Your personal data is processed in accordance with Regulation (EU) No 2018/17251 on the protection of individuals with regard to the processing of personal data bqy the Union institutions, bodies, offices and agencies and on the free movement of such data.
The data controller of the processing operation is:
Head of Unit A.1 COSME, European Innovation Council and SMEs Executive Agency (EISMEA), EISMEA-COSME@ec.europa.eu
The following entities process your personal data on behalf of the data controller:
ADMA Initiative’s (contact@adma.ec) approved third-party authorised subprocessors, Agoria, Old-Continent, Clevercast, used to organise and support event activities on behalf of EISMEA and the European Commission.
The legal basis for the processing activities are Article 5(a) of Regulation EU 2018/1725 because 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)2 and Article 5(d) of Regulation EU 2018/1725 based on your explicit consent for your non- mandatory personal data indicated below.
The purpose of the processing of your personal data is to reply to questions sent through the contact form, to inform you about the ADMA Initiative, to register interested persons to the ADMA Final event. Your personal data is collected to identify you as participant, to register you to these events, to include you in the participants list, to answer users’ questions which will be made available via the conference website. In addition, your personal data may be used for networking among the participants (bilateral meetings). Finally, we shall use your personal data to inform participants about follow-up activities of the events or the campaign/related to the topic of the event or the campaign, including feedback collection and specific, related communication activities, such as emailing, to monitor and evaluate the Initiative.
The following personal data are collected: first name, last name, email address, company name, job title. This information is mandatory for the purposes outlined above.
Also, all browser-generated information (website data, geolocation, cookies or other technologies used to analyse users’ activity) is subject to your consent excepted for necessary cookies.
Please note that the ADMA Final Event will be web streamed and only moderators and speakers will be recorded/filmed/photographed. This data will be used for online and offline communication activities related to the ADMA Initiative. Moderators and speakers will be contacted by Old-Continent and Agoria to obtain their explicit consent to have their image recorded, used for the creation of offline communication material and published online on communication channels, such as social media accounts, image hosting sites and websites linked to the promotion of EISMEA’s activities3. In the absence of consent, moderators, and speakers have the possibility to remain unseen by not activating their video during the streaming.
The recipients of your data will be: authorised EISMEA and Commission staff in charge of the ADMA Initiative, organisation of the ADMA Final event and the follow-up communication activities, EISMEA’s contractor Agoria and Old-Continent (using approved third party tool Clevercast), and bodies charged with monitoring or inspection tasks in application of EU law (e.g. internal audits, Court of Auditors, European Anti-fraud Office – OLAF).
Third party tools used for the organisation of the ADMA Initiative and the ADMA Final event
For the purpose of hosting the ADMA Initiative hub, updating news, informing people about the ADMA Final event organisation (agenda, speakers’ bio,…) and streaming recorded sessions, www.adma.ec, hosted on OVH, third party tool under Agoria (contractor) responsibility collects email address, IP address, and browser-generated information browser-generated information (including device information, operating system, device type, cookies or other technologies used to analyse users’ activity). It hosts the collected personal data within the European Union. For information on how OVH uses cookies and how it processes personal data, please see its privacy statement at: https://www.ovh.com/ca/en/support/privacy-policy.xml
For the purpose of hosting and streaming online meeting rooms and plenary sessions, Clevercast (services provided by Rambla BVBA), third party tool under Agoria (contractor) responsibility, collects from sessions organisers, moderators, participants and speakers the following personal data: name, surname, email address, company name, job title. For information on how Clevercast uses cookies and how it processes personal data, please see its privacy statement at: https://www.clevercast.com/privacy-policy/.
For the purpose of registration for the ADMA Final event, EU Survey, third party tool under Agoria (contractor) responsibility, collects from sessions organisers, moderators, speakers and participants: name, surname, email address, company name, job title, IP address, and browser-generated information browser-generated information (including device information, operating system, device type, cookies or other technologies used to analyse users’ activity). It hosts the collected personal data within the European Union. More information on EU Survey privacy statement can be found here https://ec.europa.eu/eusurvey/home/privacystatement
For the purpose of surveys, EU Survey, third party tool under Agoria (contractor) responsibility, collects from sessions organisers, moderators, speakers and participants: name, surname, email address, company name, job title.
For the purpose of sending campaign mailings to sessions organisers, moderators, speakers and participants, EC Newsroom, third party tool under Agoria (contractor) responsibility, collects the following personal data: name, surname, email address, company name, job title, IP address, and browser-generated information browser-generated information (including device information, operating system, device type, cookies or other technologies used to analyse users’ activity). It hosts the collected personal data within the European Union. More information on EU Survey privacy statement can be found here https://ec.europa.eu/eusurvey/home/privacystatement
The following safeguards are in place in case of international transfers: for recipients which process personal data outside the EEA4, we put in place appropriate Standard Contractual Clauses. Regarding the technical and organizational measures recipients put in place, please refer to their privacy statements. The processing of your data will not include automated decision-making (such as profiling).
Your personal data will be kept for a maximum period of 3 years starting from 10 March 2021. Data will be deleted at the end of this period.
You have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete; where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. If processing is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal.
Your request to exercise one of the above rights will be dealt with without undue delay and within one month.
If you have any queries concerning the processing of your personal data, you may address them to EISMEA-COSME-DP@ec.europa.eu (entity acting as data controller).
You shall have right of recourse at any time to the Commission Data Protection Officer at DATA-PROTECTION-OFFICER@ec.europa.eu and to the European Data Protection Supervisor at https://edps.europa.eu or edps@edps.europa.eu
2 Act of Establishment: Commission Implementing Decision C(2013/771/EU) of 17 December 2013 establishing the 'European Innovation Council and SMEs Executive Agency' and repealing Decisions 2004/20/EC and 2007/372/EC
3 European Commission, European Innovation Council and SMEs Executive Agency (EISMEA), ADMA’s Final Event web page, and ADMA’s Final Event participant’s social media accounts.
4 European Economic Area countries include Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and the United Kingdom.
