Privacy Statement

PROTECTION OF YOUR PERSONAL DATA

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

Processing operation: 2^nd International Ship Autonomy and Sustainability Summit, hereafter: “Autonomy Summit 2”
Data Controller: European Commission, Directorate-General for Mobility and Transport (DG MOVE), Unit D2 Maritime Safety, hereafter: “MOVE D2”
Record reference: Record DPR-EC-01063.1 : “Processing of personal data linked to meetings and events”

Table of Contents

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?

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 Autonomy Summit 2. 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 processing operation Autonomy Summit 2, undertaken by MOVE D2 of the European Commission, is presented below.

Why and how do we process your personal data?

Purpose of the processing operation: MOVE D2 collects and further processes your personal data to provide you with information about the Autonomy Summit 2 (before, during and after) and to process your application for participation in that Autonomy Summit 2.

Live web-streaming and audio-visual recording at the Autonomy Summit 2 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 Autonomy Summit 2 at the dedicated Autonomy Summit 2 website, Commission websites, DG MOVE and NFAS (organisers), social media channels like Twitter as well as DG MOVE newsletters.

Given that the event is hybrid, i.e. partially virtual, participants may be recorded if they decide to comment or otherwise interact on the event’s platforms.

For on-site participants (physical event), the audience or non-speaker participants are not photographed individually. They may however appear on panoramic photographs of the whole event/audience.

On-site participants that do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing by doing all of the following: 1) indicating so after the registration process by email to MOVE-MARITIME-TRANSPORT-AND-SAFETY@ec.europa.eu, 2) sitting in back rows which are not recorded/photographed, 3) wearing visibly the special badges provided to them upon entry, 4) not providing oral interventions as these will be recorded and webstreamed. The presence of media, including external media channels, may occur in the venue; their attention will be drawn to the above provisions. Participants who attend virtually will not be filmed, unless they choose to activate their camera to give a statement.

Your personal data will not be used for any automated decision-making including profiling.

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 Autonomy Summit 2 (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 processing of your personal data, including relating to your dietary requirements and/or access requirements;
the potential sharing of the Autonomy Summit 2 participants list containing your name and affiliation with other participants, including inter alia for purposes of future collaboration of certain participants;
the sharing of the event attendee list containing your name and affiliation among participants, in order to create potential working groups to continue the collaborative work launched during the event;
the processing of your personal data for inviting you to future events the data controller and its co-organisersmay organise.
If you are a speaker, the sharing among participants and on the website of the speaker’s personal data (name, function, organisation, a bio and a picture), and recording and webstreaming of your speech(es)/interventions.

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 event at MOVE-MARITIME-TRANSPORT-AND-SAFETY@ec.europa.eu.

Which personal data do we collect and further process?

The following personal data will be processed:

contact details (gender, first name, last name, function/title, name of organisation, city, country, e-mail address);
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 event is held;
financial information (such as a payment card number or bank account) may be requested by Hotel Renaissance Brussels from participants who book a room, and/or by the Commission contractors for possible reimbursements;
dietary requirements (if any) or specific access requirements, for on-site participants.

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 Autonomy Summit 2 (this includes the information given during the registration, before, during or after the event) will be deleted 5 years after the last action in relation to the Autonomy Summit2.
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 Autonomy Summit 2, but no later than within 1 month after the end of the Autonomy Summit 2.
Recordings from the web-streamed Autonomy Summit 2 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 Autonomy Summit 2, the recordings will be kept for 3 months after the Autonomy Summit 2 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-03928.1 : 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.

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 and 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.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your personal data on behalf of the 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.

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.

Where necessary, we may also share your information with service providers for the purposes of organising the Autonomy Summit 2:

Service provider 1: VO Europe and its subcontractors providing technical services
Service provider 2: Renaissance Hotel Brussels-Luxembourg

<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) of our Autonomy Summit 2 and when you register, we will keep the browser history of your visit for a maximum of 1 year. This information will then be deleted.

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 event website 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 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.

<Third party IT tools, including Social Media>

We use third party IT tools to inform about and promote the Autonomy Summit 2 through widely used communication channels, including 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 may also upload to our social media pages, such as https://twitter.com/Transport_EU and stream through platforms like Youtube or Vimeo; and may have the opportunity to follow links from our website to social media accounts of the co-organisers.

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 read the relevant privacy policies of any linked pages, including social media pages, Sli.do, webstreaming and videoconferencing services, 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.

Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725 public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

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.

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 at MOVE-MARITIME-TRANSPORT-AND-SAFETY@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.

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, MOVE D2, via MOVE-MARITIME-TRANSPORT-AND-SAFETY@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.

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.

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For Commission staff:

Photographs and audio-visual recordings of Commission staff may be taken on-site during the event on behalf of DG MOVE D2 of the European Commission by an authorised staff member or external service provider. If you do not wish your photo to be taken during the event, please notify MOVE-MARITIME-TRANSPORT-AND-SAFETY@ec.europa.eu, so that we can make the necessary and appropriate arrangements during the event.

Photographs may be published afterwards on DG MOVE’s Intranet. If your image appears in these photographs or in their background and you wish the photographs to be removed from the Intranet, you can contact the Communication Unit MOVE-INFOS@ec.europa.eu by specifying your request.

The data controller is processing your personal data under Regulation (EU) 2018/1725 for the purposes of this Autonomy Summit 2. If you decide to take photographs/audio-visual recordings of participants of the Autonomy Summit 2 and/or publish them online, you assume full responsibility for these actions. The same applies if you download the photographs that will be posted on the Intranet and publish them on the Internet. The data controller shall not be held accountable for any processing of personal data that you might carry out on your own initiative during or after the event.