PROTECTION OF YOUR PERSONAL DATA

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

Processing operation: European Road Safety Charter

Data Controller: European Commission, Directorate-General for Mobility and Transport

Record reference:  DPR-EC-01845.1

Table of Contents

1. Introduction
2. Why and how do we process your personal data?
3.  On what legal ground(s) do we process your personal data?
4. Which personal data do we collect and further process?
5. How long do we keep your personal data?
6. How do we protect and safeguard your personal data?
7. Who has access to your personal data and to whom is it disclosed?
8. What are your rights and how can you exercise them?
9. Contact information
10. Where to find more detailed information?

 

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 ‘European Road Safety Charter’ (hereafter ‘the Charter’) undertaken by the Commission, Directorate-General for Mobility and Transport is presented below.

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

Purpose of the processing operation: The Commission collects and uses your personal information within the Charter.

More specifically, data is collected for the following:

• Provide users access to a personal account on the Charter website.
• Sharing relevant road safety information with users in the form of quarterly newsletters and member communications.
• Allow users to share road safety content on the Charter website.
• Allow stakeholders and users to register to attend the Charter Awards ceremonies and other Charter organised events.

Your personal 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 process your personal data, because:

(d) the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

The Union law which is the basis for the processing based on Articles 5(1)(a) and (b) of Regulation (EU) 2018/1725 is the Treaty of the European Union, and more specifically its Articles 1 and 11, Article 298 of the Treaty on the Functioning of the European Union, read in conjunction with Recital 22 of Regulation (EU) 2018/1725), as well as the Protocol 2 on the application of the principles of subsidiarity and proportionality.

We process special categories of personal data indicated in Section 4, because:

Article 10(2) of Regulation (EU) 2018/1725:

(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union law provides that the prohibition referred to in paragraph 1 may not be lifted by the data subject.

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

In order to carry out this processing operation the Data Controller, collects the following categories of personal data:

 

For user registration

• name
• organisation name
• organisation type
• aspects of road safety your organisation is involved in
• country of residence
• e-mail address

 

For attendance at events

• name
• organisation name
• organisation type
• aspects of road safety your organisation is involved in
• country of residence
• e-mail address
• special access requirements
• special dietary requirements

 

The provision of personal data is not mandatory, but we need them in order to grant register users rights to upload content to the Charter website and so we can facilitate events and provide you with an acceptable service. When we collect any information about dietary or access requirements, we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data.

 

5. How long do we keep your personal data?

The Commission only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for the lifetime of your membership with the Charter. Where you no longer wish to be a member of the Charter, you can request that your membership is terminated and all personal data removed from the Charter website. For events your data will be stored for one year after the event took place.  

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 either on the servers of the European Commission or of its contractors, which includes Ricardo, Vias Institute and the Charter National Relays in each Member State.  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 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.

Certain personal data may be made public on the Charter website and a delegate list handed out at events, namely:

• Name
• Organisation name

Country of residence

The controller will transfer your personal data based on:

 

• adequacy decision of the Commission for a specific country / commercial sector (Article 47 of Regulation (EU) 2018/1725)

Please note that pursuant to Article 3(1) of Regulation (EU) 2018/1725 public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

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.

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 personal data to the Commission for the present processing operation. You can withdraw your consent at any time by notifying the Commission. 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, Directorate-General for Mobility and Transport at MOVE-DATA-PROTECTION-COORDINATOR@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: DPR-EC-01845.1