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.
Your privacy is important to us. When we collect, manage and use your data to run our services, we take all steps necessary to ensure that your data is stored securely and used only in accordance with the preferences you have requested. We will not share your data unless you have given us permission to share it. We will not process your data for any other purposes.
2. Why and how do we process your personal data?
You directly provide Europeana with most of the data we collect. We collect data and process data when you:
- Become a Europeana Aggregator
- Register and participate in one of our online or offline events, programmes, calls or grants.
- Voluntarily complete a survey, provide feedback or participate in an impact assessment
- Register to become a member of the Europeana Network Association
- Sign up to obtain an Europeana API Key
- Download the Europeana Impact Playbook
- Sign up to have access to the Europeana website personal space to create own galleries or like content
- Contribute content, metadata and/or stories to the Europeana collections
- Use or view our website via your browser’s cookies.
Europeana may also receive your data indirectly from the aggregation of digital cultural heritage to the Europeana website. We display digital objects and metadata provided by data partners and other contributors via the Europeana website which may contain personal data.
Europeana collects your data so that we can facilitate your participation in an event or other activity, send you the information you have requested, manage your account, inform you of changes to our terms and conditions, where relevant, or email you with information when you have asked us to.
When you become a member of the Europeana Network Association, your name and other identification information is made available online. Your personal data may also be published online if it is part of content or metadata featured in Europeana collections.
When you participate in a ticketed event, we will share your name, and sometimes your email address and other identification information with the other attendees at that event to facilitate networking activities.
3. On what legal ground(s) do we process your personal data
For specific processing activities, the consent of the data subject is necessary. In compliance with Article 3(15) and Article 7 of Regulation (EU) 2018/1725, the consent must be freely given, specific, informed and unambiguous.
You have given consent to the processing of your personal data for one or more specific purposes (Article 5(1)(d) of Regulation (EU) 2018/1725).
We have obtained your consent directly from you. You may have expressed it by an email, submitted via e-registration form, or in any other written form.
4. Which personal data do we collect and further process?
Europeana collects the following data:
- Personal identification information (Name, email address, professional information, social media profiles).
- Profile picture or personal image. We collect this information for Europeana Network Members, panelists to our events and other activities, with your consent.
- (Statistical) Information about gender and age. We collect this information occasionally and anonymously to have an understanding of the diversity of participants in our events and services.
- Health-related information. We occasionally collect health-related information such as visual or hearing impairments to ensure we can support you in participating in our online or offline activities.
5. How long do we keep your personal data?
The first time you directly supply personal information, we create a record of your data and store that record in our internal systems. Europeana securely stores your data in both cloud services, and Europeana servers (located at PSNC in Poland), and at private companies, located in Germany and Finland.
If you are a member of the Europeana Network Association, your record will be allocated a unique identification number.
Europeana will keep your personal data only for as long as necessary to provide you with the service you have requested, such as keeping your account up to date or maintaining your network membership status. Once this time period has expired, we will delete your data.
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 either on the servers of the Europeana Foundation, based in Poznan, Poland, or of its contractors. Our contractors are bound by a specific contractual clause for any processing operations of your data on behalf of Europeana, and by the confidentiality obligations deriving from the General Data Protection Regulation (‘GDPR’ Regulation (EU) 2016/679).
In order to protect your personal data, we have put in place a number of technical and organisational measures to address online security, risk of data loss, alteration of data or unauthorised access, and 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?
As a general criterion, we do not communicate data to third parties.
Access to your personal data is provided to Europeana 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.
Furthermore, access to your personal data can be provided to external contractors working on behalf of and under contractual agreement with Europeana.
When issuing invoices to customers, the data can be communicated to banks. In justified cases, we will communicate the data to the security bodies or forces or to the competent judicial bodies.
No data transfers are made outside the scope of the European Union (international transfer).
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).
You have consented to provide your personal data 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 withdraw your 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.
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 Unit G2, Directorate G, Directorate‑General for Communications Networks, Content and Technology (DG CNECT) of the European Commission at: [email protected]
The Data Protection Officer (DPO) of Europeana: You may contact the Data Protection Officer ([email protected]) 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 ([email protected]) 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.
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