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More than Food India

Privacy Statement

Privacy statement on campaign website

1.  Why do we collect your personal data?
REA collects and processes your personal data necessary for the organisational aspects of the EU food and beverages promotion campaign in India (12/10/2021-12/08/2022). REA uses an external contractor to organise and manage events and activities related to this campaign. 

Identification data are processed for the purposes of inviting the participants to the meeting, sending invitations, preparing a list of participants, gaining access to the venue and accessing the platform, preparing/sending reports, distributing the evaluation forms, providing feedback on revaluation, meeting follow-up, promoting the activities linked to the event. More in depth, the organisation of these activities (events organisation, social media channels engagement,…) includes collection and processing of data for the following activities:

  • to be included in the contact list (name, surname, email address, organisation,…);
  • to send invitations, notifications, meeting follow-up or newsletters;
  • to prepare reports;
  • to distribute evaluation forms;
  • to collect feedback on revaluation;
  • to promote activities linked to the events;
  • to take photographs/pictures, for the purpose of presentations, live online streaming and/or audio and video recording of all actors such as chefs, speakers, organisers and participants;
  • to publish on the internet/intranet pages of REA/European Commission;
  • to manage REA’s social media channels to engage people about the campaign.

Further use of mailing lists produced based on the information provided by participants with their registration may occur in order to enable REA to dispatch anonymous questionnaire for the evaluation of the event by participants, event follow-up, and information sharing among individuals that expressed the will to participate.

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

Live web-streaming and audio-visual recording at the event of the chefs, speakers, organisers and participants, as well as photographs of the speakers and panoramic photographs of participants and organisers may be taken and published on REA’s social media channels. 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. During virtual events, as a participant, should you wish not to be filmed, please make sure your webcam is disabled.

Digital events being organised within the framework of this campaign will be organised through ZOOM (ZOOM PRIVACY STATEMENT - Zoom) with EC officials, chefs, speakers, organisers and participants who registered. This digital event will be streamed and recorded. 

 

2. Who is responsible for this process?
The controller is the European Research Executive Agency (REA), represented by its Director. For organisational reasons, the role of the data controller has been entrusted by the Director to the delegated controller and is exercised by Head of Unit of REA.B4 ‘Agri-Food promotion, Environmental Observation and Innovative Governance’.

The delegated controller/controller may be contacted via the following e-mail address: rea-agri-eventsatec [dot] europa [dot] eu (rea-agri-events[at]ec[dot]europa[dot]eu).

The following entity/ies process your personal data on our behalf: 

GOPA COM., Avenue de Woluwe, 2 1050 Brussels, Belgium (the contractor) and its approved Consortium partners Edelman Brussels and Edelman India, as well as subcontractors (SPRG, Microsoft Outlook, Google Form, Youtube, Zoom). 


 

3. What is the legal basis to collect your data?
This processing activity is based on:

Article 5(1)(a) of the Regulation, it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in REA by the following legal acts:

Council Regulation (EC) No 58/2003 laying down the statute for executive agencies;
Commission Implementing Decision (EU) 2021/173 of 12 February 2021 establishing the Research Executive Agency and repealing Decision 2013/778/EU ; 
Commission Decision C(2021)952 of 12 February 2021 on delegating powers to the Research Executive Agency with a view to performance of tasks linked to the implementation of Union programmes in the field of research and innovation comprising, in particular, implementation of appropriations entered in the general budget of the Union;
Regulation (EU) No 1144/2014 of the European Parliament and of the Council of 22 October 2014 on information provision and promotion measures concerning agricultural products implemented in the internal market and in third countries and repealing Council Regulation (EC) No 3/2008;
REA Annual Work Programme; 

Article 5(1)(d) of the Regulation based on the data subject explicit consent for the following specific purposes:

  • to be included in the event participant list, which is shared among the participants and authorised persons for the event and a follow-up of the event ;
  • to be included in the mailing lists produced to dispatch of anonymous questionnaire for the evaluation of the event,
  • to be included in the mailing lists to receive relevant information concerning the promotion of agricultural products in the form of the newsletters and direct mailing.
  • to be included in the mailing lists to receive invitations to future similar events that REA may organise;
  • to be included in the mailing lists for being contacted in the context of the EU activities;

For communication purposes:

  • photographs/pictures, presentations, live online streaming and/or audio and video recording of all actors such as chefs, speakers and the participants may be taken and published on REA MyIntraComm, REA EUROPA website and on REA’s Twitter account and on the internet/intranet pages of the European Commission; Publication of the speakers/moderators’ name, picture, short CV in the digital and paper materials about the event.


Participation to the event is not conditional to data subjects’ consent to appear on pictures and audio-visual materials. You may disagree to appear on pictures and audio-visual material. You will be provided with a badge to wear visibly during the event. For online events, if you do not agree to appear in the recording or the streaming session you can switch off your camera and mute yourselves. 

You may give specific consent-by ticking the relevant opt-in boxes in the registration form. 

 

4. Which personal data are collected?
The personal data processed in the framework of the event organisation are:

  • For the event organisation: your contact details, i.e. title, first name, last name, salutation, nationality, city, country of residence signature, position/function, and email address; 
  • For access to building: your identification data, i.e. date of birth, title, first name, last name, passport or identity card or nationality;
  • For communication purposes: live web streaming, images and video recordings of the participants (including speakers/moderators/chefs); images and video recordings of the event may be published on REA’s intranet, on MyIntraComm (the Commission’s intranet), REA webpage on EUROPA, and, REA’s Twitter account; (non- mandatory);
  • For accessibility or dietary purposes: sensitive data (mobility and special needs/requirements)
  • Non-mandatory data linked to the participation: any other personal data that data subject would share online via the authorised platforms, according to the privacy policy of the third party providing the platform.

 

5. Who will have access to your personal data?
The following categories of individuals will have access to your personal data for this specific event:

  • Authorised staff of the REA Units responsible for the organisation and management of the event or;
  • Authorised staff of the REA Communication sector may access pictures and audio-visual material for subsequent communication purposes after the event.

 

6. Who will have access to the data outside the agency?
The following categories of individuals will have access to your personal data for this specific event:

  • Event participants will receive the participants’ list containing names, contact details, position/function, and name of the organisation of those participants who have consented if relevant to the event;
  • Authorised staff of external contractors and its local subcontractors if foreseen for organisation purposes (such as event management organisations, catering services that may handle data relevant to meal/dietary preferences; travel agency that may handle travel/accommodation relevant data); 
  • GOPA COM., Avenue de Woluwe, 2 1050 Brussels, Belgium (the contractor) and its approved Consortium partners Edelman Brussels and Edelman India, as well as subcontractors (SPRG, Microsoft Outlook, Google Form, Youtube, Zoom). 
  • Authorised staff of the European Commission or of other institution, agency or body co-organizing the event if relevant for the purpose of the event organisation;
  • Authorised European Commission staff for policy purposes;
  •  On a need-to-know basis and in compliance with the relevant current legislation, bodies charged with monitoring or inspection tasks in application of EU law (e.g. EC internal audit, Court of Auditors, European Anti-fraud Office (OLAF), the European Ombudsman, the European Data Protection Supervisor).    

 

7. 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 or for gathering statistics. Cookies also are typically used to provide a more personalised experience for a user, for example, when an online service remembers your user profile without you having to login. 

On the campaign website, we will use strictly necessary cookies to allow you access the website and analytics cookies you. 

The strictly necessary cookies are the following:

NAME

 

SERVICE

 

PURPOSE

 

COOKIE TYPE AND DURATION

 

Cookie-agreed

Cookies

records if you have agreed to our use of cookies on this site

First-party persistent cookie; around 3 months

HAS_JS

Javascript

records whether your browser has JavaScript enabled

First-party persistent cookie; session

Regarding analytics cookies, we will ask your consent before allowing these analytics cookies to be stored on your device. These analytics cookies are the following:

NAME

 

SERVICE

 

PURPOSE

 

COOKIE TYPE AND DURATION

 

_PK_ID#

Corporate web analytics service, based on Matomo open source software

Recognises website visitors (anonymously – no personal information is collected on the user).

First-party persistent cookie, 13 months

_PK_SES#

Corporate web analytics service, based on Matomo open source software

Identifies the pages viewed by the same user during the same visit.

(anonymously – no personal information is collected on the user).

First-party persistent cookie, 30 minutes

Finally, we will use social media (Instagram, Facebook, Twitter Youtube,…) to promote the campaign. These social media may use cookies that collect your personal data in the event that you click on the social media link. The Data Controller has no control or responsibility on third-party cookies collected by these social media platforms. Therefore, we recommend you read these social media privacy policies before clicking on the social media links. 

When you register or attend to an event, be aware that the controller may transfer your personal data to recipients outside the EU, where the local law may grant you fewer rights than you have in your own country. If the international transfer occur it will be done according to Chapter V of the Regulation and specifically based on your explicit consent to the data controller. 

 

 

8. How long do we keep your personal data?
The data controller only keeps the data for as long as follow-up actions to the activities are necessary, considering the purpose(s) of the processing of personal data: implementation of EU food and beverages promotion campaign in India and its evaluation.

We are keeping your personal data for a period as indicated below: 

  • Contact details processed for the purpose of the organisation and management of the meeting or event will deleted after the last action of this processing operation, except from those participants that have given their explicit consent to receive information about other events and/or receive the newsletter etc.
  • Personal data resulting from the picture and audio footage activity:  
  • o images and video recordings from events will be kept for up to 5 years  after the meeting/event;
  • o recordings from web-streamed and online meetings or events will be kept for up to 5 years  before being deleted.
  • Reports containing personal data will be archived according to REA document management policy/rules. 

 

  • Personal data shared with selected contractors for organisational purposes, are retained during the event or meeting organisation period and will be erased by the service providers in accordance with the corresponding contractual obligations and provisions;
  • Sensitive data relating to dietary requirements and accessibility requirements will be anonymised before being transferred to the external contract. The data related to accessibility will be retained up to 1 month after the end of the meeting/event. In case that an external contractor has collected directly these data, they are requested to anonymise them and erase them. 

 

9. What are your rights?
As a participant, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing.
 
In addition, as a participant, 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. Your request to exercise one of the above rights will be processed without undue delay and within one month. 

Should you want to verify which personal data is being stored on your behalf by the responsible controller, and have it modified, corrected or deleted, please send an e-mail to the functional mailbox rea-agri-eventsatec [dot] europa [dot] eu (rea-agri-events[at]ec[dot]europa[dot]eu) and by explicitly specifying your request. 

Attention is drawn to the consequences of a delete request, which means that all your contact details will be lost. 

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

 

 

10. Contact information
In case you have any questions about the collection/processing of your personal data, you may contact the data controller who is responsible for this processing activity by using the following email address: rea-agri-eventsatec [dot] europa [dot] eu (rea-agri-events[at]ec[dot]europa[dot]eu)

Further to the above, the following instances can be addressed:

REA Data Protection Officer (DPO): REA-DATA-PROTECTION-OFFICERatec [dot] europa [dot] eu (REA-DATA-PROTECTION-OFFICER[at]ec[dot]europa[dot]eu)

In case of conflict, complaints can be addressed to the European Data Protection Supervisor: EDPSatedps [dot] europa [dot] eu (EDPS[at]edps[dot]europa[dot]eu).