Privacy statement

PROTECTION OF YOUR PERSONAL DATA

Last updated: 2 July 2021

This specific privacy statement provides information about the processing and the protection of your personal data.

Processing operation: Processing of personal data linked to meetings held and consultations undertaken as part of the Review study Ecodesign & EU energy label of Professional Refrigeration Products

Data Controller: European Commission, Directorate-General for Internal Market, Industry, Entrepreneurship and SMEs, Unit C.1 – Circular Economy and Construction, hereinafter “DG GROW Unit C.1”.

Record reference: DPR-EC-01063

Introduction
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?

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 a (type of a) meeting or event, 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 meetings held and consultations undertaken as part of the Review study Ecodesign & EU energy label of Professional Refrigeration Products,organised byDG GROW Unit C.1of the European Commission, is presented below.

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 about the specific meeting or event (before, during and after) and to process your application for participation in that meeting or event.

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 meetings held and consultations undertaken as part of the Review study Ecodesign & EU energy label of Professional Refrigeration Products (including 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 following actions during the meetings of the Review study Ecodesign & EU energy label of Professional Refrigeration Products :

the processing of your personal data relating to your dietary and/or access requirements;
the sharing of the participants list containing your name and affiliation with other participants for the purpose of the compilation of minutes;
the sharing of the attendee list containing your name and affiliation among participants, in order to create working groups to continue the collaborate work launched during the meetings held and consultations undertaken as part of the Review study Ecodesign & EU energy label of Professional Refrigeration Products;
the processing of your personal data for inviting you to future events the data controller may 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 by indicating this on the online registration form. Without this opt-in consent no registration can be made.

Your consent for these purposes can be withdrawn at any time by sending an email to the project leader or the website administrator on the contact page. Your registration you have made with us for meetings will be removed and consequently also be void.

4. Which personal data do we collect and further process?

The following personal data may be processed in the context of the meetings held and consultations undertaken as part of the Review study Ecodesign & EU energy label of Professional Refrigeration Products:

contact details (function/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 abovementioned meetings are held;
signature and audio-visual recording of the meeting, for establishing the attendance list and the minutes.
dietary requests (if any) or specific access requirements.

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:

Personal data related to the organisation and management of the meetings held and consultations undertaken as part of the Review study Ecodesign & EU energy label of Professional Refrigeration Products (this includes the information given during the registration, before, during or after the event) will be kept for five years after the meeting or consultation.
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 meeting or event, but no later than within 1 month after the end of the meeting or consultation.
Recordings from the web-streamed meeting or event 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).
Audio-visual recordings will be kept for 3 months after the meeting or consultation 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) and the specific privacy statement prepared by the organising Commission service.
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 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.

We will also share your information with the service providers responsible for carrying out the Review study Ecodesign & EU energy label of Professional Refrigeration Products: Vlaamse Instelling voor Technologisch Onderzoek NV (VITO); Van Holsteijn en Kemna BV (VHK); Wuppertal Institut für Klima, Umwelt, Energie GmbH; Viegand Maagøe A/S and Tait Consulting GmbH.

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). This website employs functional cookies to prevent abuse from spamming in the registration forms.

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. 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:

The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer ( ) 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 () 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-01063.

THIS WEBSITE

This website is maintained by Van Holsteijn en Kemna BV (VHK).

Collected information

If you browse through the website, read pages, or download information, we will gather and store certain information about your visit automatically. This information is collected by the hosting services for this website, and made available to personnel of VHK.

The collected information does not identify you personally. We automatically collect and store only the following information about your visit:

The Internet domain (for example, "mydomain.com") and IP address (an IP address is a number that is automatically assigned to your computer whenever you are surfing the web) from which you access our website;
The type of browser and operating system used to access our site;
The date and time you access our site;
The pages you visit; and
If you linked to our website from another website, the address of that website.

Use of collected information

We use this information to learn about the number of visitors to our site and the types of technology our visitors use, to help us make our site more useful to them. We do not track or record information about individuals and their visits. Raw data logs are used for no other purposes and are scheduled for regular destruction within 2 months.

Where identifying information is asked of you (e.g., to respond to an information request, to send us a comment or question, or to utilise one of our systems designed to provide or store information for you), it is used only for the stated purpose of the tool or system you are using. In that case we will request only the information necessary to fulfill your enquiry or request.

Security

The website and management have taken appropriate technical and organisational measures to protect data against destruction, loss, alteration, or unauthorised disclosure or access. The collected information is only accessible through password-enabled or secure interface access points.

When our registration forms ask you to enter sensitive information, that information is encrypted and protected.

For site security purposes and to ensure that this service remains available to all users, this system monitors network traffic to identify unauthorised attempts to upload or change information, or otherwise cause damage.

In order to protect our legal interests, in the event of a subpoena or search warrant, we may voluntarily provide to all legal authorities any and all information requested, with or without contacting you.

Sharing

If you register to participate in meetings on the premises of the European Commission or online meetings, we will need to submit certain personal information requested from you to the European Commission. This is required by the European Commission for their security reasons for entering their premises. The protection of your data for meetings and consultations is described above.

In all cases, we do not sell or rent your information to third parties. We do not use your information for direct marketing purposes, automated decision-making or profiling. Except for authorised law enforcement investigations, no other attempts are made to identify individual users or their usage habits.

External links

This website has links to other websites. This does not constitute an endorsement of their (privacy) policies, services or products. Once you link to another site, you are subject to the privacy policy of the linked site.

Feel free to contact us if you have any questions regarding information you supply to us.