Processing operation: New European Bauhaus Website and e-services
Data Controller: JRC.01 New European Bauhaus
Record reference: DPR-EC-00406.3
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 the processing operation “New European Bauhaus website and e-services” is undertaken by the New European Bauhaus Unit of the Joint Research Centre (JRC.01), which acts as the data controller.
The JRC.01 is managing the processing itself and acts as the data processor.
Most of the New European Bauhaus website is accessible without giving any personal information. Personal data however are required in the following cases which this record aims to cover.
A. Personal data published on the New European Bauhaus website Personal data in relation to a specific activity or event or to communicate on achievements or contributions to New European Bauhaus activities and scientific publications.
B. To provide specific e-services on the New European Bauhaus website
An e-service on the New European Bauhaus website is a service or resource made available on the Internet in order to improve the communication among citizens, businesses, academia and local, national and EU public institutions.
Two types of e-services are, or will be, offered:
- Information services that provide people, media, businesses, administrations and others with secure access to information.
- Interactive communication services (communications to users, distribution of reports, information sharing within interest groups etc.) that allow better contact with people, businesses, civil society and public bodies, in order to facilitate policy policy design, development, consultations and feedback.
Your personal data will not be used for an automated decision-making including profiling.
We process your personal data, because, according to Article 5(1)(d) you have given your consent to the processing of your personal data for one or more specific purposes. Registration of data subjects to access the e-services is purely on a voluntary basis. The persons concerned have unambiguously given their consents (Art. 5 (d) of Regulation (EU) 2018/1725).
We do not process special categories of personal data, therefore Article 10 of Regulation (EU) 2018/1725 does not apply.
The type of personal information we collect depends on how you are specifically interacting with us and which services you are using. Generally, we collect the following categories of personal information:
A. Personal data published on the New European Bauhaus website
The following data fields may be published on the New European Bauhaus website:
- Contact Information: first name and/or last name, personal website, personal social media profile.
- Education, professional information: Education, employer, job title/function with an organization, previous affiliation, short biography, curriculum vitae (CV), description of current work, scientific publications.
- Your picture: Photos, video, voice.
B. Users of New European Bauhaus e-services
To provide you with access to the e-service the JRC.01 collects the following personal data, either through a dedicated on-line registration form, email communication or through the European Commission Authentication Service (EU Login):
- Contact Information: first name and/or last name, alias, personal and/or a link to professional/personal website or a professional/personal social media profile.
- Demographic information: preferred language, default language.
- Education, professional information: Education, name of employer/organisation, place of work, position and/or job title/function within an organisation, previous affiliation, short biography, curriculum vitae, description of current work, scientific publications.
- User Content: Fields of interest, content of communications, comments, feedback, and other information you send to us when you contact us or that you post via our e-services (including information in alerts, notes, and shares of content), information distribution format desired (e-mail or not), documents, scientific publications, and contributions to online conversations in form of brief descriptions and associated classification of projects, ideas and challenges relevant to the New European Bauhaus.
- Your picture: Photos, video, voice.
- Your device: Internet Protocol (IP) address.
C. JRC e-services administrators:
The personal data collected are: name, surname, affiliation, EU login username and email.
D. Additional information
In the case of EU Login the Commission personnel number, a unique key and group membership may be collected.
A username and password could also be set up at the first registration.
By logging in and accessing your account, you are indicating your consent to the use of the data as described in this privacy statement.
The e-service may collect the following additional data about each user:
- Date and time of,
- Most recent successful and unsuccessful authentication.
- Last change of password.
- Last password reset.
- Number of good logins and failed attempts.
- Account status (whether active, inactive etc.)
- Recent passwords – to make sure you follow the prevailing security policy regarding password re-use.
- Security data/log files.
Cookies are managed according to the Commission corporate policy.
The provision of your personal data is not mandatory nor needed in order to grant you access to the specific e-service provided by the New European Bauhaus website.
A. Personal data published on the New European Bauhaus website
Your personal data are kept for a maximum of 4 years, starting from the date you submit your consent, via email or specific authorisation form, to publish your personal data on JRC websites. For retention after that period, a renewed declaration of consent from the data subject is required.
B. Personal data kept in the New European Bauhaus e-services
Your personal data are kept for as long as is necessary to meet the purposes for which they were collected. We will delete your personal information if it is no longer needed, and in any case at the latest after two years of continuous inactivity or upon email request to the Data processor.
Additional data collected that are related to your interaction with a JRC e-service include:
- Security data/Log files, Internet Protocol (IP) address, date and time of authentication, change/reset of password or account status: Stored for a maximum of 1 year. In the context of investigations related to security incidents, personal data could be further processed following notification DPO-3783-2 DIGIT Cybersecurity operations, where a different retention period applies.
Registered users have password protected direct on-line access to their profile and can update their information, cancel their registration or request to unsubscribe from specific interest groups or communications.
Time limits of the retention of data in the EU Login authentication service are defined in the privacy statement of the European Commission's Identity & Access Management Service (DPR-EC-03187.1).
C. JRC e-services administrators
The JRC.01 only keeps your personal data for the time you will be working in the website of the New European Bauhaus as administrator. Your personal data will be deleted when you will no longer work on these activities/under this specific role.
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored either on the servers of the European Commission or of its contractors. 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 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.
A. Personal data published on the New European Bauhaus website
The personal data published on the New European Bauhaus website can be accessed by any person in the world using the Internet or subscribing to Internet notification services.
B. New European Bauhaus e-services
Your personal data can only be accessed by authorised persons and Commission internal sites:
- The e-service system administrators have access to all data categories. This includes Commission staff responsible for carrying out this processing operation and authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
- In case of a security incident, security data/log files, IP address may be shared with the JRC Local Information Security Officer (LISO) and the Commission departments responsible for the security of information systems, DIGIT.S and HR.DS (DPO-3783-2 DIGIT Cybersecurity operations).
- The following data categories will be accessible to system administrators:
- Contact Information: first name and/or last name, personal and/or professional website, personal and/or professional social media profile.
- Demographic information: preferred language, default language.
- Education, professional information: position and/or job title/function within an organisation.
- User Content: brief descriptions and associated classification of projects, ideas and challenges relevant to the New European Bauhaus.
- Your device: Internet Protocol (IP) address.
- No personal data categories will be made available to other external or internal users.
Personal data may be communicated to Cognitive Edge Pte. Ltd., an external contractor assisting the Commission in fulfilling the objective for which the data is managed.The Commission’s contractors are bound by a specific contractual clause for any processing operations of personal 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’)
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.
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 JRC.01 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 Processors/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 Processor and 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 Processor: EC-NEW-EUROPEAN-BAUHAUS
ec [dot] europa [dot] eu (EC-NEW-EUROPEAN-BAUHAUS[at]ec[dot]europa[dot]eu)
Data Controller: JRC-ICT-ARCHITECT-OFFICEec [dot] europa [dot] eu (JRC-ICT-ARCHITECT-OFFICE[at]ec[dot]europa[dot]eu).
The Data Protection Officer (DPO) of the Commission
You may contact the Data Protection Officer (DATA-PROTECTION-OFFICERec [dot] europa [dot] eu (DATA-PROTECTION-OFFICER[at]ec[dot]europa[dot]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 (edpsedps [dot] europa [dot] eu (edps[at]edps[dot]europa[dot]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.
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-00406 - E-services on JRC websites