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Legal notice & Privacy statement

PROTECTION OF YOUR PERSONAL DATA

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

Processing operation: EU Energy Poverty Observatory (https://www.energypoverty.eu/)
Data Controller: ENER. UNIT B.3
Record reference: [DPMS number pending]

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 EU Energy Poverty Observatory (https://www.energypoverty.eu/) undertaken by the Data Controller is presented below.

2. Why and how do we process your personal data?

The Data Controller processes your personal data to facilitate communication between Observatory members, allowing members to create and publish their member profile, contribute resources to the portal and engage in online discussions in the portal’s forum area. Your data will not be used for an automated decision-making, including profiling.

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

We will only use your personal information when the law allows us to do so by providing us with a legal basis or valid condition.  We process your personal data, because processing is necessary for providing members-only functionality, and for providing usage metrics that will help improve the platform. 

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

In order to carry out this processing operation, the Data Controller obtains your personal data that you submit via the new member registration form. In particular, we process the following personal data for the purpose described above:

From your member profile (mandatory data):
•    Your last name
•    Your email address
•    Your country
•    Your industry

From your member profile (optional data):
•    Your first name
•    Your job role
•    Your contact information
•    Your telephone
•    Your website URL
•    Your member description
•    Your areas of interest

The web service available for the online registration uses cookies to manage your log-in session, improve your website experience and to generate anonymous, aggregate user statistics. Optionally, it also uses Google Analytics to better understand website usage and traffic. You may opt in to Google Analytics tracking by clicking “Accept all cookies” in the cookie banner that appears when visiting the website. For more information on the use of cookies you can consult our cookie policy at https://www.energypoverty.eu/cookies.

5. How long do we keep your personal data?

The Data Controller only processes and keeps your personal data for the time necessary to fulfil the purpose of providing members-only functionality. Therefore, your personal data will be deleted one year after the platform is closed.

The optional data mentioned above can be deleted at any moment by editing your member profile, as it is not necessary for getting access to the platform itself.

6. 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 on the servers of contractors 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.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).

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.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff and to select staff of the Consortium partners 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.

Your member profile data will be published in the Members Directory section of the portal (https://www.energypoverty.eu/members-directory), which is visible to the general public. 

8. 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 have consented to provide your non-mandatory personal data to DG ENERGY - Unit B3 for the present processing operation. You can withdraw your consent at any time by editing your member profile and deleting or modifying your non-mandatory personal data. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

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.

9. 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,

European Commission - DG ENER  UNIT B3 - E-mail: ENER-B3-DATA-PROTECTION@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 (EDPS)

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.

10. 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: [reference pending].