Data protection notice – Event registration and organisation

Event registration and organisation involves processing of personal data, which shall comply with Regulation (EU) N° 2018/1725[1] (the ‘’Regulation’’).

This data protection notice explains how the Circular Bio-based Europe Joint Undertaking (here after referred to as CBE JU) uses any information you give to us, and the way we protect your privacy. Furthermore, it describes the rights you have as a data subject and how you can exercise these rights.

CBE JU protects the fundamental rights and freedoms of natural persons and in particular their right to privacy with respect to the processing of personal data.

We provide the following information based on Article 15 of the Regulation.

 

What is the purpose of the processing?

• Register interested persons for effective management of meetings, provide access to the  CBE JU event venues, and maintain participant lists as well as allowing possible event follow-up actions including collection of feedback, specific communication activities and sharing presentations.

 

Which personal data do we process?

Personal data:

• Video recordings and photographs
• Profession
• Personal details

Special categories of personal data:

• Health-related data, e.g. dietary restrictions

 

Why do we process your personal data and under what legal basis?

Personal data:

• Public Interest Article 5 a) of Regulation 2018/1725
• Explicit consent Article 5 d) of Regulation 2018/1725

Special categories of personal data:

• Public Interest Article 5 a) of Regulation 2018/1725: Health data (art. 10 §2 (b) Regulation 2018/1725 (processing necessary for exercising specific controller rights/obligations under employment, social security or social protection law))
• Explicit consent Article 5 d) of Regulation 2018/1725: Health data (art. 10 §2 (b) Regulation 2018/1725 (processing necessary for exercising specific controller rights/obligations under employment, social security or social protection law))

 

Who is the controller and other actors involved in the processing?

Controller: The  CBE JU, legally represented by Nicoló Giacomuzzi-Moore, Avenue Toison d'Or, 1060 Brussels.

Processor(s) of personal data:

• External service provider  ('contractor'): B2Match GmbH, with its address at Vally-Weigl-Gasse 5⁄456, 1100 Vienna, Austria

 

How is CBE JU processing the personal data?

See the CBE JU legal notice on data protection for more information.

 

How do we protect and safeguard your information?

• Staff dealing with this processing operation is designated on a need-to-know basis
• Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned

 

Who can access to your personal data and to whom is it disclosed?

The following might have access to your personal data:

• Other: CBE JU communication team
• Data subject themselves: other participants
• Other: Internal and extra-muros service providers: B2Match GmbH, with its address at Vally-Weigl-Gasse 5⁄456, 1100 Vienna, Austria

 

What are your rights and how can you exercise them?

You have the right of access to your personal data and to relevant information concerning how we use it. You have the right to rectify your personal data. Under certain conditions, you have the right to ask that we delete your personal data or restrict its use. You have the right to object to our processing of your personal data, on grounds relating to your particular situation, at any time. In addition, you have the right not to be subject to a decision based solely on automated processing of data, including profiling, if such decision has legal effect on him or her, except for certain situations, such as entering into a contract (as required by articles 14-16 & 24 of EU DPR Regulation).

Information on action taken on the data subject’s request to exercise her/his rights shall be provided without undue delay and in any case within one month of receipt of the request. In case of complex or voluminous requests, this period may be extended by another two months, in which case the JU will inform the data subject.

In case data subjects wish to exercise their rights, they should send an email to the CBE JU Data Protection Officer at DPO [at] cbe.europa.eu.

 

How to withdraw your consent and the consequences of doing this

Data subjects have the right to withdraw their consent at any time by sending a written request to the above-mentioned email address. Please note that withdrawing your consent does not affect the lawfulness of any processing based on your consent before this consent is withdrawn.

Possible restrictions as laid down in Article 25 of the EU DPR Regulation can apply.

 

How long is the data retained?

• 5 years: video tapes and photographs, profession, personal details, health-related data

 

Complaints, concerns and recourse

Should you have any complaint or concern you may contact:

• the CBE JU Data Protection Officer at DPO [at] cbe.europa.eu, and
• CBE JU ommunications team at communications [at] cbe.europa.eu

In addition, as a data subject, you have a right to recourse to the European Data Protection Supervisor (EDPS) at any time by e-mail to edps [at] edps.europa.eu or a letter to the EDPS postal address marked for the attention of the EDPS DPO:

European Data Protection Supervisor, Rue Wiertz 60, B-1047 Brussels, Belgium.

For more information on the EDPS, please consult their website.

 

Additional information

More information on data protection at the CBE JU can be obtained in the Data Protection Register and in the privacy notices published on the CBE JU website.