Data Protection Notice

Date: 23 November 2021

PROTECTION OF YOUR PERSONAL DATA

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

Processing operation: European Network of Defence-related Regions website
Data Controller: European Commission, Directorate-General for Defence Industry and Space Unit A.2 – European Defence Fund – Implementation (1) Programming and SME support (hereinafter “DG DEFIS Unit A.2” or the “Data Controller”)
Record reference: DPR-EC-09846

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 Network of Defence-related Regions website” 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 register relevant regional organisations, clusters or similar entities that express a wish to join the European Network of Defence-related Regions (ENDR), to collect information on dual use and defence-related strategies, developments and relevant events, in order to provide the interested public with relevant information.
The website also serves as an access point to the ENDR where regional organisations and other interested third parties can find information (info-sheets) on registered organisations. Via the home page of the site, registered users can also access the restricted part of the ENDR site with access is limited to organisations that joined the ENDR.
The publicly accessible part of the site may contain personal information in the form of contact details and photos of events based on consent. The processing of personal data related to events, and related publication activities, is covered by the following separate privacy statement: https://www.endr.eu/data-protection-notice.
The website may collect personal data via cookies (https://www.endr.eu/data-protection-notice) based on consent.
The restricted part of the site (or Intranet) offers the possibility for registered organisations to provide information which, after approval by the data controller, may be uploaded on the publicly visible part of the website. 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 process your personal data, because processing is necessary (a) for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body (Article 5(1)(a) of Regulation (EU) 2018/1725), and (d) because you have given consent to the processing of your personal data for necessary for the registration of your organisation (thus allowing your organisation access to the restricted area and allowing the publication of a profile of your organisation on the site). Your consent for registration of your organisation can be withdrawn at any time by writing to DEFIS-ENDR@ec.europa.eu.

 

4. Which personal data do we collect and further process?
In order to carry out this processing operation, the Data Controller processes the following categories of personal data:

  • Mandatory data to register to ENDR and get access to restricted area and receive news alerts:
    • Name and surname
    • professional email address
    • phone number
    • Anonymised IP address
    • website data
    • geolocation (approximate)
    • browser-generated information
    • cookies
    • other technologies used to track users’ activity.

These elements are necessary for the verification of your data, the establishment of an account and for delivering the services requested.

  • Mandatory data to allow feedback on questions asked through ‘Contact ENDR’:
    • Name and surname
    • professional email address
    • the log of the message
  • Data to compile and analyse web statistics with the aim of understanding and optimising the website.

We have obtained your personal data directly from you.

 

5. How long do we keep your personal data?
The Data Controller only keeps your personal data for the time necessary to fulfil the abovementioned purposes. For each of the categories of personal data that is processed, please find below the retention details:

  • Data used to register to ENDR and get access to restricted area will be kept in the IT system for the duration of your participation in the group.
  • Data used to allow feedback on questions asked through Contact will be kept for 5 years and can be deleted at any moment upon your request.
  • Data used to compile and analyse web statistics with the aim of understanding and optimising the website are kept for a period of 12 months.
  • In case the ENDR website activities are permanently discontinued, all data will be pseudonymised and kept for a maximum of 5 years.

 

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 the European Commission or of its contractors. 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. 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 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.
Recipients are also the contractors which are responsible for maintaining and managing the ENDR website.
Please note that photos of events may be published on the website. In addition, your personal data will be published on the restricted part of the ENDR website to enable other members of the network to contact you. Access to this site is limited to members of the ENDR group and observers based in EU Member States.


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 (functional cookies) or for gathering statistics (analytical cookies).
When you visit the website www.endr.eu, we will keep the browser history of your visit for a maximum of 12 months. This information will then be deleted. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures.
Cookies are stored on Amazon Web Services server in Paris, France.
Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the website may not work as intended.
The cookie-related information is not used to identify data subjects personally and the pattern data is fully under the Commission’s control. These cookies are not used for any purpose other than those described here.
Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish. Learn more about how we managed cookies here: https://www.endr.eu/cookies.
For the purpose of web traffic anaytics, we use Matomo, third party tool under The Walking Nerds (contractor) responsibility, hosts the collected personal data within European Economic Area servers.
Matomo is an open source web analytics platform. A web analytics platform is used by a website owner in order to measure, collect, analyse and report visitors data for purposes of understanding and optimizing their website. If you would like to see what Matomo looks like, you can access a demo version at: https://demo.matomo.org.
Matomo is used to analyse the behaviour of the website visitors to identify potential pitfalls; not found pages, search engine indexing issues, which contents are the most appreciated… Once the data is processed (number of visitors reaching a not found pages, viewing only one page…), Matomo is generating reports for website owners to take action, for example changing the layout of the pages, publishing some fresh content, etc.
Matomo is processing the following personal data: User ID ; and also: Date and time , Title of the page being viewed, URL of the page being viewed, URL of the page that was viewed prior to the current page, Screen resolution, Time in local timezone, Files that were clicked and downloaded, Link clicks to an outside domain, Pages generation time ,Country, region, city, Main Language of the browser, User Agent of the browser.
The personal data received through Matomo are sent to our web hosting provider: Amazon Web Service, in Paris Zone, France.

A number of our pages use cookies to remember:

  • your display preferences, such as contrast colour settings or font size
  • if you have already replied to a survey pop-up that asks you if the content was helpful or not (so you won't be asked again)
  • if you have agreed (or not) to our use of cookies on this site

The following first-party cookies are used on our pages:

  • MATOMO: MATOMO_SESSID, piwik_ignore, _pk_ses, _pk_id
  • cookie-agreed-version, cookie-agreed-categories, cookie-agreed

We don’t use 3rd-party cookies.


Third party IT tools, including Social Media

We use third party IT tools to inform about and promote the European Network of Defence-related Regions website through widely used communication channels, including the social media. For detailed information about the use of social media by the European Commission, see the Record of Processing DPR-EC-00073 (Social Media Use by the European Commission).
You can watch our videos, which we also upload to our Twitter account: https://twitter.com/defis_eu and follow links from our website to our Twitter account as well.
In order to protect your privacy, our use of third party IT tools to connect to those services does not set cookies when our website pages are loaded on your computer (or other devices), nor are you immediately redirected to those social media or other websites. Only in the event that you click on a button or “play” on a video to watch it, a cookie of the social media company concerned will be installed on your device. If you do not click on any social media buttons or videos, no cookies will be installed on your device by third parties.
In order to view such third-party content on our websites, a message will alert you that you need to accept those third parties’ specific Terms and Conditions, including their cookie policies, over which the Commission has no control.
For the purpose of sending newsletters, Sendinblue, third party tool under The Walking Nerds (contractor) responsibility, hosts the collected personal data within European Economic Area servers. For information on how Sendinblue uses cookies, please see below.
We also use Google Maps and Google Recaptcha on the website. Though these services does not use any cookies on the website, we connect to them to use them (Downloading map tiles from Google Maps servers, for instance).
We recommend that users read carefully the relevant privacy policies of the following third-party tools before using them:

These explain each company’s policy of personal data collection and further processing, their use of data, users' rights and the ways in which users can protect their privacy when using those services.
The use of a third-party IT tool does not in any way imply that the European Commission endorses them or their privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.


Transfers

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 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 the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a), on grounds relating to your particular situation.
You have consented to provide your personal data to the data controller for the present processing operation. You can withdraw your consent at any time by notifying the data controller by writing to DEFIS-A2@ec.europa.eu. The withdrawal of your consent 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.
Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days.

 

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 Defence Industry and Space - Unit A.2 – European Defence Fund – Implementation, Programming and SME support: DEFIS-A2@ec.europa.eu.

  • The Data Protection Officer (DPO) of the Commission

In case of disagreement with the Data Controller, 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 or https://edps.europa.eu/data-protection/our-role-supervisor/complaints_en) 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 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-09846.