Privacy notice

ECORYS EUROPE - Privacy statement

PROTECTION OF YOUR PERSONAL DATA

Introduction
Ecorys Europe (Ecorys hereafter) is a private company that provides research, consulting, programme management and communication services to European institutions and agencies. In the context of OPERATION OF THE SECRETARIAT OF THE PLATFORM FOR COAL AND CARBON-INTENSIVE REGIONS IN TRANSITION , Ecorys has been contracted by the European Commission to organize the event PLATFORM FOR COAL REGIONS IN TRANSITION – 5TH WORKING GROUP, to be held in BRUSSELS on 15-16/07/2019 (as well as other upcoming events until 2021 under the same project). As such, Ecorys has received from the European Commission the necessary data and authorisation to proceed with the organisation of the events on their behalf. The following text aims to clarify all questions regarding private data collection, storage, processing and control, in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation).

Category of data collected
In order to organize the above events, Ecorys may require the following information from participants:

  • Title, 
  • Name,
  • Surname,
  • Contact email,
  • Contact phone,
  • Type of organisation,
  • Name of organisation,
  • Position,
  • City of residence,
  • Nationality,
  • ID/passport number,
  • Date of birth,
  • Dietary requirements,
  • Special requirements,
  • Twitter handle,
  • Preference/choice of plenary/breakout session,
  • Image,
  • Pen portrait,
  • Travel details.

Purpose of data collection
Private data collected through the online registration system will be used for:

  • producing identification badges, lists of participants, lists of delegates (including name, surname, organisation, country and contact email), contact databases, and other similar event-related materials;
  • facilitating events logistics (for instance, to ensure wheelchair access to the meeting room(s) or to provide vegetarian catering options throughout the event);
  • exchanges with the European Commission and the Project Team as appropriate for organisational purposes;
  • promoting, organising and following up on the event(s) of the Platform;
  • correspondence with participants, either by phone or email, when necessary; 
  • keeping participants updated and sharing relevant news about the PLATFORM FOR COAL REGIONS IN TRANSITION, and related topics through the newsletter of the project;
  • inviting participants to future event(s) in relation with this topic and under the project;
  • engaging with participants in social media conversations, steering debate and reaching out to a wider public when appropriate.

Period of storage
Ecorys Europe is the data controller responsible for the processing of data. This will be stored for the duration of the project and will be shared solely with the European Commission and Project Team members as appropriate. After the project’s finalisation, foreseen on 31/12/2021, Ecorys will transfer the data back to the European Commission.

Technical and organizational security measures
Ecorys takes reasonable steps to ensure that your personal information is secure, using appropriate technical and organizational measures to protect it from unauthorized or unlawful use, alteration, unauthorized access or disclosure, accidental or unlawful destruction and loss.

Contact information
Registered participants have the right to access, rectify, erase or restrict their private data as well as to withdraw consent at any time throughout the duration of this project. You may address any comments or questions, concerns or complaints regarding the collection and use of your personal data to Ecorys Europe, data controller:

Ecorys Europe 
Rue Belliard 12
1040 Brussels
Belgium
[email protected]
+32 2 743 89 49

If required, the Data Protection Authority in Belgium contact details are:
Data Protection Authority
Rue de la Presse 35, 1000 Brussels
T: +32 (0)2 274 48 00
E: [email protected]