Privacy Statement
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Websites and e-services at the JRC – CoP CC-DEMOS
Data Controller: JRC.S.2
Record reference: DPR-EC-00406
Introduction
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 JRC.S.2 is managing the processing itself and acts as the Operational Controller.
This website/e-service concerns the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy (CoP CC-DEMOS).
Why and how do we process your personal data?
Most of JRC websites are accessible without giving any personal information. Personal data however are required in the following cases which this record aims to cover.
A. To provide specific e-services on the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy website
An e-service on the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy website is a service or resource made available on the Internet in order to improve the communication between citizens and businesses on the one hand and the JRC on the other hand.
Three types of e-services are, or may be offered by the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy:
- Information services enabling members of the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy to maintain a space on the Internet where they can share knowledge about citizen participation and deliberative democracy related issues, including information on organisations, projects, and online platforms; disseminate documents (e.g., reports, guidebooks, factsheets); announce public events (in-person and online); write opinion articles in the CoP CC-DEMOS blog; participate in the discussion forum; and subscribe to the Community of Practice newsletter.
Your personal data will not be used for an automated decision-making including profiling.
On what legal ground(s) do we process your personal data
We process your personal data, because, according to Article 5(1):
- The processing is necessary for the performance of tasks carried out in the public interest or in the exercise of official authority vested in the Union institution or body, in this particular case, for the creation of your personal public profile and for the identification of content that you authored - namely blog articles; forum posts; events; documents; entries in the citizen engagement’s catalogue of organisations, projects and online platforms - on the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy website. The abovementioned public tasks are foreseen in the following acts:
- Regulation (EU) 2021/695 of the European Parliament and of the Council of 28 April 2021 establishing Horizon Europe – the Framework Programme for Research and Innovation, laying down its rules for participation and dissemination, and repealing Regulations (EU) No 1290/2013 and (EU) No 1291/2013;
- Council Decision (EU) 2021/764 of 10 May 2021 establishing the Specific Programme implementing Horizon Europe – the Framework Programme for Research and Innovation, and repealing Decision 2013/743/EU;
- Commission Implementing Decision 15.02.2023 (C(2023) 897 final) on the adoption of the work programme of the Joint Research Centre for 2023 and 2024 under Council Decision (EU) 2021/764 establishing the Specific Programme implementing Horizon Europe – the Framework Programme for Research and Innovation, and Council Regulation (Euratom) 2021/765 establishing the Research and Training Programme of the European Atomic Energy Community for the period 2021-2025 complementing Horizon Europe – the Framework Programme for Research and Innovation.
- JRC Project 32533 (2023) – Engagement + Democracy, Deliverable WE2 / (3159328) - Community of Practice on Participatory and Deliberative Democracy: Includes all actions to ensure the leadership of the Community of Practice (CoP) of the Competence Centre on Participatory and Deliberative Democracy. All outputs aim at maintaining and expanding the international community, facilitating networking and ensuring active participation of members on relevant topics for CC-DEMOS.
In the particular case of names of authors in scientific publications or reports or further personal data of the authors mentioned in the publications or reports (such as affiliation, contact details) we process your personal data in line with established practices for scientific publications and reports and according to Article 5(1) point a) above.
Certain personal data, namely affiliation name, affiliation website and social media profile (url), might be manually obtained from publicly available sources such as websites from public and private organisations and research institutions for the purpose of completeness of user profiles.
We do not process special categories of personal data, therefore Article 10 of Regulation (EU) 2018/1725 does not apply.
Which personal data do we collect and further process?
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. Users (including administrators) of the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy e-services
To provide you with access to the e-service, the JRC.S.2 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 last name, personal or professional (email address, affiliation name, affiliation website, and social media profile.
- Professional information: Biographical sketch with information about education, name of employer/organisation, place of work, position and/or job title/function within an organisation, affiliation (past or present), description of your 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 discussion fora.
- Your picture: User profile picture.
B. Additional information
In the case of EU Login, the Commission personnel number, a unique key and group membership is collected.
A username and password is also to 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, but we need them in order to grant you access to the specific e-service provided by the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy.
How long do we keep your personal data?
A. Personal data kept in the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy e-services
- Your personal data are kept for as long as is necessary to meet the purposes for which they were collected. Every 4 years, we will assess the information available on the e-service to determine what can be deleted or not on the basis of necessity in relation to the purposes of collection. We will delete your personal information in any case at the latest after two years of continuous inactivity or upon email request to the Data Controller.
Personal data linked to scientific publications and reports cited on this website are kept as long as the publications and reports are displayed there.
Additional data collected that are related to your interaction with the e-services include:
- Security data/Log files, date and time of authentication, change/reset of password or account status: Stored for a maximum of 6 months. In the context of investigations related to security incidents, personal data could be further processed following record DPR-EC-02886 - DIGIT IT security operations and services, 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).
B. Community of Practice of the Competence Centre on Participatory and Deliberative Democracy e-services administrators:
The JRC.S.2 only keeps your personal data for the time you will be working in the Community of Practice of the Competence Centre on Participatory and Deliberative Democracy as administrator. Your personal data will be deleted when you will no longer work on these activities/under this specific role.
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 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 in place. 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 are they disclosed?
A. Community of Practice of the Competence Centre on Participatory and Deliberative Democracy 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, Internet protocol (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 (DPR-EC-02886 - DIGIT IT security operations and services).
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, 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.
In the case where you name appears as part of a of scientific publication, you have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) on grounds relating to your particular situation.
You can exercise your rights by contacting the Data Operational 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 Operational 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 Operational Controller: EU-CITIZEN-ENGAGEMENT@ec.europa.eu
Data Controller: JRC-ICT-ARCHITECT-OFFICE@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 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.