Data Protection Notice - YEYS 2024

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Who is responsible for the processing of your personal data?

The Your Europe, Your Say! event (YEYS) is organised by the European Economic and Social Committee (EESC), which is the data controller in charge of the processing of your personal data.

The service responsible for processing your personal data on behalf of the controller is:

  • Visits and Publications Unit
  • Directorate D - Communication and Interinstitutional Relations
  • European Economic and Social Committee - Rue Belliard/Belliardstraat 99 - 1040 Brussels
  • youreurope@eesc.europa.eu

What is the purpose of the processing in the applications procedure?

Your personal data will be processed in order to assess your application to participate in YEYS 2024 and to:

  • communicate to you if your application was successful or not and
  • if successful, to provide you with information about next steps.

What is the purposes of the processing thereafter?

For successful applicants, your personal data will be processed in order to facilitate your participation in YEYS 2024 to:

  • register you for the event;
  • make travel and accommodation arrangements i.e. travel bookings and hotel reservations;
  • fulfil the communication objectives of the event (subject to your consent);
  • share your name, surname and email address with the other participants (subject to your consent);
  • send you invitations to future YEYS events that the EESC may organise (subject to your consent);

What is the legal basis for the processing?

Regulation (EU) 2018/1725 applies to the processing of your personal data collected for the organisation and management of this event. The legal basis for the processing of your personal data is Article 5(a) of Regulation (EU) 2018/1725, as the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in a Union institution or body. The EESC exercises its tasks as set out in Articles 300-304 of the Treaty on the Functioning of the European Union.

What personal data will be processed?

1. The following personal data will be processed in the applications procedure:

  • contact details including title, first name, last name, gender, address, nationality, email, phone number, name of organisation.

2. The following personal and other data will be processed in the registration of participants:

  • contact details including title, first name, last name, gender, ID/passport number, address, nationality, email, phone number, name of organisation, special requirements, allergies, dietary restrictions, disabilities, details of the person to be contacted in case of emergency including phone and email address, consent to be photographed, filmed or recorded, consent to be contacted for follow-up or about the next event.
  • Data collected for financial reasons where participants have special travel and accommodation requests not supported by the EESC but they will personally pay for.
  • Data collected for accreditation purposes to access the EESC premises for the event, according to the requirements established by the Security service: name, surname, passport or ID number, date of birth, nationality. For additional information, please refer to the accreditation privacy statement;
  • Data collected for communication and publicity purposes: pictures and/or audio and video recordings of speakers and participants, quotes associated with names, live streaming. They could be published in the context of the event and the preparations for it (i.e. YouTube video, publications) and in connection with the EESC's communication activities, and published on its intranet, the internet and social media (i.e. Facebook, Twitter and Instagram). Recordings (all sound, audio-visual and live recordings) are made in accordance with EESC Decision 206/17A: Rules on the recording of activities undertaken by the European Economic and Social Committee;

3. Your consent is required for:

  • photographs, audio and video recordings and web streaming related to the event;
  • participant list with your name, surname and email address which will be shared among participants;
  • invitations to future YEYS events that the EESC may organise;
  • You can give your consent via the event registration form or via the documents provided by mail;
  • When registering for the YEYS event, certain categories of personal data must be filled in. If those categories of data are not filled in, you will not be able to register for the event.

Who are the recipients or categories of recipients of your personal data?

The recipient of your data will be the EESC staff in charge of the organisation, management and follow-up of this event.

The EESC may share the information of successful applicants with service providers for the purposes of organising the conference and associated events. Any and all service providers selected for the organisation of YEYS 2024 are contractually bound to process personal data on our behalf, keep confidential any data they handle and protect it from unauthorised access, use and retention.

The EESC will never share your personal data for direct marketing purposes.

Photographs and/or audio and video recordings of participants will be taken during the event. Recordings (audio-visual and photographs) will be used partially for communication and reporting purposes afterwards. Web-streaming will take place during the event. Slight editing to audio-visual material collected might also take place (e.g. brightness and/or contrast adjustment).

The EESC is not responsible for any recordings made in a personal capacity during the event.

Your photograph/image may be used in EESC publications and/or published on the intranet, the event website (http://www.eesc.europa.eu/yeys2024) and relevant social networks, accompanied by text, name, quotes, photographs and/or video recordings of the event.

Your photograph might also be taken during preparations for the event and might also be used in EESC publications and/or published on the intranet, the event website (http://www.eesc.europa.eu/yeys2024) and relevant social networks, accompanied by text, name and quotes.

A video of the event may be published on the website http://www.youtube.com/user/EurEcoSocCommittee

We use social media to provide information about and promote the YEYS event through widely-used channels: Facebook, X, Instagram and YouTube. The use of social media does not in any way imply endorsement of their privacy policies. In the event that one or more social media are unavailable, we accept no responsibility for lack of service due to their downtime. We recommend that users read the Facebook, X, Instagram and YouTube privacy policies. Each company explains its policy of data collection and processing, its use of data, user rights and the ways in which users can protect their privacy when using these services.

How long are your personal data kept for?

Your data and personal data provided in your application form are kept for as long as follow-up actions to the event are necessary with regard to the purpose(s) of the processing of personal data.

Personal data from your application forms will be deleted from EESC databases two years after the event.

Personal data from the registration of participants, including financial information, will be deleted from EESC databases five years after the event.

How can you exercise your rights?

You have the right to request access to your personal data. You also have the right to request rectification or erasure or restriction of the processing of your personal data.

You also have the right to withdraw your consent at any time. Please note that withdrawal of consent will not be retroactive; processing of your personal data based on your consent before withdrawal is lawful up to the moment when you withdraw your consent.

Where applicable, you have the right to object to the processing of your data. Where applicable, you have the right to receive your personal data provided to the controller or to have your personal data transmitted directly to another controller (data portability).

You can direct your queries to youreurope@eesc.europa.eu The query will be dealt with within 15 working days.

The Data Protection Officer at the EESC

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 contact the Data Protection Officer at the EESC outlining the issues related to the processing of your personal data under Regulation (EU) 2018/1725: data.protection@eesc.europa.eu

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.