PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data
Processing operation: European Climate Pact activities delivered by the European Commission and appointed contractors and sub-contractors.
Data Controller:
irectorate-General for Climate Action,
Unit A.3
CLIMA-EUROPEAN-CLIMATE-PACT
ec [dot] europa [dot] eu (CLIMA-EUROPEAN-CLIMATE-PACT[at]ec[dot]europa[dot]eu)
The European Commission (hereafter ‘the Commission’) is committed to protecting your personal data and to respecting 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 reasons 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.
This privacy statement concerns the processing of personal data by the Commission when managing its activities related to the launch of European Climate Pact, administered by the Directorate-General for Climate Action, Unit A.3. (CLIMA.A.3) and by the units responsible for dealing with processing activities related to the said initiatives in the competent Commission department or service, in particular in relation to third parties acting as “Ambassadors” for the Pact.
Personal data under this Privacy Statement are only collected and processed for the purposes of the European Climate Pact activities, organised by the Commission and shall not be used for any other purposes.
Specific information on these processing activities can be found in the table in Heading 4.
Certain processing activities, e.g. subscription to newsletters can only be carried out with your explicit consent. These processing activities will be subject to a specific privacy statement or consent form.
The lawfulness of the processing of your personal data can be based on Article 5.1(a) (public interest task) or on Article 5.1(d) (your consent), depending on the European Climate Pact activities you are involved in.
Please find the legal basis that applies for each processing activity listed in the table in Heading 4 below.
The personal data that we collect from you (or which we may have about you due to previous communications and/or other activities under the European Climate Pact) and process for purposes of the European Climate Pact will depend on the activities you are participating in.
When you will be asked for personal data (whether by email, online application form or other), you will be given the option to add your contact details onto the European Climate Pact central mailing list for the purpose of receiving newsletters from the Secretariat and receiving information about relevant events. Specific privacy statements will be made available when your consent is required for additional processing activities. All privacy statements may refer to each other and should be read in conjunction with each other. You can unsubscribe at any stage from the central mailing list by e-mail to contacteuclimatepact [dot] eu (contact[at]euclimatepact[dot]eu).
Depending on the European Climate Pact activities you are involved in, personal data may include:
Purpose of Processing | Categories of Personal Data | Data Subject(s) & | Legal basis |
Ambassador application | First name, last name, e-mail, telephone number, age group, gender, country of origin, region/ city of residency, social media profile links, place of work, information about the ambassador actions. | Ambassador (candidate(s) and confirmed), legal representative, contact person in the organisation, natural person submitting the application, inquiry etc.
Source: Data subjects | Consent |
Publication of Ambassador detail on the Climate Pact website | First name, last name, e-mail, gender, country of origin, region, city of residency, social media profile links, place of work | Consent
| |
Communications with the Pact Secretariat | First name, last name, e-mail, telephone number, age group, gender, country of origin, region, city of residency, social media profile links, place of work | Consent | |
Placing an event on the Climate Pact website through Pact Secretariat | First name, last name, e-mail, contact telephone number, , country , region, city of residency, social media profile links, place of work, information about the event for which an application is submitted |
Source: Data subjects | Consent |
Outreach and engagement activities (e.g., invitation to participate in events, surveys and other associated activities) | First name, last name, e-mail, contact telephone number, country , region, city of residency, place of work, sector | Stakeholders who agree to take part in Climate Pact activities (through country engagement and Ambassadors)
Source: Data subjects | Consent |
Collecting information relating to a pledge / pledger for the purpose of monitoring, verifying and reporting on the pledge/steps taken and progress. | First name, last name, e-mail, contact telephone number, age group, gender, country of origin, region, city of residency, social media profile links, place of work, address, information about the pledge |
Source: Data subjects | DG CLIMA’s public mission |
Collecting information relating to a pledge / pledging organisation (through an individual person) for the purpose of monitoring, verifying and reporting on the pledge/steps taken and progress. | First name, last name, e-mail, contact telephone number, age group, gender, country of origin, region, city of residency, social media profile links, place of work, address, information about the organisation, information about the organisational pledge |
Source: Data subjects | DG CLIMA’s public mission |
Collecting information about users on the website. A dedicated cookies policy is available here and contain all relevant information related to cookies. | Cookie | All website’s users
| Consent for non-functional cookies. |
Access to the Open Social platform | First name, last name, e-mail, contact telephone number, age group, gender, country of origin, region, city of residency, social media profile links (voluntary: place of work /study) | Climate Pact Ambassadors and young people signing up through the Youth Workshop and granted access
Source: Data subjects | Consent
N.B. Your personal data in Open Social - including your messages - will remain private and will not be accessible to nor shared with other parties than those you share them with. |
The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing as described above.
5.1 Personal data derived from the ambassador application form
After initially being processed by the Data Controller or its processors, personal data may be stored for a maximum period of 5 (five) years or until a data subject ceases to be a Climate Pact Ambassador.
Please be advised that the retention period is only an estimate and, it may vary depending on the nature of the data, why it is collected and processed, and relevant retention requirements prescribed by law.
5.2 Personal data derived from stakeholder outreach, pledges and online contact forms on the Climate Pact online webpages (and associated partner websites).
After initially being processed by the Data Controller or its processors, personal data may be stored for a maximum period of 5 (five) years.
Please be advised that the retention period is only an estimate and, it may vary depending on the nature of the data, why it is collected and processed, and relevant retention requirements prescribed by law.
5.3 Personal data available via audio-visual content
Selected audiovisual content may be archived for permanent preservation, in line with the provisions of the Common Commission Level Retention List (SEC(2019)900/2), for historical purposes to document, preserve and make available the history and audio-visual heritage of the Commission and the European Union.
5.4 Reports, paper and electronic records, including ARES records kept by DG CLIMA
All paper and electronic records concerning the day-to-day correspondence, calls for proposals and/or interest together with the resulting contractual/financial files as well as reports containing aggregated data will be archived according to the Common Commission Level Retention List (SEC(2019)900/2) and stored in ARES (Advanced Records System) under the responsibility of Secretariat-General (see Notification DPO-1530.4) for a period of 10 (ten) years with the application of sampling and selection techniques.
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are either on the servers of the European Commission (located on the premises of the Directorate-General in Brussels and in the DG DIGIT datacentre in Luxembourg), or of its contractors, all inside the EU. Where necessary, personal data are also held by external service providers for the purpose of providing and supporting the services mentioned in this privacy statement (e.g., registration, streaming purposes). These service providers may be located outside of the EU (for example Cvent, Aventri, Webex, Zoom). However please be assured that 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 Commission.
The Commission’s contractors are bound by specific contractual clauses for processing operations of personal data on behalf of the Commission and by the confidentiality obligations deriving from the Regulation (EU) 2018/1725 .
In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. 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 personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
Access to your personal data is provided to authorised personnel of the EU institutions and to approved contractors and partners linked to the European Climate Pact. These parties are responsible for carrying out processing operation based on a “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
The contractors for this processing are:
- ICF, Belgium
- Open Social, Netherlands
As stated under Heading 6, your information may be shared with certain external service providers for the purposes mentioned in this privacy statement some of which may process data outside of the EU.
We use social media (Twitter, Facebook, Instagram,LinkedIn) to inform about and promote the network. 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 these third-party cookies. Therefore, we recommend you read these social media privacy policies before clicking on these social media links.
The controller may transfer your personal data to recipients in a third country or to an international organisation in accordance with Regulation (EU) 2018/1725.
The controller will transfer your personal data based on:
- an adequacy decision of the Commission for a specific country / commercial sector (Article 47 of Regulation (EU) 2018/1725), and
- in the absence of an adequacy decision appropriate safeguards (Article 48 of Regulation (EU) 2018/1725), such as standard contractual clauses that can obtained by sending an email to the controller.
Please note that pursuant to Article 3(13) 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 further 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 other third party, except to the extent and for the purpose we may be required to do so by law, including the possible transmission of personal data to EU bodies or institutions in charge of audit or inspection in accordance with the EU Treaties.
You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725. As regards this processing operation, you can exercise the following rights:
- the right to access your personal data (Article 17 of Regulation (EU) 2018/1725);
- the right to rectification in the case that your personal data is inaccurate or incomplete (Article 18 of Regulation (EU) 2018/1725);
- the right to erasure of your personal data (Article 19 of Regulation (EU) 2018/1725) where their processing is based on your consent or if your objection to their processing was successful;
- where applicable, the right to restrict the processing of your personal data (Article 20 of Regulation (EU) 2018/1725);
- the right to data portability (Article 22 of Regulation (EU) 2018/1725);
- and the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a).
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. The contact information can be found under Section 7.
Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description, i.e. Record reference in your request.
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 Climate Action, Unit A.3, at CLIMA-EUROPEAN-CLIMATE-PACTec [dot] europa [dot] eu (CLIMA-EUROPEAN-CLIMATE-PACT[at]ec[dot]europa[dot]eu).
The Data Protection Officer (DPO) of the Commission
You may contact the Data Protection Officer (DATA-PROTECTION-OFFICERec [dot] europa [dot] eu (DATA-PROTECTION-OFFICER[at]ec[dot]europa[dot]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 (edpsedps [dot] europa [dot] eu (edps[at]edps[dot]europa[dot]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. (edpsedps [dot] europa [dot] eu (edps[at]edps[dot]europa[dot]eu))
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: https://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-09866.