PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Privacy statement on the protection of personal data in relation to the “EU Defence Innovation Scheme (EUDIS) Business Accelerator – events (online & on-site), website, IT tools, and communications".
Data Controller: European Commission, Directorate-General for Defence Industry and Space, Unit A.1 for Defence Industrial Policy (hereinafter “DG DEFIS Unit A.1” or the “Data Controller”)
Record reference: DPR-EC-32730.1
Table of Contents
1. Introduction
2. Why and how do we process your personal data?
3. On what legal ground(s) do we process your personal data?
4. Which personal data do we collect and further process?
5. How long do we keep your personal data?
6. How do we protect and safeguard your personal data?
7. Who has access to your personal data and to whom is it disclosed?
8. What are your rights and how can you exercise them?
9. Contact information
10. Where to find more detailed information?
1. 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 information in relation to processing operation “EU Defence Innovation Scheme (EUDIS) Business Accelerator – events (online & on-site), website, IT tools, and communications" undertaken by DG DEFIS Unit A.1., is presented below.
2. Why and how do we process your personal data?
2.1 Processing of personal data linked to the EUDIS Business Accelerator on-line and on-site events
The Data Controller collects and further processes your personal data to provide you with information about the EUDIS Business Accelerator (before, during and after) and to process your application for participation.
Live web streaming and audio-visual recording may take place during the EUDIS Business Accelerator, including the recording of speakers, organisers, and participants. Photographs of speakers, as well as panoramic photographs of participants and organisers, may also be taken and published at: www.eudis-business-accelerator.eu/, www.defence-industry-space.ec.europa.eu/index and dedicated platform hosted on SwapCard. The names of speakers may be published on the same three websites/platforms.
The audience or non-speaker participants are not photographed individually or in groups. They may however appear on panoramic photographs of the whole event/audience.
Please note that the EUDIS Business Accelerator may be conducted using a third-party videoconferencing service (e.g. Microsoft Teams), which involves the processing of personal data. For further information, please refer to Section 7 below. Participants who do not wish to be included in the above-mentioned web streaming, recording, or publishing activities may object to such processing by sending an email to the organiser prior to the event. In such cases, data subjects may be offered alternatives, such as seating in areas not subject to recording or photography, wearing special badges, attending the meeting from a separate room without web streaming, or other appropriate arrangements depending on the circumstances of the specific event.
Your personal data will not be used for any automated decision-making including profiling.
2.2 Processing of personal data linked to the website and IT Tools
The Data Controller processes your personal data for the purpose of establishing and managing an online community of registered data subjects within the framework of EUDIS Business Accelerator to:
a) Provide data subjects access to and use of the EUDIS Business Accelerator website (https://eudis-business-accelerator.eu) and to improve their experience on the website;
b) Establish and manage an online community of registered data subjects within the framework of EUDIS Business Accelerator ;
c) Register data subjects on the EUDIS Business Accelerator platform, hosted in SwapCard and assess their eligibility for accessing the platform and participating in related activities (bootcamps, online events, etc.) ;
d) Enable data subjects to create and maintain personal and/or professional profiles to be hosted in the EUDIS Business Accelerator platform ;
e) Enable data subjects to participate as company, coach, trainer/guest speaker or field expert as part of EUDIS Business Accelerator activities ;
f) Establish and manage a database of participants to the EUDIS Business Accelerator and check the participant’s eligibility to participate into programme’s activities.
The Public IT website (www.eudis-business-accelerator.eu) may contain personal data in the form of contact details and photos of events. The restricted EUDIS Business Accelerator IT Collaborative Platform hosted on SwapCard contains invitations to meetings, related minutes and follow-ups, common actions, useful information. Users access to the restricted collaborative platform via login identification, subject to the approval by administrators.
Your data will not be used for an automated decision-making, including profiling.
2.3 Processing of personal data linked to mailing and newsletter
The Data Controller collects and further processes your personal data so that you can receive information that you have requested on important developments, activities, events, initiatives or thematic issues in the area of EU Defence Innovation and Business Accelerator in particular through articles, reports, interviews, newsletters as well as visual content.
Your personal data will not be used for an automated decision-making including profiling.
3. On what legal ground(s) do we process your personal data
The processing of personal data related to the organisation, management, follow-up, and promotion of the EUDIS Business Accelerator (including web streaming, photography, and audio-visual recording), as well as to the website and IT tools, is necessary for the functioning and administration of the Commission, as mandated by the Treaties. In particular, this processing is based on Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union.
The EU Defence Innovation Scheme (EUDIS) is an instrument enabled by the European Defence Fund (EDF) to strengthen defence innovation in the European Union, under Regulation (EU) 2021/697 of the European Parliament and of the Council of 29 April 2021 establishing the European Defence Fund.
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).
3.1 Processing of personal data linked to the EUDIS Business Accelerator on-line and on-site events
The processing operations on personal data of the speakers at the EUDIS Business Accelerator with whom a contract is concluded, are carried out in line with the contractual provisions.
Consequently, that processing is necessary and lawful under Article 5(1)(c) of Regulation (EU) 2018/1725 (processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract).
Your consent is required for the following actions during the meeting or event (if applicable):
- 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 future collaboration.
- 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 meeting or event.
- The processing of your personal data for inviting you to future events the Data Controller may organise.
- The processing of your personal data for managing your subscription to a newsletter of the Data Controller.
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 relevant box(es) on the online registration form to EUDIS Business Accelerator programme.
Your consent for these purposes can be withdrawn at any time by writing to the Data Controller: European Commission, Directorate-General for Defence Industry and Space, Unit A.1 Defence Industrial Policy at DEFIS-A1@ec.europa.eu.
3.2 Processing of personal data linked to the website and IT Tools
In addition to the above stated legal ground, we process your personal data based on your consent, which you have provided through a clear affirmative act by ticking the consent box on the online registration form in the restricted IT Collaborative Platform (Swapcard), or by ticking the acknowledgment of consent while filling the application form to take part in the EUDIS Business Accelerator programme:
- For the public IT website (www.eudis-business-accelerator.eu) you have consented to the processing of your personal data by agreeing to participate in the EUDIS Business Accelerator Programme.
- For the restricted IT Collaborative Platform (Swapcard), you have given consent when registering for EUDIS Business Accelerator and using the platform to access meeting invitations, minutes, follow-up actions, shared documents, industry news, insights, and contact details of EU Member States.
Your consent for these purposes can be withdrawn at any time by writing to the Data Controller: European Commission, Directorate-General for Defence Industry and Space, Unit A.1 Defence Industrial Policy at DEFIS-A1@ec.europa.eu.
3.3 Processing of personal data linked to mailing and newsletter
You have subscribed to receive information on important developments, activities, events, initiatives, or thematic issues in the area of EUDIS Business Accelerator. Therefore, your personal data is processed on the basis of your consent for the purpose of providing you with the requested information under Article 5(1)(d). Your consent can be withdrawn at any time by sending an email to DEFIS-A1@ec.europa.eu.
4. Which personal data do we collect and further process?
4.1 Processing of personal data linked to the EUDIS Business Accelerator on-line and on-site events
The following personal data may be processed in the context of the EUDIS Business Accelerator events:
- 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 meeting or event is held.
- Financial information (such as a payment card number or bank account) may be collected for the payment of fees of the meeting or event or for possible reimbursements (for coaches, trainers/guest speakers, field experts only).
- Signature and audio-visual recording of the meeting, for establishing the attendance list and the minutes.
- Dietary requests (if any) or specific access requirements.
4.2 Processing of personal data linked to the website and IT Tools
In order to carry out this processing operation, the Data Controller processes the following categories of personal data:
a) Personal data obtained from the data subject through the use of the EUDIS Business Accelerator website:
b) Personal data obtained from the data subject through the application form to apply as a Business Accelerator programme participant (as Company, Coach, Trainer/Guest Speaker, or Field Expert):
c) Personal data obtained from the data subject through the embedded website contact form:
This personal data has been obtained your directly from you.
4.3 Processing of personal data linked to mailing and newsletter
a) In order to carry out this processing operation, the Data Controller collects the following categories of personal data:
b) The following personal data is needed for providing you with a more personalised experience (i.e. better targeting the content of the information) and for generating anonymised statistics:
5. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the abovementioned purposes. For each of the categories of personal data that is processed, please find below the retention details.
5.1 Processing of personal data linked to on-line and on-site events
- Personal data related to the organisation and management of the meeting or event (this includes the information given during the registration, before, during or after the event) will be kept for five years after the meeting or event.
- 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 4 collected in the framework of the meeting or event, but no later than within 1 month after the end of the meeting or event.
- 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 event 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.
5.2 Processing of personal data linked to the website and IT Tools
- Authentication data will be kept in the IT system for the duration of your participation in the group.
- Audio-visual recordings obtained from the data subject during recorded online activities will be kept for 8 months after the event before being deleted. More information is available in the Record of Processing DPR-EC-01937 (Audiovisual recording of meetings);
o The optional data mentioned above can be deleted at any moment upon your request, as it is not necessary for getting access to the platform itself.
o In case the group or the IT tool are permanently discontinued, all data will be pseudonymised and kept for a maximum of 5 years.
o Selected service providers for organisational purposes (such as caterers, travel agents, or event management organisations) are contractually bound to process personal data 4 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.
5.3 Processing of personal data linked to mailing and newsletter
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection, namely until you unsubscribe from the mailing list.
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 either on the servers of the European Commission or of its contractors (Starburst - https://starburst.aero/privacy-policy/ , Civitta - https://civitta.com/privacy-policy/ , Ignity - https://www.ignity.be/en/privacy-policy, VTT- https://www.vttresearch.com/en/privacy-notice-vtts-stakeholders-customer-relationship-management-and-marketing). 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.
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 authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
When necessary, we may share your personal data with contractors who are part of the consortium or programme you have applied to, for purposes such as evaluating and processing your application, sending deadline reminders and other important information, inviting you to the programme or rejecting your application, and providing onboarding or programme-related information if you are accepted.
Audio-visual recordings and photographs will be published based on consent.
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).
Applying for the EUDIS Business Accelerator platform takes place via Tally www.tally.so, which employs cookies as described here: www.tally.so/help/cookie-policy.
Registration for the meeting takes place via SwapCard, which employ cookies as described here: www.swapcard.com/legal/privacy-policy.
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 relevant cookies page. In particular, you can control and/or delete those cookies as you wish.
Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so by contacting us at bamm@starburst.aero.
Third Party IT tools, including social media
We may use third-party IT tools to inform about and promote the EUDIS Business Accelerator, meetings, or events 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 may also be uploaded to our social media pages, and follow links from our website to other relevant social media platforms. To protect your privacy, our use of third-party IT tools to connect to these 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 if you click on a social media button or “play” a video will a cookie from the relevant social media company be installed on your device. If you do not interact with these buttons or videos, no third-party cookies will be installed.
To view third-party content on our websites, a message will alert you that you need to accept the specific Terms and Conditions of the third party, including their cookie policies, over which the Commission has no control. We recommend reading the relevant privacy policies of the social media tools used, such as X, LinkedIn, Instagram, Facebook and YouTube, which explain their policies on personal data collection, use, user rights, and ways to protect your privacy.
International Transfers
Please note that meetings or events may be conducted using third-party videoconference IT services such as Microsoft Teams, which have their own cookies and privacy policies (see Microsoft Privacy Policy; Microsoft Teams Commission Record DPR-EC-4966). By participating via such tools, participants consent to the processing of their personal data as described in the related privacy policies. The use of third-party IT tools does not imply endorsement by the European Commission. We accept no responsibility for lack of service in the event that these tools are occasionally unavailable.
No transfer of your data outside of EU countries or associated third-countries, is foreseen for this activity.
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.
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.
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 European Commission, Directorate General for Defence Industry and Space – Unit A.1 Defence Industrial Policy [‘DG DEFIS Unit A.1” or the “Data Controller], at DEFIS-A1@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.
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, European Commission, Directorate General for Defence Industry and Space – Unit A.1 Defence Industrial Policy [“DG DEFIS Unit A.1” or the “Data Controller”], DEFIS-A1@ec.europa.eu.
In case of disagreement with the Data Controller, 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 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.
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 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-32730.1.