EMODnet Biology Privacy Policy

 

Data Protection Notice for European Marine Observation and Data Network (EMODnet) Biology

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 the Head of Unit of Unit D.3 “Sustainable Blue Economy” of the European Climate, Infrastructure and Environment Executive Agency (CINEA), CINEA-EMFAF-CALLS@ec.europa.eu and the data processor is EMODnet Biology, located at the Flanders Marine Institute (VLIZ), and can be contacted on the following address: Wandelaarkaai 7 pakhuis 48, 8400 Oostende, Belgium, via the phone: +32-(0)59-34 21 30 or email at .

The legal bases 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 following is a list of the EMODnet Biology activities and systems which make use of personal data.

1. Personalisation of access to the system and provision of information
   Personal data collected includes: e-mail address, password, chosen fields of interest.
2. The Contact Us form
   The feedback is stored in the functional mailboxes where the questions or feedback are sent, and contains the (full) name, e-mail address, and type of organisation. Other, non-requested/voluntary information can contain: office address, phone, fax, organisation or institution to which the requester belongs. This feedback will be securely maintained in a feedback register for statistical purposes.
3. Participation in (on-line) surveys
   The personal data collected depends on the type of survey, and can contain: full name, e-mail address, country, organisation name and type, telephone number and/or Skype name. Otherwise, only country and organisation type will be collected
4. Conference and other event participation
   In order to participate in events organised by EMODnet Biology, registration is required for organisational purposes (venue size, catering services, inform participants on programme updates, etc.). 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 bio@emodnet.eu. 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.
5. Visitor tracking on website and cookies
   The EMODnet Biology Portal makes use of the IT support and system of the Flanders Marine Institute (VLIZ). VLIZ keeps logs of website visits – which contain: an IP address, time information, and the url visited - for bug tracking and to monitor for malicious visits. Along with the web-server logging, an anonymous visitor-tracking system is in place, to track which pages on the websites hosted by VLIZ are accessed. We also use cookies to enhance the surfing experience (e.g. so visitors only have to log in or choose the language setting once). It is indicated on each by VLIZ supported website that cookies are used and you can find a link to the VLIZ privacy policy. For more detailed information on the cookies used on the portal, please read the EMODnet Biology cookies notice.

 

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 CINEA and the Commission staff in charge of EMODnet, staff of CINEA contractors in charge of EMODnet Biology, and 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 is only disclosed to recipients on a need to know basis. Your personal data will not be transferred to third countries or international organisations. The processing of your data will not include automated decision-making (such as profiling). Your personal data will be kept during the project's duration and will be deleted after the end of the EMODnet Biology initiative.

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 bio@emodnet.eu. 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 the Head of Unit D.3 - CINEA (entity acting as data controller) via: CINEA-EMFAF-CALLS@ec.europa.eu. You shall have right of recourse at any time to the CINEA Data Protection Officer at CINEA-DPO@ec.europa.eu and to the European Data Protection Supervisor at https://edps.europa.eu

In case of audits or proceedings, etc., personal data may be provided to CINEA's Internal Controller, DPO, Legal Sector, etc. In addition, data may be disclosed to public authorities in accordance with Union and Member State law, such as for instance the European Court of Justice or a national judge as well as the lawyers and the agents of the parties in case of a legal procedure, the European Anti-Fraud Office (OLAF), the Internal Audit Service of the Commission, the Court of Auditors, the European Ombudsman, the European Data protection Supervisor and the European Public Prosecutor's Office.

However, in line with Article 25 of the Regulation, the data controller may restrict the rights of the data subjects based on the Decision of the Steering Committee (2020) 26 of 14/10/20 (OJEU L 45 on 9.2.2021, p. 80), in case where such restriction constitutes a measure necessary to safeguard the protection of the data subjects or the rights and freedoms of other data subjects, etc.

The legal basis of the processing are:

• Council Regulation 58/2003 of 19 December 2002 laying down the Statute for executive agencies to be entrusted with certain tasks in the management of EU programmes;
• Commission Implementing Decision (EU) 2021/173 of 12 February 2021 establishing the European Climate, Infrastructure and Environment Executive Agency, ./… and repealing Implementing Decisions 2013/801/EU…;
• Commission Decision C(2021)947 of 12 February 2021, delegating powers to the European Climate, Infrastructure and Environment Executive Agency;
• Regulation (EU) No 508/2014 of the European Parliament and of the Council of 15 May 2014 on the European Maritime and Fisheries Fund and repealing Council Regulations (EC) No 2328/2003,  (EC) No 861/2006, (EC) No 1198/2006 and (EC) No 791/2007 and Regulation (EU) No 1255/2011 of the European Parliament and of the Council (OJ L 149/1 of 20.5.2014) (EMFF programme).

 

Please note that some services provided by EMODnet may contain links to other third-party tools or websites whose privacy practices may be different from this site. Neither EMODnet, CINEA, 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 these third parties.

We will update our Privacy Statement whenever necessary. Unless, and until, you object in writing by contacting us at bio@emodnet.eu, all changes will apply to the existing information about you that EMODnet Biology 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.

Relevant documents such as data protection notices are being reviewed & updated in light of the current transfer from EASME to CINEA Executive Agency. Thus, after 1 April 2021 any reference to EASME shall be read as CINEA during the transition period.

Version: May 2021