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Privacy Policy

This privacy statement provides information about the processing and the protection of your personal data

Processing operation: EU Defence Innovation Scheme (EUDIS) Coaching services as part of the EDF, through an online platform for recruiting and interaction between coaches and SMEs.

Data Controller: European Commission, Directorate-General for Defence Industry and Space, Unit A.2 – European Defence Fund – Implementation (1) Programming and SME support (hereinafter “DG DEFIS Unit A.2” or the “Data Controller”)

Record reference: DPR-EC-21268

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

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to processing operation ”EUDIS Coaching services as part of the EDF, through an online platform for recruiting and interaction between coaches and SMEs” undertaken by the Data Controller is presented below.

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

The Data Controller processes your personal data to provide business coaching services between business coaches and eligible Small and Medium-size Enterprises, as defined in the annual Work Programmes of the European Defence Fund.

The Data Controller collects and processes your personal data to provide the business coaching services mentioned above, with the following purposes:

a) To promote the EUDIS Coaching services to relevant target audiences;

b) To register, identify and select business coaches that could provide coaching support to eligible SME beneficiaries;

c) To set-up and operate EUDIS Coaching services via an online platform that will facilitate the exchange between coaches and eligible SME beneficiaries;

d) To enable the management of the beneficiaries’ coaching scheme;

e) To support the day-to-day management of the above services offered by the European Commission, including the collection of data for reporting and business intelligence on the usage of the online platform and the uptake of services advertised and offered.

The services mentioned above are managed by a consortium of PriceWaterhouseCoopers EU Services EESV and Verhaert New Products & Services NV and delivered through Converve, the provider of the online platform, and use personal data only if necessary, for the successful delivery of the above-mentioned services.

Specifically, data are collected and processed when the users engage on the platform and register to express their interest to provide or receive coaching services.

Once registered on the platform, additional screening of the user’s personal data will be done, in relation to the eligibility criteria for persons that want to provide business coaching and the eligibility of the SMEs that want to receive business coaching. The Platform has a public and a restricted interface. The restricted ”online platform for recruiting and interaction between coaches and SMEs” contains invitations to meetings, related minutes and follow-up, common actions, useful information and means to search and connect with a coach. Users access to the restricted collaborative platform via EU Login authentication.

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

3. On what legal ground(s) do we process your personal data?

We process your personal data, because processing is necessary:

a) 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)(a) of Regulation (EU) 2018/1725),
b) 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;
c) because you have given consent to the processing of your personal data for taking part in the provisioning of coaching services (either as coach or participating eligible SME) and gaining access to the restricted area to provide the profile of your organisation or coaching experience and participate in online meetings.

Your consent for these purposes can be withdrawn at any time by sending a message via your official registered email to the Data Controller.


4. Which personal data do we collect and further process?

In order to carry out this processing operation, the Data Controller processes the following
categories of personal data:

• Authentication data from your EU Login (mandatory): surname, given name, EU Login
ID, email address.
• country of residence,
• contact details,
• personal data to check the eligibility of the registration of coaches and to be able to set up a contract in case coaching services are provided - as such information about an applicant’s criminal record, copy of official identification documents (ID/passport) and bank account details (for remuneration purposes);
• data relating to the professional experiences of the prospective coaches

Please note that the Data Controller does not request nor expect that data subjects provide any special categories of data under Article 10(1) of Regulation 2018/1725 (that is “personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation”) related to themselves or to third persons in their contributions to participate in the business coaching services as provided in the EDF. Any spontaneous inclusion
of these types of personal data is the responsibility of the data subject and by including any of these types of data the data subject is considered to provide his/her explicit consent to the processing, in accordance with Article 10(2)(a) of Regulation 2018/1725.

We have obtained your personal data from you.


5. How long do we keep your personal data?

The Data Controller only keeps your personal data for the time necessary to fulfil the abovementioned purpose(s) and up to 18 months after the last log in of the system.


6. 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 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. 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.


7. Who has access to your personal data and to whom is it disclosed?

PriceWaterhouseCoopers EU Services EESV, Verhaert New Products & Services NV and Converve GmbH as well as European Commission staff in charge of EUDIS Coaching services have access to your personal data on a need-to-know basis. In addition, only persons relevant for the performance of the services, including accredited business coaches validated by the European Commission might have access to a limited subsection of your data if needed for the provision of requested services.

In case of need, your data may be transferred to the bodies in charge of an inspection task in accordance with Union legislation, such as OLAF, European Court of Auditors, European Ombudsman and the Courts of the European Union.


What are cookies?

Cookies are short text filesstored 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 (functional cookies) or for gathering statistics (analytical cookies). They enable the website to remember your actions and preferences (such as login, language, and font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

How do we use cookies?

A number of our pages use cookies to remember:

• your display preferences, such as contrast colour settings or font size
• non-identifiable data such as browsing behaviour within a session, to help us
better understand member’s behaviour so we can increase the level of service
• to remember if you have agreed to our use of cookies on this site

Cookies are also stored by Europa Analytics, the corporate service which measures the effectiveness and efficiency of the European Commission's websites on EUROPA. More information is available in the Record of Processing DPR-EC-00685 (Europa Analytics).

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the website may not work as intended.

The cookie-related information is not used to identify data subjects personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.

How to control cookies?
You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.

You can easily accept or reject the cookies on this site by selecting either of the following
links: OK I agree / No, give me more info.

The system uses session "cookies" in order to ensure communication between the user and the server. Therefore, user's browser must be configured to accept "cookies". The cookies disappear once the session has been terminated.

International transfers

Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725 public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing.

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.


8. 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 the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a), on grounds relating to your particular situation.

You have consented to provide your personal data to the data controller for the present processing operation. You can withdraw your consent at any time by notifying the data controller by writing to DEFIS-A2@ec.europa.eu. The withdrawal of your consent will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

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 9 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.

Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days.


9. Contact information

- 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:

European Commission, Directorate-General for Defence Industry and Space - Unit A.2 – European Defence Fund – Implementation, Programming and SME support: DEFIS-A2@ec.europa.eu

- The Data Protection Officer (DPO) of the Commission

In case of disagreement with the Data Controller, 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.

- 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 or https://edps.europa.eu/data-protection/ourrole-supervisor/complaints_en) 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.


10. Where to find more detailed information?

The Commission 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.

This specific processing operation has been included in the DPO’s public register with the following record reference: DPR-EC-21268.