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Protection of your personal data for the Horizon Magazine

Processing operation

  • RTD sharing of information either through the web services made available over the Europa Internet or sending by automatic means (e.g. Subscriptions to Newsletters, flash news, e-mail)  
  • Management of mailing lists

Data Controller: DG Research and Innovation (DG RTD)

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. Who has access to your personal data and to whom is it disclosed?
  5. Which data do we collect and further process?
  6. Social media
  7. How long do we keep your personal data?
  8. How do we protect and safeguard your personal data?
  9. What are your rights and how can you exercise them?
  10. Contact information
  11. 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).

The information in relation to processing operation “RTD sharing of information either through the web services made available over the Europa Internet or sending by automatic means – Management of mailing lists“ undertaken by DG RTD is presented below.

2. Why and how do we process your personal data?

DG RTD (referred to hereafter as Data Controller) collects and uses your personal information so that you can receive information on important developments, activities, events, initiatives or thematic issues in the area of the operating DG through articles, reports, interviews, newsletters as well as visual content.

Most of the processing operations are necessary for the performance of our tasks in the public interest (Article 5.1 (a) of the Regulation, e.g. for massmailing to scientific journalists), while for others (e.g. for the subscription to the "news of the day" newsletter, and uploading of the "Events calendar’’) we reply on your explicit consent (Article 5.1 (d)).  

Your personal 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:

You have given your consent to the processing of your personal data for one or more specific purposes (article 5.1 (d) of the Regulation). Subscribers provide their email addresses when signing up online to receive the information there by giving their consent;

We inform you about activities of the Controller that relate to your professional field of expertise (e.g. for scientific journalists) and in the public interest (article 5.1 (a)). You can unsubscribe at any time by just opting out, i.e. clicking on the corresponding button in the emails you get from the Controller.

The basis for the processing referred to hereof has been laid down in the following Union law relating to the EU Research policy making, ensuring dissemination or exploitation of research project results and the transparency obligation of the EU institutions towards European citizens:

  • Regulation (EU) No 1290/2013 of the European Parliament and of the Council of 11 December 2013 laying down the rules for participation and dissemination in "Horizon 2020 - the Framework Programme for Research and Innovation (2014-2020)" and repealing Regulation (EC) No 1906/2006 (OJ L 347, 20.12.2013, p. 81–103);
  • Regulation (EU) No 1291/2013 of the European Parliament and of the Council of 11 December 2013 establishing Horizon 2020 - the Framework Programme for Research and Innovation (2014-2020) and repealing Decision No 1982/2006/EC (OJ L 347, 20.12.2013, p. 104–173);
  • Council Decision No 2013/743/EU of 3 December 2013 establishing the specific programme implementing Horizon 2020 - the Framework Programme for Research and Innovation (2014-2020) and repealing Decisions 2006/971/EC, 2006/972/EC, 2006/973/EC, 2006/974/EC and 2006/975/EC (OJ L 347, 20.12.2013, p. 965–1041).

4. 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. Your personal data also is accessible to Commission’s contractor ICF Next and to ICF Next’s Authorised Sub-processor(s), GetResponse and Prezly. More information regarding sub-processors and cookies are provided above in below section 5.

Upon giving their consent, personal data of speakers, scientists and researchers featured in articles (e.g.  their name, photos) may be published on the website, social media, Twitter, etc.

No personal data is transmitted to parties which are outside the recipients and the legal framework mentioned, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Community legislation e.g. OLAF, or an investigating magistrate.

The operating DG will not share personal data with third parties for direct marketing.

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.

5. Which data do we collect and further process?

In order to carry out these processing operations, the Controller collects the following categories of personal data:

5.1    To deliver Editor’s picks newsletters (news alerts) and policy news alerts

We collect and further process your personal information, only if you subscribe to the news alerts and consent to this Data Protection Notice.

When you sign-up for news alerts or policy news alerts by subscribing to “Receive our Editor’s picks", we collect and further processes:

  • your email address.
  • The system used to deliver the news alerts (GetResponse) also collects IP address, subscription preferences, website data, geolocation, and browser-generated information, cookies or other technologies used to track your activity. These elements are necessary to deliver the news alerts.   

GetResponse, the third-party tool used to deliver the news alerts, hosts the collected personal data within servers located in the European Economic Area.1

For more information on how GetResponse uses cookies, please see GetResponse Cookie Policy available at https://www.getresponse.com/legal/cookie-policy.html. Please also see GetResponse privacy policy at: https://www.getresponse.com/legal/privacy.html.

You can always unsubscribe by using the unsubscribe option in the news alerts.

5.2   To deliver News wires to journalists, stakeholders, and members of the press 

We collect and further process your personal information, only if you subscribe to the news wires and consent to this Data Protection Notice.

When you sign-up for news wires, we:

  • collect your e-mail address via a third-party system, Prezly. Prezly collects your personal data directly or indirectly (IP addresses and website data are collected automatically while Prezly is being used).

Prezly may transfer personal data outside of the EEA to Third Countries that offer an appropriate level of data protection. For more information on Prezly's privacy policy and how Prezly uses cookies, please see Prezly's privacy policy at: https://www.prezly.com/privacy-policy. By giving your consent to receive news wires, you acknowledge and consent that such transfers to Third Countries occur.

  • further process your e-mail address via a third- party system, GetResponse. We use GetResponse to deliver the news wires to your e-mail address. GetResponse automatically also collects IP address, subscription preferences, website data, geolocation, and browser-generated information, cookies or other technologies used to track your activity.

GetResponse, the third-party tool used to deliver the news alerts, hosts the collected personal data within servers located in the European Economic Area1.

For more information on how GetResponse uses cookies, please see GetResponse Cookie Policy available at https://www.getresponse.com/legal/cookie-policy.html.

Please also see GetResponse privacy policy at: https://www.getresponse.com/legal/privacy.html.

You can always unsubscribe by using the unsubscribe option in the news wires.

5.3   Partnership (agreement to republish content)

By giving your consent to become partner we will collect your name, organisation and e-mail addresses which will be processed in accordance with this Privacy Notice for the purpose of sending you articles.  

You can always withdraw consent to be contacted for this purpose.

5.4   Interviews

Upon your agreement to feature in an interview by the Horizon Magazine team, your name, email address, phone number, title and picture are collected in accordance to this data protection notice. In addition, and upon your consent, your name, title and picture might be published on the website, social media, twitter, etc. by the Data Controller. 

5.5 Horizon Magazine website  

DG RTD has built the Horizon magazine website, targeting the general public. This website aims at communicating the latest news and features about science and innovative research projects funded by the EU. The website is managed by ICF Next, which may collect different types of cookies.

5.5.1. 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 or for gathering statistics.

Cookies also are typically used to provide a more personalised experience for a user, for example, when an online service remembers your user profile without you having to login.

When you visit this website, we may collect some data on your browser experience such as your IP address (anonymized), website data, geolocalisation, browser-generated information (including the page you visited, when you visited and the website page you were redirected from) through Google Analytics. This information is used to gather aggregated, anonymous statistics with a view to improving our services and enhancing your user experience.

When you visit this website, we will keep the browser history of your visit for a maximum of 24 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 (including processors and sub-processors).

Information on what cookies we use and how to control cookies can be found in the Cookie Policy here: https://horizon-magazine.eu/content/cookie-policy.html.

6. Social media

We use social media to inform you about and promote the articles and news published on Horizon Magazine through widely used and contemporary channels.

For instance, you can watch videos, which we upload to the Data Controller YouTube page and follow links from our website to Facebook and Twitter.

You can watch videos related to Horizon Magazine on our website. These will be played using YouTube player.

All our YouTube videos are embedded enabling the privacy-enhanced mode. The use of social media does not in any way imply our endorsement of them or their privacy policies. In the event that one or more social media are occasionally unavailable we accept no responsibility for lack of service due to their downtime.

We recommend that users read the Facebook and Twitter and YouTube privacy policies. These explain each company’s policy of data collection and processing, their use of data, users' rights and the ways in which users can protect their privacy when using these services.

7. How long do we keep your personal data?

The Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for 2 years after the last interaction of the subject with the Commission Services.

Subscribers’/recipients' email addresses are stored until a subscriber/recipient asks to be removed from the list.

Subscribers can write to the functional mailbox specified under point 10 to ask to be unsubscribed from the mailing list (or by following the unsubscribe link or instructions provided in any email or by requesting it in a separate mail to the indicated e-mail addresses). Appropriate action is taken within a week of receiving the request.

Some identification data (title, country of residence and sector of activity) will be kept and strictly used for anonymous, aggregate statistics under specific assumptions and safeguards and used for better targeting the content of the Newsletters.

Every 2 years, an email is sent to data subjects, reminding them of their right to unsubscribe from the corresponding communication at any time, and that the processing at stake will be renewed for additional 2 years if they do not unsubscribe.

8. 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 either 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 in place. 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.

9. 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 consented to provide your personal data to DG RTD for the present processing operations or been contacted by DG RTD or by ICF Next and its Authorized Sub processors (via phone or email).

You can withdraw your consent/opt out the processing at any time by notifying the Data Controller.

The withdrawal/opting-out will not affect the lawfulness of the processing carried out before you have withdrawn the consent and opted-out the processing.

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 10 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.

10. Contact information

a) 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:

b) The Data Protection Officer (DPO) of the Commission

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.

c) 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) 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.

11. Where to find more detailed information?

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: http://ec.europa.eu/dpo-register.

1 European Economic Area countries include Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and the United Kingdom.