Privacy Notice
This privacy statement provides information about the processing and the protection of your personal data
Description:
Personal data collected and stored by the European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice (hereafter, ‘eu-LISA’), will be processed in accordance with Regulation (EU) No 2018/1725 on the protection of personal data. The legal basis for the processing of data is Article 5(d) of Regulation EU 2018/1725 based on the consent of the data subject.
eu-LISA is responsible for the overall organisation of events, online registration of participants as well as communication with event participants before and after the end of events.
Purpose:
The purpose of the processing of personal data is to register interested persons for effective management of meetings, provide access to the eu-LISA event venues, and maintain participant’s lists as well as allowing possible event follow-up actions including feedback collection, specific communication activities and sharing of presentations. Participant lists may be used to inform of future eu-LISA events in accordance with the authorisation given in registration forms. Consent can be withdrawn at any moment by contacting the controller.
Personal data will not be used for an automated decision-making including profiling.
The following personal data is collected:
- Contact data: title, first name, last name, function, organisation, e-mail address, phone number (optional)
- Photographs – participants that prefer their photo not be taken should inform the organiser. Please see the conditions related to the collection of photographs below.
- Web streaming – Please see the conditions related to web-streaming below.
- Sound recordings under certain provisions – Please see the conditions related to sound recordings below.
- When an eu-LISA event is to happen on one of its sites, ID Card or Passport data will be collected to manage access and exit procedures.
Controller:
Head of the Governance and Capabilities Building Unit (GCU) of eu-LISA
Recipients:
The recipients of your data will be eu-LISA employees and event organisers contracted by eu-LISA, involved in the organisation of events. Access to all personal data as well as information collected in the context of an event, and the organisation thereof, is only granted on a need to know basis to the recipients defined by the Controller. We understand the importance of maintaining and protecting your privacy and we will not sell, trade or rent your personal information to others nor will we use any of it for any other purpose than the one established. When an eu-LISA event is to happen on one of its sites, eu-LISA Security will have access to your data in order to manage access and exit procedures.
Data Retention:
Final participant lists (title, first name, last name, function, organisation, e-mail address and phone number) will be kept until all post-event administrative matters have been concluded, unless otherwise specified, for example, when an event participant stated upon registration that he/she wishes to be informed by eu-LISA of future events and activities. All data will be deleted after the end of their respective retention periods.
Sound recordings of events, when not for publication, will be deleted after the minutes or final report of the event is delivered. These will however no be retained for longer than six months.
Data Subject rights:
You have the right to access your personal data, request rectification or erasure thereof. You also have the right to withdraw your consent at any time or to request a restriction of processing be applied. If you have any queries concerning the processing of your personal data, you may address them to the Controller using the following contact email address: research@eulisa.europa.eu
You may also contact the eu-LISA Data Protection Officer at: dpo@eulisa.europa.eu.
Further information on your rights can be found at https://www.eulisa.europa.eu/Activities/Data-Protection/Data-Subject-Rights
You also have the right of recourse, at any time, to the European Data Protection Supervisor (https://edps.europa.eu) at edps@edps.europa.eu.
Web streaming, Filming, Photography and Recording:
Please note that at some events keynote presentations and panel discussions will be web-streamed live, only with the consent of the speakers (presenters/panel participants).
Keynotes and panel discussions could also be filmed, recorded and used on eu-LISA’s website and/or social media channels, only with the consent of the speakers (presenters/panel participants), after the completion of eu-LISA events.
Should any other participant at an eu-LISA event not wish to be recorded in the context of keynote/panel filming or web streaming, he/she should kindly make eu-LISA aware of this by contacting us at research@eulisa.europa.eu prior the event.
During some events, audio recordings of interventions could be taken for the purpose of preparing the event minutes and/or event reports.
During eu-LISA events, photographs could be taken both in the areas adjacent to the event and in the event areas themselves. In case you are photographed and would rather your photo not be part of information provided to the public, whether on social media channels used by eu-LISA, event specific websites or others websites managed by eu-LISA, please contact us at research@eulisa.europa.eu