Data Protection Notice for the Central Portal of the European Marine Observation and Data Network (EMODnet)
Your personal data is processed in accordance with Regulation (EU) No 2018/1725 on the protection of individuals with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.
The data controller of the processing operation is Unit A.3 - EMFF of the Executive Agency for Small and Medium-sized Enterprises (EASME). The following entity/ies process your personal data on our behalf: EMODnet Secretariat administered by Seascape Belgium which is responsible for the content management of the EMODnet Central Portal website, and Flanders Marine Institute (VLIZ) which is responsible for developing and hosting the website and Central Portal data services. As host and developer of the Central Portal, VLIZ is therefore primarily responsible for data collection and ensuring data protection while the EMODnet Secretariat main role is to assists with the management of the data. Both organisations can be reached at the following address: Wandelaarkaai 7, 8400 Oostende, Belgium, via the phone: +32-(0)59-34 21 30 or by sending an email to firstname.lastname@example.org or email@example.com.
The legal basis for the processing activities are Article 5(1)(a) of Regulation EU 2018/1725 because processing is necessary 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)(d) of Regulation EU 2018/1725 based on your explicit consent for your non-mandatory personal data indicated below.
The purposes of this processing are:
- Personalisation of access to the system and provision of information
To access the full functionality of the EMODnet Central Portal Query Tool users are required to register. Personal mandatory data collected includes: name, e-mail address, password, chosen fields of interest and purpose for using the tool. No non-mandatory data are collected.
- The Contact Us Form
Use of the contact us form allows visitors to provide comments, ask questions and/or provide feedback. The feedback is stored in the functional mailboxes where the questions or feedback are sent. The following personal data are collected: (full) name, e-mail address, and type of organisation as well as the name of the organisation or institution to which the requester belongs are mandatory for the purpose(s) outline above. No non-mandatory data are collected. This feedback will be securely maintained in a feedback register for statistical purposes.
- Participation in (on-line) surveys
At certain times, information may be collected using on-line user surveys on a voluntary basis to evaluate the user experience, quality of the provided content and services, as well as the identification of areas for improvement. The personal data collected depends on the type of survey and includes as a minimum following mandatory personal data: country and organisation type. For some surveys, additional non-mandatory information may be collected: full name, e-mail address, telephone number and/or Skype name.
- Conference and other event participation
In order to participate in events organised by the EMODnet Secretariat in collaboration with its partners, registration is required for organisational purposes (venue size, catering services, inform participants on programme updates, etc.). Registration involves collecting following mandatory data: name, email, affiliation. Registration forms will contain a section to allow participants to subscribe to further communications by EMODnet Secretariat, or to remove their data once the event has taken place (this is the default option). For each event, several e-mails may be sent as part of the communication agreement: save-the-date, posting of the tentative programme, abstract submission calls, closing of the early bird or final programme, and the closing e-mail with links to pictures taken and download links for presentations.
During our events, pictures/films can be taken which can be communicated to the participant, used in the EMODnet reports and other EMODnet publications, or posted on our website. If you do not want your pictures to be published, you can send a request for the removal of photographs or films to the e-mail address used for event administration or to firstname.lastname@example.org. Photos in which the requester are shown will be removed from our web sites and servers; for films, the film segment will be cut out or the film deleted out if the requester is clearly visible.
- Visitor tracking on website and cookies
- Subscription to the EMODnet Newsletter mailing list
The EMODnet Secretariat manages a mailinglist to circulate the EMODnet News Digest (Newsletter and newsflashes). Each e-mail sent to these mailing lists contains an unsubscribe link and a contact address. The only personal data collected for this purpose is a functional e-mail address (mandatory). The EMODnet Secretariat makes use of the services of mailchimp for this purpose. This means that in case you subscribe to our News Digest on the EMODnet Central Portal, your email-address will be transferred to mailchimp which functions in this instance as the data processor. The following safeguards are in place for this transfer:
- Double opt-in: Before your email is transferred to mailchimp, you will need to (i) thick a box to accept and acknowledge that your information will be transferred to mailchimp for processing and (ii) confirm your email address by clicking the link in an email that will be send to you after the first step;
- You can update your preferences and unsubscribe at any time by clicking the link in the footer of our News Digest emails;
The mandatory data collected (e.g. name and email) are used for the purposes outlined above and the non-mandatory data (e.g. institute) can only be processed based on your explicit prior consent.
The recipients of your personal data will be the contractors and/or operators in charge of the EMODnet Central Portal (Seascape Belgium administering the EMODnet Secretariat and Flanders Marine Institute hosting the Central Portal) and could also be made accessible to EASME and Commission staff in charge of EMODnet, staff of EASME or Commission bodies charged with monitoring or inspection tasks in application of EU law (e.g. internal audits, Court of Auditors, European Anti-fraud Office (OLAF).
Your personal data will not be transferred to third countries or international organisations, accept for email addresses provided when subscribing to the EMODnet News Digest which are transferred to mailchimp following the procedures and safety measure indicated above (see purpose 6 - Subscription to the EMODnet Newsletter mailing list.
The processing of your data will not include automated decision-making (such as profiling).
You have the right to access your personal data and to request your personal data to be rectified, if the data are inaccurate or incomplete; where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. If processing is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal. If such actions are required, please email us at email@example.com and/or firstname.lastname@example.org. Your request to exercise one of the above rights will be dealt with without undue delay and within one month.
If you have any queries concerning the processing of your personal data, you may address them to Head of Unit A.3 - EMFF of the EASME (entity acting as data controller) via: EASME-EMFF-CONTRACTS@ec.europa.eu.
Please note that some services provided by EMODnet partners may contain links to other third-party tools or websites whose privacy practices may be different from this site. Neither EMODnet, EASME, the European Commission or the European Union can be held responsible for the privacy practices or policies within any of these other third-party tools or websites. You should be aware of this when you leave the current website and we encourage you to read carefully the privacy statements of other web sites you visit, as we have no control over information that is submitted to or collected by such third parties.
We will update our Privacy Statement and Data Protection Notice whenever necessary. Unless, and until, you object in writing by contacting us at email@example.com and/or firstname.lastname@example.org, all changes will apply to the existing information about you that EMODnet already holds, and the personal information collected from the effective date of the revised Privacy Statement. Your use of our Site following the effective date of any revision will constitute your acceptance of the terms of the updated Privacy Statement.
Version December 2019