HumaniTrain Consortium led by Fondazione PuntoSud (hereinafter ‘the Consortium’), acting as Data Processor, in implementation of framework contract ECHO/B3/FWC/2023/SI2.3550 for the supply of training and support services to the Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO).

 

Members of the Consortium processing data on behalf of the European Commission are:

 

The Consortium’s Members, acting on behalf of the Commission, collect and use your personal data to ensure an adequate organisation and follow-up of the trainings in the DG ECHO Humanitarian Aid Learning Community within the EU Academy e-learning platform (hereinafter ‘EU Academy’), for helpdesk services, to report about these services to the Commission and to send you communications related to learning and training opportunities, upon consent through the dedicated form available here. 

 

For more information on how your personal data is processed:

  1. by the EU Academy, please refer to the Record of Processing DPR-EC-05546; and
  2. for your potential subscriptions to receive information, please refer to the Record of Processing DPR-EC-03928.

 

Your personal data will not be used for an automated decision-making including profiling

 


3. ON WHAT LEGAL GROUND(S) DO WE PROCESS YOUR PERSONAL DATA
 

We process your personal data because you have given your consent for the specific purpose of enabling your participation in courses and training sessions, as well as to ensure balanced participation, delivered within the framework of the DG ECHO humanitarian aid learning community pursuant to Article 5(1)(d) of Regulation (EU) 2018/1725.

We further process your personal data because you have given your consent for the specific purpose of receiving DG ECHO Learning and Training updates, via a clear affirmative act by ticking the box(es) on the online registration form here pursuant to Article 5(1)(d) of Regulation (EU) 2018/1725.

We also process your personal data because you have given your consent for the specific purpose of recording the online and/or in-person training sessions, via a clear affirmative act by ticking the box on the specific form for each training session, pursuant to Article 5(1)(d) of Regulation (EU) 2018/1725.

 

You can withdraw your consent for these services at any time by contacting the Data Controller (see Heading 9).
 

 

4. WHICH PERSONAL DATA DO WE COLLECT AND FURTHER PROCESS?

In order to carry out this processing operation we only collect personal data necessary for:

 

1. the organisation and management of training

2.helpdesk services

3. Communications related to DG ECHO Learning and Training opportunities.

 

The personal data collected comprises namely of nationality, name and country of the Organisation, position, your country office, your professional email and that of your reference person at the Headquarters.

 

 

 

5. HOW LONG DO WE KEEP YOUR DATA?
 

Personal data is kept as long as its processing is necessary for the organisation and management of the training events.

 

All personal data will generally be deleted 10 years after the last action in relation to this training.

 

The majority of the personal data processed by the EU Academy will be stored on the Academy’s site as long as the registered user is active, and no request has been made by the registered user to the Data Controller to remove him/her from the platform and service.

 

After 5 years of continuous inactivity or upon email request from the user, his/her data and any related user generated data will be anonymised.

 

For more detailed information on the specific retention periods per data category please refer to the Record of Processing DPR-EC-05546 or contact the EU-ACADEMY-DP-OFFICER@ec.europa.eu.

 

 

6. HOW DO WE PROTECT YOUR DATA?

 

All personal data in electronic format are stored on the servers of the Consortium providing the training and helpdesk services and its service providers (SurveyMonkey, Docebo SPA and Freshworks, Inc.) and on the servers of the EU Academy. All processing operations are carried out pursuant to 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’ (EU) 2016/679).


In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. 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.



7. 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 as well as to authorised staff of the Processor and Sub-processors according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

 

Members of the Consortium (Fondazione PuntoSud and Lattanzio KIBS, together with their service providers (SurveyMonkey, Docebo SPA and Freshworks Inc.) – acting as Sub-Processors – and the EU Academy have also access to your personal data.

 

Other participants in the training events do not have access to the personal data you have disclosed.

 

Cookies

 

Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies).

 

The delivery of training and helpdesk services, including virtual classroom/face-to-face training sessions, webinars and eLearning events take place via a Commission website (i.e., the EU Academy e-learning platform), therefore the cookies employed by the Commission on the registrant’s device for that purpose will be covered by the cookie policy of the Commission, which is available here.

 

Cookies are stored by Europa Analytics, the corporate service which measures the effectiveness and efficiency of the European Commission's websites within the europa.eu domain. More information is available on the dedicated Europa Analytics page and on the privacy policy for websites managed by the European Commission, covered by the Record of Processing DPR-EC-00083.

 

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the meeting/event website may not work as intended.

 

The cookie-related information is not used to identify data subjects personally and the pattern data is fully under the Commission’s control. These cookies are not used for any purpose other than those described here.

 

Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish.

 

For information related to cookies stored in your computer when accessing the Consortium members’ websites please see here.

 

 

8. 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 to the Data Controller for certain aspects of the present processing operation. You will be able to withdraw your consent at any time by notifying the Data Controller. The withdrawal of your consent 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.



9. 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: Head of Unit in charge of Humanitarian Aid Policies and International Humanitarian Law, Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO) at Echo-b4@ec.europa.eu.
 

 

The Data Protection Officer (DPO) of the Commission:

 

You may contact the DPO of the Commission (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 EDPS (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.


 

10. WHERE TO FIND MORE DETAILED INFORMATION?


The Commission 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. For more information on how your personal data is processed:

  1. by the EU Academy, please refer to the Record of Processing DPR-EC-05546; and
  2. for your potential subscriptions to receive information, please refer to the Record of Processing DPR-EC-03928.
PuntoSUDLATTANZIO KIBSURIECAH