Privacy policy
Processing operation: Processing of personal data linked to the EU Global Action on Space
(Hereinafter “Global Action”)
Data Controller: European Commission, Service for Foreign Policy Instruments, (hereinafter “the Data Controller”)
Record reference: DPR-EC-1063
Table of Contents
1. Introduction
2. Why and how do we process your personal data?
3. On what legal ground(s) do we process your personal data?
4. Which personal data do we collect and further process?
5. How long do we keep your personal 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 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 the Global Action Business Coaching organised by the European Commission. 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.
The information in relation to the processing of personal data linked to the specific events, organised by the services of the European Commission, is presented below.
Access to your data is granted to authorised staff of the data controller and service providers bound by confidentiality clauses, involved in the organisation of the webinars, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Union legislation.
The following entities process your personal data on behalf of the data controller:
· AZO Anwendungszentrum GmbH Oberpfaffenhofen
· Its approved third-party authorised subprocessors used to support activities (mentioned under ‘7. Who has access to your data?’).
2. Why and how do we process your personal data?
Purpose of the processing operation: the European Commission collects and further processes your personal data to provide you with information and to enable you to participate in the specific Global Action Business Coaching Activities (before, during and after).
The Data Controller processes your personal data to enable you to participate in the Global Action Business Coaching Activities. This processing is carried out in the framework of the collaborative web platform (Database) https://www.eu-global-space.eu .The Database has restricted interface.
The restricted Database contains the following personal and corporate information:
· Name
· Company
· Position
· Business sector
· Organisation form
· Postal address
· Country
· Telephone number
Users access the Database via password protected authentication.
Your personal data may be used for any automated decision-making including profiling.
– The personal data of participants who agree to participate in the AI-powered matchmaking/networking activities will be processed by an AI algorithm;
– The personal data of participants who do not participate in the matchmaking/networking activities will not be processed by AI.
Audio-visual recordings as well as live web-streamings of the Global Action Business Coaching activities (for e.g. webinars) of the speakers, participants, organisers; as well as photographs (screen captures) of the speakers and organisers, may be taken and published at
- https://ec.europa.eu/defence-industry-space/index_en
- https://www.eu-global-space.eu
Please note that these meetings or events may be held using a third party videoconference IT service, such as Webex and Swapcard, which processes personal data. Please read section 7 below for more information.
Participants who do not wish to be part of the above recording/publishing activities have the possibility to withdraw at any time by communicating their wish via the contact provided under “3. On what legal ground(s) do we process your personal data”. In such a case, the participants will be requested to deactivate their microphone/camera during the Global Action activities (depending on the circumstances of the particular webinar).
For more information on which personal data is collected and for which purpose, please read section 3 and 4 below for more information.
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 Global Action Business Coaching activities (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).
The processing operations on personal data of the speakers for the webinars with whom a contract is concluded, are carried out in line with the contractual provisions. Consequently, that processing is necessary and lawful under Article 5(1)(c) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract).
Consent is required for specific actions (if applicable). If you opt-in, you are giving us your explicit consent under Article 5(1)(d): “the data subject has given consent to the processing of his or her personal data for one or more specific purposes” of Regulation (EU) 2018/1725.
You can give your consent via a clear affirmative act by agreeing to the Privacy Notice in via the dropdown selection box in the online registration form. Your consent for this purpose can be withdrawn at any time by communicating your wish via the contact provided at the end of this section.
Your consent is required for the following actions of the Global Action Business Coaching Activities:
ð the processing of your personal data relating to virtual access requirements;
ð the processing of your personal data in order to be evaluated for the Global Action Business Coaching;
ð the processing of your personal data relating to your submission;
ð collection of statistical information (viewer statistics);
ð the processing of your personal data for inviting you to future events the data controller may organise;
ð the processing of your personal data for managing your subscription to a newsletter of the data controller;
ð the sharing of the Global Action Business Coaching participants list containing your name and affiliation with other participants. In addition, further information will be given if there are specific purposes for such sharing (e.g. for the purpose of future collaboration);
ð the sharing of the Global Action Business Coaching attendee list containing your name and affiliation among participants, in order to create working groups to continue the collaborate work launched during the Global Action Business Coaching;
ð recording of who attended the meeting by establishing an attendance list;
ð archiving/saving of submitted activity via webinar (engagement) report(s) and/or the webinar minutes;
ð collection of personal data related to your work and interests for the networking and AI-matchmaking purposes;
ð the publication of the recording (video on demand) and photos (screen captures) for promotion and public relation efforts relating to the Global Action Business Coaching Activities on https://ec.europa.eu/defence-industry-space/index_en, https://www.eu-global-space.eu and social media channels;
ð additional information may be collected, such as a biography and photograph for possible promotion before, during and after the webinars.
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 by sending an email to FPI-DATA-PROTECTION@ec.europa.eu
4. Which personal data do we collect and further process?
The following mandatory personal data may be processed in the context of the Global Action Business Coaching activities: first name, last name, country of your company’s legal registration, contact person’s email address, IP address, your position in the company, your phone number, company’s name, legal address (street, postal code, city, country) mailing address (street, postal code, city, country), business organisation form, company’s webpage, company’s registration number, year the company was founded, number of employees, turnover (in 2018, 2019 and 2020), net profit (in 2018, 2019 and 2020), total balance (in 2018, 2019, and 2020), what type of service your company provides, in which market segment your organisation is active in, if export outside domestic market is conducted, motivation statement on why your company should be considerer for the Global Action Business Coaching, description of up to three products or services your company offers, application field of your technology related to the product/service, Technology Readiness Level (TRL) of your product or service, if your product or service is also intended for defence use, if your product or service is subject to specific export or other regulations (European Union /national), if your company is subject to any restrictive measures, what are the main languages used in your company, what kind of international experience does your company have, at which life stage your company is, if you have capabilities for international expansion/collaboration, if you have budget allocated for international expansion/collaboration, if your products/services benefit from space-related technology/data/services/infrastructure, description of challenges your organisation is facing and how they can be solved with space-related technology/data/services/infrastructure, what is the current stage of your company’s internationalisation at this moment, how experienced is your company in building and maintaining international partnerships, how long does your company have international experience, how well you know your domestic market, if your company had business cooperation with companies from a country that belongs to the European Union, your experience in tax / legal area, your three geographical areas you are most interested in working with. This information is mandatory for the purposes outlined in point “2. Why and how do we process your personal data?”.
In addition, the following non-mandatory personal data may be collected based on your prior consent: Twitter and LinkedIn accounts, comments you decide to share, feedback, questions, contributions during the Global Action Business Coaching activities. Also, all browser-generated information (website data, geolocation, cookies or other technologies used to analyse users’ activity) is subject to your consent excepted for necessary cookies.
In addition, for speakers and moderators note that the webinars will be recorded/photographed (screen captures). This data will be used for online and offline communication activities related to the Global Action programme/campaign.
Moderators and speakers will be contacted by AZO Anwendungszentrum GmbH Oberpfaffenhofen to obtain their explicit consent to have their image recorded, used for the creation of video and photo/screenshot communication material, and published online on communication channels, such as social media accounts and websites linked to the promotion of the Global Action activities. It may be that a transcript or a written webinar report is created based on the speakers’ interventions.
The recipients of your data will be:
- EUSurvey (optional): first name, last name, email address.
- Typeform (optional): first name, last name, email address.
Depending of the web conference tool that is being used for the Global Action webinar(s) you registered for, one of the following service providers will be a recipient of your data:
- Webex, Swapcard
If you decide to participate in the networking part of the webinar, the following service providers will be a recipient of your data:
- Webex, Swapcard
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 may be processed, please find below the retention details and the reference to the relevant record of processing:
ð Personal data related to the organisation and management of the Global Action Business Coaching activities (this includes the information given during the registration, before, during or after the Global Action Business Coaching) will be kept for five years after the Global Action.
ð Recordings from the webinars will be kept for four years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission webinars).
ð Any other audio-visual recordings will be kept for four months after the webinars before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audio-visual recording of meetings).
ð Sensitive personal data relating to 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 Global Action Business Coaching Activities, but no later than within 1 month after the end of the webinars.
ð 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) and the specific privacy statement prepared by the organising Commission service.
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 of its contractors. 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.
The Commission’s processors (contractors) are bound by a specific contractual clause for any processing operations of your personal data on behalf of the Commission The processors have to put in place appropriate technical and organisational measures to ensure the level of security, required by the Commission.
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 and to other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
Publication of audio-visual recordings will be based on consent for promotion and public relation efforts relating to the conference on https://ec.europa.eu/defence-industry-space/index_en, https://www.eu-global-space.eu and social media channels
Where necessary, we may also share your information with service providers for the purpose of organising the Global Action Business Coaching Activities.
- Webex, Swapcard
Depending on the web conference tool selected for the delivery of the webinar (for participants outside of the EEA – see ‘7.3 International Transfers’):
- Webex, Swapcard
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).
When you visit the website(s) https://www.eu-global-space.eu, we will indicate in the specific privacy statement how long we will keep the browser history of your visit. This information will then be deleted. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures.
Cookies are stored by Europa Analytics, the corporate service which measures the effectiveness and efficiency of the European Commission's websites on EUROPA. More information is available in the Record of Processing DPR-EC-00685 (Europa Analytics).
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 Global Action Business Coaching 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.
Registration and Information Website
For the registration website, enabling 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 registration website(s) may not work as intended. The cookie-related information is not used to identify data subjects personally. These cookies are not used for any purpose other than those described below.
Registration for the Global Action Business Coaching Activities take place on the website https://www.eu-global-space.eu, which employs cookies as described below:
- Cookies that are active for the registration session are those which would allow an attendee to resume the registration in case it was left incomplete, as well as the language cookie for language selection.
Third party IT tools, including Social Media
We may use third party IT tools to inform about and promote the Global Action Business Coaching 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 may be able to watch our videos, which may be also uploaded to one of our social media pages and follow links from our website to other relevant social media.
In order to protect your privacy, our use of third party IT tools 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 carefully read the relevant privacy policies of the social media tools used: Twitter, Facebook, Instagram, LinkedIn. 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.
If 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 by email to FPI-DATA-PROTECTION@ec.europa.eu. 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 FPI-DATA-PROTECTION@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 (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 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.
This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-1063.