Processing operation: EU-LAC Business Round Table
Data Controller: European Commission, Directorate-General for International Partnerships unit B1
Record reference: DPR-EC-1063
Table of Contents
- Why and how do we process your personal data?
- On what legal ground(s) do we process your personal data?
- Which personal data do we collect and further process?
- How long do we keep your personal data?
- How do we protect and safeguard your personal data?
- Who has access to your personal data and to whom is it disclosed?
- What are your rights and how can you exercise them?
- Contact information
- Where to find more detailed information?
The European 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 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.
This privacy statement explains the reason for the processing of your personal data in the context of EU-LAC Business Round Table undertaken by European Commission, Directorate-General for International Partnerships unit B1 (hereafter INTPA.B.1). It explains 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.
Purpose of the processing operation: INTPA.B.1 collects and further processes your personal data to provide you with information about the EU-LAC Business Round Table (before, during and after) and to process your application for participation in that event.
In particular, your personal data will be processed:
- For online registration to the event;
- For access to the venue;
- For being part of the list of participants to the event, which will be shared with the other participants, for the purpose of scheduling bilateral meetings;
Live web-streaming and audio-visual recording of the speakers, organisers and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers will be taken and may be published in the context of the EU-LAC Business Round Table in the event’s website https://eulacbusinessroundtable.com/and European Commission and IDB.INT corporate social media channels.
The audience or non-speaker participants are not photographed individually or in groups. They may however appear on panoramic photographs of the whole event/audience.
Participants that do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing. We will have an annex viewing room available without web-streaming or photography.
For logistical reasons, we invite participants that do not wish to be part of the above web-streaming and recording/publishing activities to object processing:
- for the onsite event, by sitting in the annex viewing room, where there will be no web-streaming and no photography;
- for the online event, by turning off their camera and by specifying it at the beginning of their intervention
Your personal data will not be used for any automated decision-making including profiling.
3. On what legal ground(s) do we process your personal data?
The processing operations on personal data, linked to the organisation, management, follow-up and promotion of the EU-LAC Business Round Table (including web-streaming, photos, audio-visual recording) are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union. Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (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).
Your consent is required for:
- the taking of your picture individually or in groups and their publication on the event’s website and EC social media channels. If you do not wish to be photographed individually or in group, we invite you, for the onsite event, to sit in the dedicated areas. For the online event, we invite you to turn off your camera;
- if you have special dietary or access to the venue needs, your consent is required for processing your personal data in this regard;
- the sharing of the EU-LAC Business Round Table attendee list containing your name and affiliation among participants, in order to create working groups to continue the collaborate work launched during the meeting/event;
- the processing of your personal data for inviting you to similar future events the data controllermay organise.
If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. You can give your consent via a clear affirmative act by ticking the box(es) on the online registration form.
Your consent for these services can be withdrawn at any time:
- for withdrawing consent that you have provided in order to benefit from other services, please contact the controller of the meeting/event at INTPA-B1@ec.europa.eu and email@example.com mentioning as reference EU-LAC Business Round Table event.
4. Which personal data do we collect and further process?
The following personal data will be processed:
- contact details (function/job title, first name, last name, name of organisation, city, country, e-mail address, telephone number);
- nationality, passport or identity card number and its date of issue and expiry date may be collected, so that the data subjects may obtain access to the premises where the meeting/event is held];
- audio-visual recording, photos, videos;
- dietary requests (if voluntarily provided).
5. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing.
For each of the categories of personal data that is processed, please find below the retention details and the reference to the relevant record of processing:
- All personal data related to the organisation and management of the EU-LAC Business Round Table (this includes the information given during the registration, before, during or after the event) will be deleted one year after the last action in relation to the event.
- Sensitive personal data relating to dietary and/or access requirements will be deleted as soon as they are no longer necessary for the purpose for which they have been collected in the framework of the EU-LAC Business Round Table, but no later than within 1 month after the end of the event.
- Recordings from the web-streamed EU-LAC Business Round Table will be kept for 2 years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission events).
- In case of audio-visual recording of the EU-LAC Business Round Table, the recordings will be kept for 3 months after the event before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audio-visual recording of meetings).
- Personal data shared with the Directorate-General for Human Resources and Security of the European Commission for the participants to gain access to Commission buildings is kept for 6 months after the termination of the link between the data subject and the Commission. More information is available in the Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS)).
- Personal data shared with the controller for future mailing purposes (e.g., for receiving newsletters or invitations to similar events) are processed in line with the Record of Processing DPR-EC-03928 (Management of subscriptions to receive information).
- Selected service providers for organisational purposes (such as caterers, travel agents or event management organisations) are contractually bound to process personal data on behalf of and in line with the instructions of the data controller, keep confidential any data they process and protect it from unauthorised access, use and retention.
6. 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 or the Inter-American Development Bank. 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.
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.
Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
Where necessary, your personal data may also be shared with our processor, the Inter-American Development Bank, for the purposes of the organisation and follow-up of the event.
Audio-visual recording, photos, videos might be published on the event’s website https://eulacbusinessroundtable.com/ and respective social media channels. See point below.
Third party IT tools, including Social Media
We use third party IT tools to inform about and promote the EU-LAC Business Round Table through widely used communication channels, including the social media. For detailed information about the use of social media by the European Commission, see the Record of Processing DPR-EC-00073 (Social Media Use by the European Commission).
You can watch our videos, which we also upload to our social media channels page and follow links from our website to LinkedIn, Twitter, Facebook, and Instagram.
In order to protect your privacy, our use of third party IT tools, namely Word Press and WPForms Versión 188.8.131.52 for the EU-LAC Business Round Table web page and registration form, to connect to those services does not set cookies when our website pages are loaded on your computer (or other devices), nor are you immediately redirected to those social media or other websites. Only in the event that you click on a button or “play” on a video to watch it, a cookie of the social media company concerned will be installed on your device. If you do not click on any social media buttons or videos, no cookies will be installed on your device by third parties.
In order to view such third-party content on our websites, a message will alert you that you need to accept those third parties’ specific Terms and Conditions, including their cookie policies, over which the Commission has no control.
We recommend that users read the relevant privacy policies ofLinkedIn (https://www.linkedin.com/legal/privacy-policy), Twitter (https://twitter.com/en/privacy), Facebook (https://www.facebook.com/about/privacy/ ), and Instagram (https://privacycenter.instagram.com/policy) carefully before using them. These explain each company’s policy of personal data collection and further processing, their use of data, users' rights and the ways in which users can protect their privacy when using those services.
The use of a third party IT tool does not in any way imply that the European Commission endorses them or their privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.
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, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and 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) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.
You have consented to provide your personal data to the data controller for the present processing operation. You can withdraw your consent at any time by notifying the data controller via email at INTPA-B1@ec.europa.eu or firstname.lastname@example.org. 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.
- 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: European Commission, Directorate-General for International Partnerships unit B1 at INTPA-B1@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.
10. Where to find more detailed information?
The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the European Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.