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  • Menu
  • Gender mainstreaming
    • What is Gender mainstreaming
      • Policy cycle
    • Institutions and structures
      • European Union
      • EU Member States
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      • International organizations
    • Policy areas
      • Agriculture and rural development
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        • #3 Steps Forward
          • How can you make a difference?
        • Economic Benefits of Gender Equality in the EU
        • Policy cycle
      • Education
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      • Employment
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    • Toolkits
      • Gender Equality Training
        • Back to toolkit page
        • What is Gender Equality Training
        • Why invest in Gender Equality Training
        • Who should use Gender Equality Training
        • Step-by-step guide to Gender Equality Training
            • 1. Assess the needs
            • 2. Integrate initiatives to broader strategy
            • 3. Ensure sufficient resources
            • 4. Write good terms of reference
            • 5. Select a trainer
            • 6. Engage in the needs assessment
            • 7. Actively participate in the initiative
            • 8. Invite others to join in
            • 9. Monitoring framework and procedures
            • 10. Set up an evaluation framework
            • 11. Assess long-term impacts
            • 12. Give space and support others
        • Designing effective Gender Equality Training
        • Gender Equality Training in the EU
        • Good Practices on Gender Equality Training
        • More resources on Gender Equality Training
        • More on EIGE's work on Gender Equality Training
      • Gender Impact Assessment
        • Back to toolkit page
        • What is Gender Impact Assessment
        • Why use Gender Impact Assessment
        • Who should use Gender Impact Assessment
        • When to use Gender Impact Assessment
        • Guide to Gender Impact Assessment
          • Step 1: Definition of policy purpose
          • Step 2: Checking gender relevance
          • Step 3: Gender-sensitive analysis
          • Step 4: Weighing gender impact
          • Step 5: Findings and proposals for improvement
        • Following up on gender impact assessment
        • General considerations
        • Examples from the EU
            • European Commission
            • Austria
            • Belgium
            • Denmark
            • Finland
            • Sweden
            • Basque country
            • Catalonia
            • Lower Saxony
            • Swedish municipalities
      • Institutional Transformation
        • Back to toolkit page
        • What is Institutional Transformation
          • Institutional transformation and gender: Key points
          • Gender organisations
          • Types of institutions
          • Gender mainstreaming and institutional transformation
          • Dimensions of gender mainstreaming in institutions: The SPO model
        • Why focus on Institutional Transformation
          • Motivation model
        • Who the guide is for
        • Guide to Institutional Transformation
            • 1. Creating accountability and strengthening commitment
            • 2. Allocating resources
            • 3. Conducting an organisational analysis
            • 4. Developing a strategy and work plan
            • 5. Establishing a support structure
            • 6. Setting gender equality objectives
            • 7. Communicating gender mainstreaming
            • 8. Introducing gender mainstreaming
            • 9. Developing gender equality competence
            • 10. Establishing a gender information management system
            • 11. Launching gender equality action plans
            • 12. Promotional equal opportunities
            • 13. Monitoring and steering organisational change
        • Dealing with resistance
          • Discourse level
          • Individual level
          • Organisational level
          • Statements and reactions
        • Checklist: Key questions for change
        • Examples from the EU
            • 1. Strengthening accountability
            • 2. Allocating resources
            • 3. Organisational analysis
            • 4. Developing a strategy and working plan
            • 5. Establishing a support structure
            • 6. Setting objectives
            • 7. Communicating gender mainstreaming
            • 8. Introducing methods and tools
            • 9. Developing Competence
            • 10. Establishing a gender information management system
            • 11. Launching action plans
            • 12. Promoting within an organisation
            • 13. Monitoring and evaluating
      • Gender Equality in Academia and Research
        • Back to toolkit page
        • WHAT
          • What is a Gender Equality Plan?
          • Terms and definitions
          • Which stakeholders need to be engaged into a GEP
          • About the Gear Tool
        • WHY
          • Horizon Europe GEP criterion
          • Gender Equality in Research and Innovation
          • Why change must be structural
          • Rationale for gender equality change in research and innovation
          • GEAR step-by-step guide for research organisations, universities and public bodies
            • Step 1: Getting started
            • Step 2: Analysing and assessing the state-of-play in the institution
            • Step 3: Setting up a Gender Equality Plan
            • Step 4: Implementing a Gender Equality Plan
            • Step 5: Monitoring progress and evaluating a Gender Equality Plan
            • Step 6: What comes after the Gender Equality Plan?
          • GEAR step-by-step guide for research funding bodies
            • Step 1: Getting started
            • Step 2: Analysing and assessing the state-of-play in the institution
            • Step 3: Setting up a Gender Equality Plan
            • Step 4: Implementing a Gender Equality Plan
            • Step 5: Monitoring progress and evaluating a Gender Equality Plan
            • Step 6: What comes after the Gender Equality Plan?
          • GEAR action toolbox
            • Work-life balance and organisational culture
            • Gender balance in leadership and decision making
            • Gender equality in recruitment and career progression
            • Integration of the sex/gender dimension into research and teaching content
            • Measures against gender-based violence including sexual harassment
            • Measures mitigating the effect of COVID-19
            • Data collection and monitoring
            • Training: awareness-raising and capacity building
            • GEP development and implementation
            • Gender-sensitive research funding procedures
          • Success factors for GEP development and implementation
          • Challenges & resistance
        • WHERE
          • Austria
          • Belgium
          • Bulgaria
          • Croatia
          • Cyprus
          • Czechia
          • Denmark
          • Estonia
          • Finland
          • France
          • Germany
          • Greece
          • Hungary
          • Ireland
          • Italy
          • Latvia
          • Lithuania
          • Luxembourg
          • Malta
          • Netherlands
          • Poland
          • Portugal
          • Romania
          • Slovakia
          • Slovenia
          • Spain
          • Sweden
          • United Kingdom
      • Gender-sensitive Parliaments
        • Back to toolkit page
        • What is the tool for?
        • Who is the tool for?
        • How to use the tool
        • Self-assessment, scoring and interpretation of parliament gender-sensitivity
          • AREA 1 – Women and men have equal opportunities to ENTER the parliament
            • Domain 1 – Electoral system and gender quotas
            • Domain 2 - Political party/group procedures
            • Domain 3 – Recruitment of parliamentary employees
          • AREA 2 – Women and men have equal opportunities to INFLUENCE the parliament’s working procedures
            • Domain 1 – Parliamentarians’ presence and capacity in a parliament
            • Domain 2 – Structure and organisation
            • Domain 3 – Staff organisation and procedures
          • AREA 3 – Women’s interests and concerns have adequate SPACE on parliamentary agenda
            • Domain 1 – Gender mainstreaming structures
            • Domain 2 – Gender mainstreaming tools in parliamentary work
            • Domain 3 – Gender mainstreaming tools for staff
          • AREA 4 – The parliament produces gender-sensitive LEGISLATION
            • Domain 1 – Gender equality laws and policies
            • Domain 2 – Gender mainstreaming in laws
            • Domain 3 – Oversight of gender equality
          • AREA 5 – The parliament complies with its SYMBOLIC function
            • Domain 1 – Symbolic meanings of spaces
            • Domain 2 – Gender equality in external communication and representation
        • How gender-sensitive are parliaments in the EU?
        • Examples of gender-sensitive practices in parliaments
          • Women and men have equal opportunities to ENTER the parliament
          • Women and men have equal opportunities to INFLUENCE the parliament’s working procedures
          • Women’s interests and concerns have adequate SPACE on parliamentary agenda
          • The parliament produces gender-sensitive LEGISLATION
          • The parliament complies with its SYMBOLIC function
        • Glossary of terms
        • References and resources
      • Gender Budgeting
        • Back to toolkit page
        • A chi è destinato questo kit di strumenti?
        • Che cos’è il bilancio di genere?
          • Introduzione al bilancio di genere
          • Qual è il nesso tra il bilancio di genere e le realtà vissute da uomini e donne?
          • Che cosa comporta nella pratica il bilancio di genere?
          • Il bilancio di genere nei fondi UE
            • Il bilancio di genere quale strumento per ottemperare agli obblighi giuridici dell’UE
            • Il bilancio di genere quale strumento per promuovere l’assunzione di responsabilità e la trasparenza nella pianificazione e nella gestione delle finanze pubbliche
            • Il bilancio di genere come strumento per aumentare la partecipazione di donne e uomini alle procedure di bilancio
            • Il bilancio di genere quale strumento per promuovere la parità di genere per donne e uomini in tutta la loro diversità
        • Perché il bilancio di genere è importante nell’ambito dei fondi europei in regime di gestione concorrente?
          • Tre motivi per cui il bilancio di genere è fondamentale nei fondi UE
        • Come si può applicare il bilancio di genere nei fondi UE? Strumenti pratici ed esempi di Stati membri
          • Strumento 1 — Collegare i fondi UE al quadro normativo dell’UE sulla parità di genere
            • Base legislativa e normativa per le politiche dell’UE in materia di parità di genere
            • Requisiti concreti per tenere conto della parità di genere all’interno dei fondi UE
            • Condizioni abilitanti dei fondi UE
            • Risorse supplementari
          • Strumento 2 — Analizzare le disuguaglianze e le esigenze di genere a livello nazionale e regionale
            • Misure per valutare e analizzare le disuguaglianze e le esigenze di genere
            • Fase 1. Raccogliere informazioni e dati disaggregati relativi al gruppo di riferimento
            • Fase 2. Individuare le disparità di genere esistenti e le cause soggiacenti
            • Fase 3. Consultare direttamente i gruppi di riferimento
            • Fase 4. Trarre conclusioni
            • Risorse supplementari
          • Strumento 3 — Applicare la parità di genere agli obiettivi politici (accordi di partenariato) e agli obiettivi e misure specifici (programmi operativi)
            • Misure per tradurre in azioni concrete la parità di genere negli accordi di partenariato e nei programmi operativi
            • Orientamenti generali per applicare la parità di genere nell’elaborazione di obiettivi strategici e obiettivi e misure specifici
            • Lista di controllo per l’applicazione pratica del principio orizzontale della parità di genere negli accordi di partenariato
            • Lista di controllo per l’applicazione pratica del principio orizzontale della parità di genere nei programmi operativi
            • Esempi di integrazione della parità di genere come principio orizzontale negli obiettivi strategici e specifici
          • Strumento 4 — Coordinamento e complementarità tra i fondi UE per promuovere l’equilibrio tra vita professionale e vita privata
            • Misure per rafforzare il coordinamento e le complementarità tra i fondi
            • Fase 1 — Allineamento agli obiettivi dell’impegno strategico per la parità di genere
            • Fasi 2 e 3 — Individuare e sviluppare possibili interventi a favore dell’equilibrio tra vita professionale e vita privata
            • Fase 4 — Attività di verifica mediante l’uso di indicatori nell’ambito dei sistemi di sorveglianza e valutazione (M&E)
            • Studio di caso fittizio 1: conciliare il lavoro retribuito con la cura dei figli
            • Studio di caso fittizio 2: conciliare il lavoro a turni con la cura dei figli
            • Caso di studio fittizio 3: trovare l’equilibrio tra la cura di sé stessi e la cura degli altri
            • Caso di studio fittizio 4: conciliare la cura dei figli e degli anziani con il lavoro a turni
            • Risorse supplementari
          • Strumento 5 — Definizione di partenariati e governance multilivello: individuazione di partner pertinenti, ruolo degli esperti di genere e composizione dei comitati di sorveglianza
            • Misure per definire i partenariati e governance multilivello
            • Risorse supplementari
          • Strumento 6 — Sviluppare indicatori quantitativi e qualitativi per promuovere l’uguaglianza di genere
            • Fasi dell’elaborazione di indicatori quantitativi e qualitativi
            • FESR e Fondo di coesione (stessi indicatori comuni)
            • Fondo sociale europeo Plus
            • Fondo europeo per gli affari marittimi e la pesca
            • Risorse supplementari
          • Strumento 7 — Definire criteri di selezione dei progetti sensibili alla dimensione di genere
            • Analisi delle fasi per sostenere l’elaborazione e la selezione di progetti sensibili alla dimensione di genere
            • Lista di controllo per la preparazione degli inviti a presentare proposte di progetti
            • Lista di controllo per i criteri di selezione dei progetti
            • Strumento supplementare 7.a — Accordi che tengano conto della dimensione di genere con i responsabili dell’attuazione dei progetti
          • Strumento 8 — Controllare le assegnazioni di risorse per l’uguaglianza di genere nei fondi UE
            • Ensuring gender relevance in EU Funds
            • The tracking system
            • Steps for tracking resource allocations on gender equality
            • Step 1: Ex ante approach
            • Step 2: Ex post approach
            • Examples of Step 2a
            • Annex 1: Ex ante assignment of intervention fields to the gender equality dimension codes
            • Annex 2: The EU’s gender equality legal and policy framework
          • Strumento 9 — Integrare la parità di genere nella concezione dei progetti
            • Analisi delle fasi per integrare la parità di genere nella concezione dei progetti
            • Fase 1. Allineamento agli obiettivi e agli indicatori di genere degli accordi di partenariato e dei programmi operativi
            • Fase 2. Sviluppo del progetto e candidatura
            • Fase 3. Attuazione del progetto
            • Fase 4. Valutazione del progetto
          • Strumento 10 — Integrare una prospettiva di genere nei processi di sorveglianza e valutazione
            • Misure per integrare una prospettiva di genere nei processi di sorveglianza e valutazione
            • Risorse supplementari
          • Strumento 11 — Rendicontazione sull’esborso di risorse per la parità di genere nei fondi UE
            • Tracciamento delle spese per l’uguaglianza di genere
            • Risorse supplementari
          • Bibliografia
          • Acronimi
          • Ringraziamenti
      • Gender-responsive Public Procurement
        • Back to toolkit page
        • Who is this toolkit for?
          • Guiding you through the toolkit
        • What is gender-responsive public procurement?
          • How is gender-responsive public procurement linked to gender equality?
          • How is gender-responsive public procurement linked to gender budgeting?
          • Five reasons why gender-responsive public procurement
          • Why was this toolkit produced
        • Gender-responsive public procurement in practice
          • Legal framework cross-references gender equality and public procurement
          • Public procurement strategies cover GRPP
          • Gender equality action plans or strategies mention public procurement
          • Capacity-building programmes, support structures
          • Regular collaboration between gender equality bodies
          • Effective monitoring and reporting systems on the use of GRPP
          • Tool 1:Self-assessment questionnaire about the legal
          • Tool 2: Overview of the legislative, regulatory and policy frameworks
        • How to include gender aspects in tendering procedures
          • Pre-procurement stage
            • Needs assessment
            • Tool 3: Decision tree to assess the gender relevance
            • Preliminary market consultation
            • Tool 4: Guiding questions for needs assessment
            • Defining the subject matter of the contract
            • Choosing the procedure
            • Tool 5: Decision tree for the choice of procedure for GRPP
            • Dividing the contract into lots
            • Tool 6: Guiding questions for dividing contracts into lots for GRPP
            • Light regime for social, health and other specific services
            • Tool 7: Guiding questions for applying GRPP under the light regime
            • Tool 8: Guiding questions for applying GRPP under the light regime
            • Reserved contracts
            • Preparing tender documents
          • Procurement stage
            • Exclusion grounds
            • Selection criteria
            • Technical specifications
            • Tool 9: Decision tree for setting GRPP selection criteria
            • Award criteria
            • Tool 10: Formulating GRPP award criteria
            • Tool 11: Bidders’ concepts to ensure the integration of gender aspects
            • Use of labels/certifications
          • Post-procurement stage
            • Tool 12: Checklist for including GRPP contract performance conditions
            • Subcontracting
            • Monitoring
            • Reporting
            • Tool 13: Template for a GRPP monitoring and reporting plan
        • References
        • Additional resources
    • Methods and tools
      • Browse
      • About EIGE's methods and tools
      • Gender analysis
      • Gender audit
      • Gender awareness-raising
      • Gender budgeting
      • Gender impact assessment
      • Gender equality training
      • Gender-responsive evaluation
      • Gender statistics and indicators
      • Gender monitoring
      • Gender planning
      • Gender-responsive public procurement
      • Gender stakeholder consultation
      • Sex-disaggregated data
      • Institutional transformation
      • Examples of methods and tools
      • Resources
    • Good practices
      • Browse
      • About good practices
      • EIGE’s approach to good practices
    • Country specific information
      • Belgium
        • Overview
      • Bulgaria
        • Overview
      • Czechia
        • Overview
      • Denmark
        • Overview
      • Germany
        • Overview
      • Estonia
        • Overview
      • Ireland
        • Overview
      • Greece
        • Overview
      • Spain
        • Overview
      • France
        • Overview
      • Croatia
        • Overview
      • Italy
        • Overview
      • Cyprus
        • Overview
      • Latvia
        • Overview
      • Lithuania
        • Overview
      • Luxembourg
        • Overview
      • Hungary
        • Overview
      • Malta
        • Overview
      • Netherlands
        • Overview
      • Austria
        • Overview
      • Poland
        • Overview
      • Portugal
        • Overview
      • Romania
        • Overview
      • Slovenia
        • Overview
      • Slovakia
        • Overview
      • Finland
        • Overview
      • Sweden
        • Overview
    • EIGE’s publications on Gender mainstreaming
    • Concepts and definitions
    • Power Up conference 2019
  • Gender-based violence
    • What is gender-based violence?
    • Forms of violence
    • EIGE’s work on gender-based violence
    • Administrative data collection
      • Data collection on violence against women
      • About the tool
      • Administrative data sources
      • Advanced search
    • Analysis of EU directives from a gendered perspective
    • Costs of gender-based violence
    • Cyber violence against women
    • Femicide
    • Intimate partner violence and witness intervention
    • Female genital mutilation
      • Risk estimations
    • Risk assessment and risk management by police
      • Risk assessment principles and steps
          • Principle 1: Prioritising victim safety
          • Principle 2: Adopting a victim-centred approach
          • Principle 3: Taking a gender-specific approach
          • Principle 4: Adopting an intersectional approach
          • Principle 5: Considering children’s experiences
          • Step 1: Define the purpose and objectives of police risk assessment
          • Step 2: Identify the most appropriate approach to police risk assessment
          • Step 3: Identify the most relevant risk factors for police risk assessment
          • Step 4: Implement systematic police training and capacity development
          • Step 5: Embed police risk assessment in a multiagency framework
          • Step 6: Develop procedures for information management and confidentiality
          • Step 7: Monitor and evaluate risk assessment practices and outcomes
      • Risk management principles and recommendations
        • Principle 1. Adopting a gender-specific approach
        • Principle 2. Introducing an individualised approach to risk management
        • Principle 3. Establishing an evidence-based approach
        • Principle 4. Underpinning the processes with an outcome-focused approach
        • Principle 5. Delivering a coordinated, multiagency response
      • Legal and policy framework
      • Tools and approaches
      • Areas for improvement
      • References
    • Good practices in EU Member States
    • Methods and tools in EU Member States
    • White Ribbon Campaign
      • About the White Ribbon Campaign
      • White Ribbon Ambassadors
    • Regulatory and legal framework
      • International regulations
      • EU regulations
      • Strategic framework on violence against women 2015-2018
      • Legal Definitions in the EU Member States
    • Literature and legislation
    • EIGE's publications on gender-based violence
    • Videos
  • Gender Equality Index
    • View countries
    • Compare countries
    • Thematic Focus
    • About Index
    • Publications
    • Forum 2022
    • Index Game
    • Videos
  • Gender Statistics Database
    • Browse Gender Statistics
    • Data talks
    • FAQs
    • About
    • Search
  • Beijing Platform for Action
  • Countries
    • Belgium
    • Bulgaria
    • Czechia
    • Denmark
    • Germany
    • Estonia
    • Ireland
    • Greece
    • Spain
    • France
    • Croatia
    • Italy
    • Cyprus
    • Latvia
    • Lithuania
    • Luxembourg
    • Hungary
    • Malta
    • Netherlands
    • Austria
    • Poland
    • Portugal
    • Romania
    • Slovenia
    • Slovakia
    • Finland
    • Sweden
  • Topics
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      • Covid-19 and gender equality
    • Violence
      • Orange the World
    • Agriculture and rural development
    • Culture
    • Digital agenda
    • Economic and financial affairs
    • Education
    • Employment
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    • Entrepreneurship
    • Environment and climate change
    • Justice
    • Maritime affairs and fisheries
    • Migration
    • Poverty
    • Regional policy
    • Research
    • Sport
    • Tourism
    • Transport
    • Youth
  • About EIGE
    • EIGE's organisation
      • Management board
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      • EIGE staff
    • Our work
      • Stakeholders
      • EU candidate countries and potential candidates
        • About the IPA project
        • Examples from the region
          • Browse
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        • Gender equality indices in the Western Balkans and Turkey
        • Gender statistics in the Western Balkans and Turkey
      • Justice and Home Affairs (JHA) agencies
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    • Director’s speeches
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  • Procurement
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    • External Experts' Database
  • News
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    • Gender Equality Forum 2022
      • About
      • Agenda
      • Videos
      • Speakers
      • Practical information
  • EIGE’s publications
    • Gender-sensitive Communication
      • Overview of the toolkit
      • First steps towards more inclusive language
        • Terms you need to know
        • Why should I ever mention gender?
        • Choosing whether to mention gender
        • Key principles for inclusive language use
      • Challenges
        • Stereotypes
          • Avoid gendered pronouns (he or she) when the person’s gender is unknown
          • Avoid irrelevant information about gender
          • Avoid gendered stereotypes as descriptive terms
          • Gendering in-animate objects
          • Using different adjectives for women and men
          • Avoid using stereotypical images
        • Invisibility and omission
          • Do not use ‘man’ as the neutral term
          • Do not use ‘he’ to refer to unknown people
          • Do not use gender-biased nouns to refer to groups of people
          • Take care with ‘false generics’
          • Greetings and other forms of inclusive communication
        • Subordination and trivialisation
          • Naming conventions
          • Patronising language
      • Test your knowledge
        • Quiz 1: Policy document
        • Quiz 2: Job description
        • Quiz 3: Legal text
      • Practical tools
        • Solutions for how to use gender-sensitive language
        • Pronouns
        • Invisibility or omission
        • Common gendered nouns
        • Adjectives
        • Phrases
      • Policy context
    • Work-life balance in the ICT sector
      • Back to toolkit page
      • EU policies on work-life balance
      • Women in the ICT sector
      • The argument for work-life balance measures
        • Challenges
      • Step-by-step approach to building a compelling business case
        • Step 1: Identify national work-life balance initiatives and partners
        • Step 2: Identify potential resistance and find solutions
        • Step 3: Maximise buy-in from stakeholders
        • Step 4: Design a solid implementation plan
        • Step 5: Carefully measure progress
        • Step 6: Highlight benefits and celebrate early wins
      • Toolbox for planning work-life balance measures in ICT companies
      • Work–life balance checklist
    • Gender Equality Index 2019. Work-life balance
      • Back to toolkit page
      • Foreword
      • Highlights
      • Introduction
        • Still far from the finish line
        • Snail’s-pace progress on gender equality in the EU continues
        • More women in decision-making drives progress
        • Convergence on gender equality in the EU
      • 2. Domain of work
        • Gender equality inching slowly forward in a fast-changing world of work
        • Women dominate part-time employment, consigning them to jobs with poorer career progression
        • Motherhood, low education and migration are particular barriers to work for women
      • 3. Domain of money
        • Patchy progress on gender-equal access to financial and economic resources
        • Paying the price for motherhood
        • Lifetime pay inequalities fall on older women
      • 4. Domain of knowledge
        • Gender equality in education standing still even as women graduates outnumber men graduates
        • Both women and men limit their study fields
        • Adult learning stalls most when reskilling needs are greatest
      • 5. Domain of time
        • Enduring burden of care perpetuates inequalities for women
        • Uneven impact of family life on women and men
      • 6. Domain of power
        • More women in decision-making but still a long way to go
        • Democracy undermined by absence of gender parity in politics
        • More gender equality on corporate boards — but only in a few Member States
        • Limited opportunities for women to influence social and cultural decision-making
      • 7. Domain of health
        • Behavioural change in health is key to tackling gender inequalities
        • Women live longer but in poorer health
        • Lone parents and people with disabilities are still without the health support they need
      • 8. Domain of violence
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  • Pirmas

Data protection

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Introduction

European Institute for Gender Equality (EIGE) is highly committed to best practices in protecting personal data. Data protection is a fundamental right, protected not only by national legislation, but also by European Law.

What is personal data?

Any information relating to an identified or identifiable person is considered to be a personal data (for a full definition see Article 3) of the Regulation (EU) 2018/1725. It is important to note that, where the ability to identify an individual depends partly on the data held and partly on other information (not necessarily data), the data held will still be “personal data”.

The categories of personal data are broadly drawn so that, for example, personal data are considered to be telephone numbers, addresses, financial information, photographs, satellite images, car registrations, ID numbers, e-mail addresses, health records, etc. Personal data can be contained in computer files (e.g. in databases, on the Internet or other closed networks) or in paper records.

The main players

Data Subject refers to individuals who are within the European Union whose data is processed. This encompasses all natural persons, who can be distinguished as persons with rights in regards to the processing of their personal data.

Data Controller is the institution or organisational entity that determines the purpose(s) and mean(s) of the processing. Alone or jointly with others, data controller shall ensure and be able to demonstrate that the processing is performed according to the Regulation (Article 26).

Data Processor is a natural or legal person, public authority or other bodies and organisations that process personal data on behalf of the controller.

Data Protection Officer (DPO) is the official responsible for ensuring, in an independent manner, the internal application of the provisions of Data Protection Regulation. DPO informs data subjects on their rights and obligations; advises where requested on the notification or communication of a personal data breach (Art. 34 and 35) or the data protection impact assessment (Art. 39) and monitors it; responds, cooperates with and consults the EDPS (Art. 40); and may make recommendations to the controller and processor. EIGE’s DPO can be contacted via e-mail at: dpo@eige.europa.eu.

European Data Protection Supervisor (EDPS) is an independent supervisory authority responsible for monitoring and ensuring the application of data protection rules by European Union institutions and bodies, including the Agency.

Collection of personal data by EIGE

A number of EIGE’s activities involve the collection and processing of personal data, for instance as part of the recruitment procedures, or collection of data for salaries or reimbursements, contractual arrangements with suppliers or organization of events, etc.

It shall be noted that collecting and processing of personal data and its subsequent utilization is done lawfully, fairly and in a transparent manner in relation to the data subject (Art. 4 paragraph 1a).

Purpose of the collection

Whenever personal data are requested, it is essential that the data subject knows for what purposes the data is being collected. According to the Article 4 Paragraph 1b of the Regulation, personal data "shall be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall, in accordance with Article 13, not be considered to be incompatible with the initial purposes."

Moreover, personal data must be adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed.

Register

According to Article 31 of Regulation (EU) 2018/1725, EIGE has a legal obligation to keep a register of all personal data processing operations which have been notified to the Data Protection Officer (DPO). The register aims at ensuring transparency to the public and it is accessible to any interested person.

Processing records

Rights of data subjects

When personal data are requested, data subjects have the rights:

  • to be informed of the processing operations (Articles 15 and 16);
  • to access, rectify, erase the data (Articles 17-19);
  • to restrict the processing and to be notified regarding rectification or erasure of personal data or restrictions of processing (Articles 20-21);
  • to data portability (Article 22);
  • to object an automated individual decision-making (Article 24);
  • to lodge a complaint with the European Data Protection Supervisor, to receive to an effective judicial remedy, to receive compensation for any infringement of this Regulation (Articles 63-65).

Principles of data processing

  • Processing shall be lawful only if and to the extent that at least one of the following applies (Article 5):
    1. 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;
    2. processing is necessary for compliance with a legal obligation to which the controller is subject;
    3. processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
    4. the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
    5. processing is necessary in order to protect the vital interests of the data subject or of another natural person.
  • The Data Controller (the institution or organisational entity that determines the purpose(s) and mean(s) of the processing) must ensure that all provisions of the Regulation (EU) 2018/1725 are complied with.
  • Processing is based on consent. The processing of personal data by the Agency is not only governed by the Regulation 2018/1725, but also by specific legal instruments, such as implementing rules, internal rules and information is provided to you via the means of a privacy notice.
  • Personal data which are, by their nature, particularly sensitive in relation to fundamental rights and freedoms merit specific protection, as the context of their processing could create significant risks to the fundamental rights and freedoms. Such personal data should not be processed unless the specific conditions set out in this Regulation are met. In addition to the specific requirements for processing of sensitive data, the general principles and other rules of this Regulation should apply, in particular as regards the conditions for lawful processing.
  • Access to personal data is provided to authorised staff of EIGE who is responsible for carrying out the processing operation and according to the ‘need to know’ principle. Such staff abide by statutory, and when required, additional confidentiality agreements. The Agency will not make personal data available to the public, unless the party concerned has given his or her express statement of consent.

Personal data that appear in the documents requested may be disclosed to the public following an assessment under Regulation (EC) No 1049/2001, read in conjunction with Article 9 of Regulation (EU) 2018/1725. If you reside outside the EU and the European Commission grants you access to documents, personal data included in these documents will only be disclosed to you if such transfer fulfils the conditions of Chapter V of the Regulation (EU) 2018/1725 on international transfers of personal data. Data subjects have the right to be informed about the recipients of the data (if any), and whether the personal data is intended to be transferred to a third country or international organisation.

Legal background

  1. Charter of Fundamental Rights of the EU - Article 8(1)
  2. European Convention for the Protection of Human Rights and Fundamental Freedoms – Article 8
  3. Treaty establishing the European Community - Article 286

Legal basis

EIGE, as an EU agency, collects and further processes personal data in accordance with the provisions of 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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC, L295, 21.11.2018.

This regulation aims to protect the liberties and fundamental rights of individuals and in particular their right to privacy with respect to the processing of personal data about them.

It only applies within the institutions and bodies set up by, or on the basis of, the Treaties establishing the European Communities. The legal basis for data protection concerning the general public is not ruled by this Regulation.

This Regulation applies to the processing of personal data by all Union institutions and bodies, insofar as such processing is carried out in the exercise of activities all or part of which fall within the scope of Community law (Article 2.2.).

The United Kingdom's withdrawal from the European Union and data protection

The United Kingdom (UK) formally left the European Union (EU) on 31 January 2020 and became a third country. A transition period began on 1 February 2020, which is due to end on 31 December 2020. After the end of the transition period, the UK will continue to apply EU data protection rules to the current “stock of personal data”, until the EU, through an adequacy decision, establishes that the UK’s data protection rules provide safeguards which are essentially equivalent to those in the EU.

EIGE will continue to operate in accordance with the timelines set by its rules and regulations throughout the BREXIT process.

Who should you contact for more information about the processing of your personal data by the Institute?

If you feel that your personal data are being misused by EIGE, or their processing is otherwise not compliant with Regulation (EU) 2018/1725, you should first notify the Data Controller for the processing in question and ask him or her to take action.

You may also contact the Institute's DPO at dpo@eige.europa.eu to inform him or her of any issues related to the processing of your data.

If you consider that the processing of your personal data is infringing Regulation (EU) 2018/1725, you may also lodge a complaint with the EDPS. The EDPS is empowered to hear and investigate complaints and to conduct inquiries, including on his or her own initiative. If a breach of data protection rules is found to have occurred, the EDPS may exercise the powers assigned to him under Article 58 of Regulation (EU) 2018/1725.

User Privacy

Any personal data you submit to the Institute in the context of the EIGE website will be processed in accordance with Regulation (EU) 2018/1725 of 23 October 2018.

In this regard, the EIGE informs you through a privacy notice linked to the specific processing operation.

Although you can browse through EIGE's web pages without giving any information about yourself, in certain cases, personal information is required in order to provide the e-services you request.

Web pages that require such information treat it according to the policy described in the Regulation mentioned above and provide information about the use of your data in their specific privacy policy statements.

The European Union's family of institutional websites, within the 'europa.eu' domain, provides links to third party sites. Since we do not control them, we encourage you to review their privacy policies.

Further information on specific data protection operations

Building access and visitors (.pdf)

Management Board (.pdf)

Procurement procedures and contract management (.pdf)

Access to documents under regulation (EC) 1049/2001 (.pdf)

Participation in a project (.pdf)

EIGE's External Experts Database (.pdf)

Selection and recruitment (.pdf)

Selection of confidential counsellors (.pdf)

Procedure following completion of EIGE staff evaluation procedures (.pdf)

Medical check-up services/absances/sickness of EIGE's staff (.pdf)

EIGE's website (.pdf)

EIGE's CRM and newsletter (.pdf)

Organisation of events by EIGE (.pdf)

Organisation of online events by EIGE (.pdf)

Staff files management

Fraud notification

Ex-ante and ex-post controls (audits)

EDES database

Elections of the Staff Committee

Appeals pursuant to Article 90 Staff Regulations

  • Introduction
  • What is personal data?
  • The main players
  • Collection of personal data by EIGE
  • Purpose of the collection
  • Register
  • Rights of data subjects
  • Principles of data processing
  • Legal background
  • Legal basis
  • The United Kingdom's withdrawal from the European Union and data protection
  • Who should you contact for more information about the processing of your personal data by the Institute?
  • User Privacy
  • Further information on specific data protection operations

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