Semi-open call for session proposals for the event “EIGE’s Gender Equality Forum 2024”, hereinafter ‘the Event’ or ‘the Forum’; taking place on 10 – 11 December 2024 in Brussels in a hybrid setting.

The European Institute for Gender Equality (EIGE or ‘the Agency) processes the personal data of a natural person in compliance with Regulation 2018/1725 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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC.

This privacy notice explains EIGE’s policies and practices regarding its collection and use of your personal data and sets forth your privacy rights. We recognise that information privacy is an ongoing responsibility, and we will update this notice where necessary.

Why do we collect personal data?

EIGE is responsible for the overall organisation of the event. For that reason, EIGE is organising a semi-open call for session proposals inviting in a targeted way a selected number of potential contributors to submit a proposal via EIGE’s website. The selected sessions will run during the Forum for in-person participants and/or as virtual online sessions - panel debates, presentations, discussions, etc. The call for proposals aims to open the floor and provide space for proposals of sessions by organisations from civil society, social partners etc. These Forum sessions hosts/contributors are given the opportunity and the responsibility to implement single sessions.

Session hosts, e.g. speakers or moderators, facilitators will be listed with their name in the Forum programme. Proposals for sessions are on ‘invitation only’ basis by EIGE, and to be detailed by potential contributors in the ‘form for submitting proposals for sessions’.

The purpose of the processing of personal data is handling the semi-open call for proposal of sessions for the Gender Equality Forum 2024 taking place in Brussels on 10 -11 December.

What kind of personal data does the Agency collect?

  • Personal data collected and further processed will concern the participants of the online sessions and physical participants on site and are relevant for the organisation of ‘the Event’, in particular:
    • Name (title, first name, surname, username);
    • Organisation the data subject works in and position the data subject holds;
    • Contact details (e-mail address);
    • Information about data subject’s service preferences, device, network, and/or internet connection, IP address(es), operating system type and version, and client version.
  • Recordings of online events (oral contributions, audio records, transcripts) will be collected as well.
  • Pictures on screens (Instant messages, images, files, whiteboards) and videos could be collected in some cases.
  • Biography information will be collected from the panellists (i.e. speakers and moderators, facilitators) and shared with participants, and in some instances published on EIGE’s or event’s website – subject to consent.

How do we collect your personal data?

Personal data will be collected through the following means:

Who is responsible for processing your personal data?

EIGE is the legal entity responsible for the processing of your personal data and determines the objective of collecting the data. The Data Controller is primarily the Head of Outreach and Engagement Unit, who ensures the proper implementation of the processing operations in relation to the ‘Event’.

Which is the legal basis for this processing operation?

The processing operations on personal data linked to the organization, management, follow-up, and promotion of the event is necessary for the management and functioning of the Agency. EIGE is tasked with developing dialogue and cooperation with different organizations and stakeholders under Article 3(1)(i) as well as with organising conferences to raise awareness under Article 3(1)(g) of its establishing Regulation (EC) 1922/2006. Therefore, the processing is lawful under Article 5(a) of the Regulation (EU) No 2018/1725.

In addition, since the participation in the semi-open call for proposal of sessions is not mandatory, the processing of the personal data is also in accordance with Article 5(d) of Regulation (EU) No 2018/1725.

Who can see your data?

Access to your data is restricted to authorised staff of EIGE and external service providers bound by confidentiality clauses, involved in the organisation, support and security of the event, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Union legislation.

Neither EIGE nor its service providers share personal data with third parties for direct marketing.

EIGE has several technical and operational measures in place to protect personal data from unauthorised access, use or disclosure during events. These will be specified for each event to the participants. In case of transfer of personal data to third parties outside the EEA, all the provisions stipulated in Chapter V of Regulation (EU) 2018/1725 will be observed.

Do we share your data with other organisations?

Personal data is processed by EIGE which organises the call of proposals and Trill Europe as the events contractor, which supports the registration and the logistics of the organisation of the Forum through a specific contract with EIGE.

Do we intend to transfer your personal data to Third Countries/International Organizations?

No.

When will we start the processing operation?

We will start the processing operation on 18 March 2024.

How long do we keep your data?

Personal data is kept as long as follow-up actions to the meeting are necessary with the regard to the purpose(s) of the processing of personal data as well as for the Event and its related management, but no longer than 1 year.

EIGE may retain recognition of participation in the event e.g. an entry into an event (online or in person or audio-visual recordings where applicable) as part of the records on the activities carried out within the Agency’s sphere of responsibility.

Photos, audio, and video recordings are stored in EIGE Outreach & Engagement Unit drive for three years. Within this time, the files to be used for communication purposes and/or be archived for historical purposes shall be selected. The remaining files shall be deleted.

Information concerning the event on the EIGE corporate website and EIGE’s social media channels will be retained and not be deleted.

How valuable is your consent for us?

Participation in the semi-open call for session proposal is not mandatory. By proposing a session, you give your consent to the processing of your data. Yet, you have the right to withdraw your consent at any time, and we will delete your data or restrict its processing. All processing operations up until the withdrawal of consent will still be lawful.

Your data protection rights

You have specific rights as a ‘data subject’ under Chapter III (Articles 14 -25) of Regulation (EU) 2018/1725.

Right to access data - data subjects have the right to access data at any time by sending an email request to events@eige.europa.eu.

Right to rectify data - subjects have the right to rectify their data without delay of inaccurate or incomplete personal data by sending an email request to events@eige.europa.eu. The right of rectification can only apply to inaccurate or incomplete factual data processed within the online event platform.

Right to restrict data - subjects have the right to restrict the processing of their personal data at any moment by sending by sending an email request to events@eige.europa.eu.

Right to erasure data - subjects have the right to obtain from the controller the erasure of data if their processing is unlawful by sending an e-mail to events@eige.europa.eu. If the data subjects have any queries concerning the processing of their personal data, they may address them to the Data Protection Officer or to the Data Controller (Head of O&E Unit) of EIGE by contacting dpo@eige.europa.eu.

Other rights - Where applicable, data subjects also have the right to object to the processing of your personal data or the right to data portability. The right to data portability gives you the right to receive personal data you have provided to EIGE. 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 legitimate compelling grounds by sending an e-mail to dpo@eige.europa.eu.

Transfer - data subjects have the right to ask to transfer personal data from one organisation to another only if EIGE is processing information based on your consent or under a contract with EIGE, or in the context of entering into a contract with EIGE and the processing is automated. You are not required to pay any charges for exercising your rights.

Do we do automated decision making, including profiling?

Your personal data will not be used for an automated decision-making including profiling.

What can you do in the event of a problem?

The first step is to notify the Agency by sending an email to events@eige.europa.eu and ask us to take action.

The second step, if you obtain no reply from us or if you are not satisfied with it, contact our Data Protection Officer (DPO) at dpo@eige.europa.eu.

At any time, you can lodge a complaint with the EDPS (European Data Protection Supervisor), who will examine your request and adopt the necessary measures.