Data Protection

ECSEL JU is committed to user privacy.

Like other EU institutions, bodies, agencies and offices, ECSEL may process your personal data for a number of reasons, from dealing with public requests for information, staff matters, procurement contracts, grant agreements, communication activities, etc.

You can find the applicable rules to such processing operations in the following policies:

  • General Data Protection Policy, and
  • Specific Data Protection Policies

Then, the Record of Processing Activities gives an overview of all the data processing activities within the ECSEL Joint Undertaking.

General Data Protection

This Privacy Policy governs the processing of your personal data on the basis of the European Regulation (EU) N°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 on the free movement of such data (“EUI-GDPR”) by ECSEL  set up by Council Regulation 561/2014 of 6 May 2014 establishing the ECSEL Joint Undertaking as part of your:

  • use of our website (www.ecsel.eu) or our social media channels;
  • communication with us;
  • registration for and participation in our events;
  • subscription to our newsletter;
  • use of our services.

ECSEL website does not use cookies to track individual user activity on this site. The only cookies used are those that are technically essential for establishing a connection and for monitoring anonymous website traffic.

WHO ARE WE?

Your personal data are processed on the basis of applicable data protection legislation by ECSEL Joint Undertaking, located Avenue de la Toison d’Or, 1060 Brussels, Belgium (“Joint Undertaking”, “we”, “us”, “our”). You can contact us via e-mail at dpo@ecsel.europa.eu 

We reserve the right to change and adapt this Privacy Policy on our own initiative. In that case, those changes will be communicated to you via our website. If we have your e-mail address, we will try to communicate the changes to you through that channel.

WHICH OF YOUR PERSONAL DATA DO WE PROCESS?

When you use our website or our social media channels, we process:

  • Technical information regarding your visit;
  • Any other personal data you provide us with. However, we ask you not to provide us with any personal data from third parties without obtaining their valid consent.

When you communicate with us via e-mail, telephone, or social media channels, we process:

  • Identity information you provide us with, such as your first name and last name;
  • Contact details you provide us with, such as your e-mail address, postal address, country and (mobile) telephone number;
  • Content of the communication, such as your question, idea or complaint;
  • Technical information of the communication, such as with whom you communicate at our end, and date and time of the communication;
  • Any other personal data you provide us with.

When you register for and participate in our events, we process:

  • Identity information you provide us with, such as your first name, last name and job title;
  • Contact details you provide us with, such as your e-mail address, postal address, country and (mobile) telephone number;
  • Business card details, if you provide us with your business card before, during or after the event;
  • Any other personal data you provide us with.
  • Photos can also be taken during our events. In principle, only photos will be taken of the crowd. However, if you pose for our photographer, we will derive your permission from this. Your photo can then be distributed via our website or other channels for the promotion of the Joint Undertaking and the event in question. If you do not wish to do so, please contact our DPO via dpo@ecsel.europa.eu

When you use our services, we process:

  • Identity information you provide us with, such as your first name and last name;
  • Contact details you provide us with, such as your e-mail address, postal address, country and (mobile) telephone number;
  • Any other personal data you provide us with.

We receive most of your personal data directly from you. If we receive personal data about you from a third party, we will inform you about this or ask the third party to inform you about this.

Our website provides link to third party sites. Since we do not control them, we encourage you to review their privacy policies. Also, each social media channel has its own policy on the way they process your personal data when you access their websites. For example, if you choose to watch one of our videos on YouTube, you will be asked for explicit consent to accept YouTube cookies; if you look at our Twitter activity on Twitter, you will be asked for explicit consent to accept Twitter cookies; the same applies for LinkedIn.

FOR WHAT PURPOSES DO WE PROCESS YOUR PERSONAL DATA AND WHAT IS THE LEGAL BASIS FOR THIS?

The purposes and legal bases justifying the processing operations carried out by the ECSEL JU vary. We rely on the following legal bases:

  • Your consent, in which you are informed of what this consent means before you freely give your consent;
  • A contract with you, in order to perform that contract or in order to take steps prior to entering into a contract with you;
  • A legal obligation that we have to comply with;
  • Our task carried out in the public interest, such as the performance of our dissemination activities, continuous improvements of our website, social media channels, and services to ensure that you have the best experience possible, to keep them safe from misuse and illegal activity, to promote them and to make them available to you, which may include from time to time inviting you to participate in polls or to answer tests or enquiries.

The purposes for which we process your personal data, may be:

  1. to send you newsletters via e-mail if you subscribe to our newsletter via our website or by attending one of our events and explicitly expressing your wish to receive our newsletter.

Legal Basis: Your consent

  1. to organise our event, provide you with our services or the information you request via our website, e-mail, telephone, fax or social media channels. When we organise an event, we process your data, for example, in order to draw up a list of participants so that we can, in certain cases, control access to the event.

Legal Basis: A contract with you

  1. to comply with legal obligations that we have to comply with, or to comply with any reasonable request from competent law enforcement agents or representatives, judicial authorities, governmental agencies or bodies, including the EDPS.

Legal Basis: A legal obligation

  1. to transfer your personal data to the police or the judicial authorities upon our own initiative as evidence or if we have justified suspicions of an unlawful act or crime committed by you through your use of our website, our social media channels or other communication channels.

Legal Basis: A legal obligation

  1. for dissemination purposes, such as on paper or via social media channels, i.e. to provide you with information about our activities or our services, such as communications and newsletters of the Joint Undertaking and carefully selected partners. We may also process your personal data to perform statistical analyses and to evaluate our dissemination activities. If you do not want us to use your personal data in this way, please indicate this when we collect your data.

Legal Basis: Our task carried out in the public interest, in particular Article 1(j) and (l) of the Status annexed to Council Regulation (EU) No 561/2014 of 6 May 2014 establishing the ECSEL Joint Undertaking.

TO WHOM DO WE SEND YOUR PERSONAL DATA?

We may share your personal data with third parties, such as the European Commission, in order to process your personal data for the purposes outlined in Article 3 above. Third parties are only allowed to process your personal data on our behalf and upon our explicit written instruction. We also warrant that all those third parties are selected with due care and are committed to observing the safety and integrity of your personal data.

We may be legally obliged to share your personal data with competent law enforcement agents or representatives, judicial authorities, governmental agencies or bodies.

We do not send your personal data in an identifiable manner to any other third party than the ones mentioned in Articles 4.1 and 4.2 without your explicit consent to do so. However, we may send anonymized data to other organizations that may use those data for improving our activities or services. 

WHERE DO WE PROCESS YOUR PERSONAL DATA?

In principle, we process your personal data within the European Economic Area (EEA). In order to process your personal data for the purposes outlined in Article 3 above, we may also transfer your personal data to third parties who process on our behalf outside the EEA. Each third party outside the EEA that processes your personal data will be bound to observe adequate safeguards with regard to the processing of your personal data.

We rely on the external service provider Mailchimp for the registration and management of subscriptions to our newsletters. This service provider is based in the US and explicitly states its compliance with the EU-U.S. Privacy Shield Framework, the adequacy decision by the European Commission. For more information read the Mailchimp Privacy Policy and visit the U.S. Department of Commerce’s Privacy Shield website page.

WHAT QUALITY ASSURANCES DO WE COMPLY WITH?

We do our utmost best to process only those personal data which are necessary to achieve the purposes listed under Article 3 above.

Your personal data are only processed for as long as needed to achieve the purposes listed under Article 3 above or up until such time where you withdraw your consent for processing them. We will de-identify your personal data when they are no longer necessary for the purposes outlined in Article 3 above, unless there is:

  • An overriding interest of the Joint Undertaking, or any other third party, in keeping your personal data identifiable; or
  • A legal or regulatory obligation or a judicial or administrative order that prevents us from de-identifying them.

We will take appropriate technical and organizational measures to keep your personal data safe from unauthorized access or theft as well as accidental loss tampering or destruction. Access by our personnel or third parties’ personnel will only be on a need-to-know basis and be subject to strict confidentiality obligations. Also, access may be required by the rules and regulations to the European Commission. You understand, however, that safety and security are best efforts obligations which can never be guaranteed.

WHAT ARE YOUR RIGHTS?

  • You have the right to request access to all personal data processed by us pertaining to you.
  • You have the right to rectification, i.e. to ask that any personal data pertaining to you that are inaccurate, are corrected.
  • You have the right to withdraw your earlier given consent for processing of your personal data.
  • You have the right to erasure, i.e. to request that personal data pertaining to you be deleted if these data are no longer required in the light of the purposes outlined in Article 3 above or if you withdraw your consent for processing them.
  • You have the right to restriction instead of deletion, i.e. to request that we limit the processing of your personal data.
  • You have the right to object to the processing of personal data if the processing by us is necessary for the performance of a task carried out in the public interest, unless if we demonstrate compelling legitimate grounds which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
  • You have the right to data portability, i.e. to receive from us in a structured, commonly-used and machine-readable format all personal data you have provided to us if the processing is based on your consent or a contract with you and the processing is carried out by automated means.
  • If you wish to submit a request to exercise one or more of the rights listed above, you can contact us by sending an e-mail to dpo@ecsel.europa.eu. An e-mail requesting to exercise a right will not be construed as consent with the processing of your personal data beyond what is required for handling your request. Such request should meet the following conditions:  State clearly which right you wish to exercise; and your request should be accompanied by a digitally scanned copy of your valid identity card proving your identity.

We will promptly inform you of having received your request. If the request meets the conditions above and proves valid, we will honor it as soon as reasonably possible and at the latest thirty (30) days after having received your request.

If you have any complaints regarding the processing of your personal data by us, you may always contact us by sending an e-mail to dpo@ecsel.europa.eu. If you remain unsatisfied with our response, you are free to file a complaint with the European Data Protection Supervisor (https://edps.europa.eu).

Specific Data Protection Policies

    APPLICANTS’ PRIVACY POLICY IN THE CONTEXT OF SELECTION AND RECRUITMENT

      When you apply for a job (selection process), we process any personal data you provide us with to support your job application or to allow the verification of the eligibility and selection criteria laid down in the vacancy notice. For example, identity information, contact details, resume information… We rely on your consent for this processing activity.

      You can find more information here

      ACCESS TO DOCUMENTS

      When you file a request, we process all information included in the official request form, such as identity information, contact details and any other personal data you provide us with.

      The purposes and legal bases justifying the processing operations carried out by the ECSEL JU vary.

      You can find more information here

      EVENTS

      When you register for and participate in our events, we process identity information, contact details, professional details and any other personal data you provide us with, such as your dietary requirements.

      The purposes and legal bases justifying the processing operations carried out by the ECSEL JU vary.

      You can find more information here

      EXTERNAL EXPERTS

      When you register as an external expert, we process identity information, contact details, career details and any other personal data you provide us with.

      The purposes and legal bases justifying the processing operations carried out by the ECSEL JU vary.

      You can find more information here

      GRANT MANAGEMENT

      When you submit a proposal or sign a grant agreement, we process Identity information, contact details, professional details, financial information and any other personal data you provide us with.

      The purposes and legal bases justifying the processing operations carried out by the ECSEL JU vary.

      You can find more information here

      PROCUREMENT PROCEDURES

      When you express your interest or submit a tender or request to participate, we process identity information, contact details, professional details, education and career details, any other personal data you provide us with.

      The purposes and legal bases justifying the processing operations carried out by the ECSEL JU vary.

      You can find more information here

      Record of Processing Activities

      The Record of Processing Activities demonstrates compliance with Regulation 2018/1725.

      You can access to the Record here.