Privacy policy for events

This privacy policy governs the processing of your personal data on the basis of the European Regulation (EU) N°2018/1725 (“EU-DPR”) by Key Digital Technologies Joint Undertaking (“KDT JU”), set up by Council Regulation (EU) 2021/2085 of 19 November 2021, in the context of events.

Although you can browse through most of the pages of our website without giving any information about yourself, in some cases, personal information is required in order to provide the e-services you request, such as registration for participation in events organised by KDT JU or signing up for its newsletter.

In this respect:

for each e-service, the purposes and means of the processing of personal data are specified in their corresponding privacy statement;
within KDT JU, the Data Protection Officer (DPO, dpo@kdt-ju.europa.eu) ensures that the provisions of the EU-DPR are applied and advises controllers on fulfilling their obligations;
as for all the institutions, the European Data Protection Supervisor (EDPS) will act as an independent supervisory authority.

This policy is based on the EU-DPR. It may be modified by KDT JU from time to time, on its own initiative or on the advice of the EDPS.

KDT JU's website may provide links to third-party sites. Since we do not control them, we encourage you to review their privacy policies.

Which personal data do we process?

When you register for and participate in our events, we process:

Identity information you provide us with, such as your first name, last name and job title;
Contact details you provide us with, such as your e-mail address, postal address, country and (mobile) telephone number;
Professional details, such as the company you work for, and business card details, if you provide us with your business card before, during or after the event;
Any other personal data you provide us with, such as your dietary requirements;
Photos may be taken during our events. In principle, photos are limited to wide crowd shots. If you pose for our photographer, we will derive your consent from this. Your photo may then be distributed via our website or other channels for the promotion of the Joint Undertaking and/or the event in question. You may rescind your consent at any time, including in the case of photos in which you may appear incidentally, by contacting our Data Protection Officer: dpo@kdt-ju.europa.eu

We receive most of your personal data directly from you. If we receive personal data about you from a third party, we will inform you about this or ask the third party to inform you about this.

Why do we process your personal data and what is the legal basis for this?

The purposes and legal bases justifying the processing operations carried out by KDT JU vary. Our processing operations may be based on:

Your consent;
A contract or grant agreement with you, in order to perform that contract or in order to take steps prior to concluding a bilateral agreement with you;
A legal obligation we must comply with;
The public interest.

We may process your personal data to send you newsletters via e-mail if you subscribe to our newsletter via our website or by attending one of our events and explicitly expressing your wish to receive our newsletter. For this purpose, we rely on your consent.

We process your personal data to organise our event, provide you with our services or the information you request via our website, e-mail, telephone, fax or social media channels. When we organise an event, we process your data, for example, in order to draw up a list of participants so that we can, in certain cases, control access to the event. For this purpose, we rely on a contract with you. For this purpose, we rely on our task carried out in the public interest, in particular Article 5 (a),(d), (h) of Council Regulation 2021/2085 establishing the Joint Undertakings under Horizon Europe.

We process your personal data for dissemination purposes, such as on paper or via social media channels, i.e. to provide you with information about our activities or our services, such as communications and newsletters of the Joint Undertaking and carefully selected partners. We may also process your personal data to perform statistical analyses and to evaluate our dissemination activities. If you do not want us to use your personal data in this way, please indicate this when we collect your data. For this purpose, we rely on our task carried out in the public interest, in particular Article 5 (a), (d), (h) of Council Regulation 2021/2085 establishing the Joint Undertakings under Horizon Europe.

We may process your personal data to comply with legal obligations that we have to comply with, or to comply with any reasonable request from competent law enforcement agents or representatives, judicial authorities, governmental agencies or bodies, including the EDPS, or to transfer your personal data to the police or the judicial authorities upon our own initiative as evidence or if we have justified suspicions of an unlawful act or crime committed by you through your use of our website, our social media channels or other communication channels. For these purposes, we rely on a legal obligation that we have to comply with.

If you provide us with your dietary requirements (which might be useful during certain events), we rely on the derogation provided in Article 10(2)(e) of Regulation (EU) 2018/1725 if you provide your consent.

Whom do we share your personal data with?

We may share your personal data with third parties, such as the European Commission, in particular DG DIGIT as manager of the application EUSurvey (if applicable). Third parties, such as an external service provider for marketing purposes, are allowed to process your personal data on our behalf on our explicit written instruction, only. We ensure that third parties are committed to observing the safety and integrity of your personal data.

We may be legally obliged to share your personal data with competent law enforcement agents or representatives, judicial authorities, governmental agencies or bodies.

We do not send your personal data in an identifiable manner to any other third party than the ones mentioned in this section without your explicit consent to do so. However, we may send anonymised data to other organisations that may use those data for improving our activities or services.

Where do we process your personal data?

In principle, we process your personal data within the European Economic Area (EEA). In order to process your personal data for the purposes outlined in Article 2 above, we may also transfer your personal data to third parties who process on our behalf outside the EEA. Each third party outside the EEA that processes your personal data will be bound to observe adequate safeguards with regard to the processing of your personal data.

What quality assurances can be expected?

We do our utmost to process only those personal data which are necessary to achieve the purposes listed above.

Your personal data are only processed for as long as needed to achieve the purposes listed above or until such time you withdraw your consent for processing them. In particular, we keep your personal data collected for the organization of an event up to 5 years after the event. We will delete your personal data when they are no longer necessary for the purposes outlined above, unless there is:

An overriding interest of the Joint Undertaking, or any other third party, in keeping your personal data identifiable, or;
A legal or regulatory obligation or a judicial or administrative order that prevents us from deleting them.

We will take appropriate technical and organisational measures to keep your personal data safe from unauthorised access or theft as well as accidental loss, tampering or destruction. Access by our personnel or third parties’ personnel will only be on a need-to-know basis and be subject to strict confidentiality obligations.

What are your rights?

You have the right to request access to all your personal data processed by us.
You have the right to rectification, i.e. to ask that any of your personal data that are inaccurate, be corrected.
You have the right to withdraw your consent for processing of your personal data.
You have the right to erasure, i.e. to request your personal data to be deleted if these data are no longer required in the light of the purposes outlined in above or if you withdraw your consent for processing them.
You have the right to restriction instead of deletion, i.e. to request that we limit the processing of your personal data.
You have the right to object to the processing of personal data if the processing by us is necessary for the performance of a task carried out in the public interest, unless if we demonstrate compelling legitimate grounds which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.
You have the right to data portability, i.e. to receive from us in a structured, commonly-used and machine-readable format all personal data you have provided to us if the processing is based on your consent or a contract with you and the processing is carried out by automated means.

If you wish to submit a request to exercise one or more of the rights listed above, you can contact us by sending an e-mail to dpo@kdt-ju.europa.eu. An e-mail requesting to exercise a right will not be construed as consent with the processing of your personal data beyond what is required for handling your request.

More information on Data Protection at the JU can be obtained in the record of processing activities and in the privacy notices published on the JU’s website.