Privacy statement #EducationNoMatterWhat campaign

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 Campaign on the EU Humanitarian Aid operation: #EducationNoMatterWhat undertaken by DG ECHO 01 is presented below.

Purpose of the processing operation: The campaign aims at raising awareness of the EU role in humanitarian aid operations. There are several activities taking place during the campaign:

• The digital video competition: Education in motion

To engage with the campaign’s target audience, especially Gen Z, DG ECHO shall conduct a digital media activation campaign (competition) that will involve requesting young adults (18-24 year-olds) to submit (a) their contact details (name and email address), country of residence and age group, (b) a link to an entry video, and (c) a pitch document setting out their creative concept for a video documentary on why education is important to them. At later stage, VICE might request potential candidates of the video competition to share (d) their phone number via email, in order to in order to organize calls to evaluate their candidacy.

The winner will be selected to work with VICE Belgium B.V. (VICE) to produce a 5-10 minutes video documentary on the topic of education based on the winner’s idea outlined in their pitch.

The platforms used for the participants’ initial entry video will be a combination of either private or publicly accessible videos on Instagram, TikTok, YouTube, and/or Vimeo (as determined by each participant). Please note that the entry videos will be provided to VICE by a way of a link and will be hosted on each participant's social media account. As such the entry videos will not be processed by the Commission or its data processors. Please also read the competitions’ terms and conditions for more details on how to participate.

Your data will be used to:

• Register your participation to the competition.
• Verify a participant’s meeting eligibility criteria; as well as to organize the delivery of the applicable prizes. (i.e., the chance to work with VICE and produce a documentary based on the winner’s idea)
• To fulfil additional terms of the competition or to contact a participant in relation to this competition.

Before posting/uploading/submitting, you need to consider and check that you have obtained all the relevant rights and permission for the photo, video, or selfie (whether it is yours or other people appearing) from the people that appear in that content/ photo/video. If that is not the case, or if you are not sure you have obtained all rights and the permissions, please consider submitting another picture, video or selfie or refrain from the submission.

Your videos submitted to the competition will be (re-)published and re-used on the internet, the Commission’s website, VICE’s website, and social media channels (in accordance with the terms of use of the social media concerned).

During the five-year retention period, user-generated content (e.g., videos) could be re-used by DG ECHO as part of other humanitarian aid-related awareness-raising and/or communication campaigns/activities; it cannot be excluded that the re-used user-generated content includes personal data.

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

In addition, the campaign will do a series of outreach activities that will collect personal data:

Film, arts, and journalism schools in 13 Member States (Poland, Germany, Spain, Denmark, Austria, Portugal, Hungary, Lithuania, Romania, Croatia, Latvia, The Netherlands, Czech Republic) will be contacted (via email) and invited to an informative webinar with the purpose of promoting the video competition mentioned above and other campaign activities.  The data (institutional and personal email, phone number, first and last name) will be used to get in contact with the schools.

Film festivals in 13 Member States (Poland, Germany, Spain, Denmark, Austria, Portugal, Hungary, Lithuania, Romania, Croatia, Latvia, The Netherlands, Czech Republic) will be contacted with the purpose of promoting the campaign initiatives. The data (institutional and personal email, phone number, first and last name) will be used to get in contact with the film festivals.

Influencers in 13 Member States (Poland, Germany, Spain, Denmark, Austria, Portugal, Hungary, Lithuania, Romania, Croatia, Latvia, The Netherlands, Czech Republic) will be contacted with the purpose of promoting the campaign initiatives. The data (first name, last name, email address (personal or from the influencers’ representation agency), social media handles, phone number, social media insights will be used to get in contact with the influencers.

Article 11 of the Treaty on European Union. Article 214 of Treaty on the Functioning of the European Union. Regulation (EC) No 1257/96 of 20 June 1996 concerning humanitarian aid.

We process your personal data, because:

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 (Article 5(1)(a) of Regulation (EU) 2018/1725).
    
2. the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 5(1)(d) of Regulation (EU) 2018/1725).

Participants who request that their details be deleted or withdraw consent during the course of the competition accept that this will automatically terminate their participation in the competition, since they cannot be included in the list of participants without their details being recorded. If you change your mind and want to withdraw your consent during the course of the competition, Participants may send a request to: euprivacyvice.com

In order to carry out this processing operation DG ECHO 01 collects the following categories of personal data:

• First name, last name
• Age group
• Country of residence
• Email address (institutional and personal)
• Your entry to the competition (video)
• Phone number (video competition candidates, schools, festivals, and influencers)

5 years.

DG ECHO 01 only keeps your personal data for the time necessary to fulfil the purpose of collection, namely, to communicate about the campaign that is aimed at raising awareness of the EU role in humanitarian aid operations.

Please bear in mind that the use of social media is governed by the Terms of Use/Terms of Service/Terms and Conditions of the relevant social media, which are outside the control of the Commission/DG ECHO 01. Those social media must however be compliant with the General Data Protection Regulation (‘GDPR’ Regulation (EU) 2016/679).

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 contractor. All processing operations are carried out pursuant to 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 contractor is 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 application 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.

For the video competition, DG ECHO 01 and the contractor acting as data processor/subprocessor: ICF Next S.A.  (Av. Marnix 17, 1000 Brussels, Belgium) and its subcontractor managing the competition VICE Belgium B.V., Koolmijnenkaai 62, 1080 Sint-Jans-Molenbeek, Brussels, Belgium.

For the influencer activation, DG ECHO 01 and the contractor acting as data processor: ICF Next S.A.  (Av. Marnix 17, 1000 Brussels, Belgium) and its subcontractor managing part of the influencer activation, Buzzoole S.p.A., located at Via Vannella Gaetani 27, 80121, Napoli Italy, Kolsquare (platform to manage influencers).

For the activation of schools and festivals, DG ECHO 01 and the contractor acting as data processor: ICF Next S.A.  (Av. Marnix 17, 1000 Brussels, Belgium).

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.

Personal data used in the communication products of the campaign may be disseminated on different social media channels and published on DG ECHO websites.

Please bear in mind that the use of social media is governed by the Terms of Use/Terms of Service/Terms and Conditions of the relevant social media, which are outside the control of the Commission/DG ECHO 01. Those social media must however be compliant with the GDPR.

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.

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, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and 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 DG ECHO 01 for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal 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 as specified under Heading 10 below) in your request.

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, ECHO-COMM-CAMPAIGNSec [dot] europa [dot] eu (ECHO-COMM-CAMPAIGNS[at]ec[dot]europa[dot]eu)  

The Data Protection Officer (DPO) of the Commission
You may contact the Data Protection Officer (DATA-PROTECTION-OFFICERec [dot] europa [dot] eu (DATA-PROTECTION-OFFICER[at]ec[dot]europa[dot]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 (edpsedps [dot] europa [dot] eu (edps[at]edps[dot]europa[dot]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.

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.

This specific processing operation has been included in the DPO’s public register with the following Record reference:  DPR-EC-13829.1