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Privacy Policy Statement

This privacy statement provides information about the processing and the protection of your personal data

Processing operation: Civil Society Dialogue database
Data Controller: European Commission, Directorate-General for Trade, Information and Policy Coordination, Unit Information, Communication and Civil Society
Record reference: DPR-EC-00263

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 “CIVIL SOCIETY DIALOGUE database” including the processing of data entered on the Civil Society Dialogue database and website undertaken by Directorate General for Trade, Unit Information, Communication and Civil Society is presented below.
Why and how do we process your personal data?
Purpose of the processing operation: DG Trade collects and uses personal data to communicate on its Civil Society Dialogue (CSD) activities.

DG Trade's CSD registration system is a web-based tool for processing data concerning civil society organisations as defined by the Secretariat General (SG) of the European Commission. For DG Trade’s outreach purposes these organisations are not-for profit, trade-related and based in the EU. Before registering in the CSD database applicant organisations need to also be registered in the Transparency Register operated jointly by the European Parliament and the European Commission and managed by the SG. Once an application for registration, which includes personal data of the representatives of the organisation, is submitted in the CSD Database, CSD coordinator receives an alert message informing that there is a new application for registration in the database. The coordinator verifies that the applicant organisation fulfils the criteria laid down and publicly available on DG Trade's website and either refuses or accepts the application. The applicant receives an email message about the result of the application. Once the organisation is registered, representatives may be added and they receive information on civil society related trade matters, invitations to meetings and relevant documents. The email messages are sent using the database information provided during the registration.

Civil Society Organisations (CSO) registered in the CSD Database are listed online on DG Trade's website, and the Chief Executive's (or equivalent) contact details are published.

Once the representative of a CSO has registered to a particular CSD meeting, his/her data is processed as provided for in the privacy statement for CSD meetings (DPR-EC-00263.1) and for EUsurvey/epass (DPR-EC-00655).

Your personal data will not be used for an automated decision-making including profiling.

2. On what legal ground(s) do we process your personal data

Treaty on the Functioning of the European Union, External action by the Union, Common commercial policy, Article 207.
Treaty on European Union, Provisions on democratic principles, Article 11 (1, 2 and 3).

We process your personal data 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.

3. Which personal data do we collect and further process?

In order to carry out this processing operation DG Trade collects the following categories of personal data of the representatives of the Civil Society Organisation that is registered in the CSD database:
• Name;
• Function;
• Contact details (e-mail address, telephone number, postal address of the organisation).

The provision of personal data is mandatory to meet a statutory requirement in The General principles and minimum standards for consultation of interested parties by the Commission (2002). If you do not provide your personal data, possible consequences are that we will not be able to take into account information provided for the purposes of the EU Civil Society consultation.

4. How long do we keep your personal data?

DG Trade keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for as long as the organisations wish to be registered in the CSD database. They may withdraw at any time by sending an email to trade-civilsociety@ec.europa.eu and specifying the request.

5. 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. 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.
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.

6. 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.
The recipients of your personal data are the staff members of the European Commission. In case of a travel request to attend a meeting your personal data is transferred to and processed by the Commission’s contracted travel agency for arrangement of the tickets.
The personal data published on a publicly available website (e.g. Europa) means that it is accessible worldwide. Following the opinion of the European Data Protection Supervisor (EDPS), this does not constitute a transfer of personal data under the Regulation (EU) 2018/1725.
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.

7. 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.

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.

8. 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, Directorate General for Trade, Unit Information, Communication and Civil Society, trade-civilsociety@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

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.

9. 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-00263.1