Privacy Note

PRIVACY NOTICE

Frontex Industry Days: Airborne Maritime Surveillance Solutions

26-27 January 2021

Description: 

Frontex – the European Border and Coast Guard Agency (hereinafter “Frontex”) processes your personal data to organise and manage the online showcase “Industry Days: Airborne Maritime Surveillance Solutions” Personal data collected and stored by Frontex will be processed in accordance with Regulation (EU) No 2018/1725 on the protection of personal data. The legal basis for the processing of data is Article 5(d) of Regulation EU 2018/1725 based on the consent of the data subject. 

Purpose: 

The purpose of the processing of personal data is to register interested persons for effective management of events, provide access to Frontex event venues, maintain participant lists and allow possible event follow-up actions including feedback collection, specific communication activities and sharing of presentations. Participant lists may be used to inform of future Frontex events in accordance with the authorisation given in registration forms. Consent can be withdrawn at any moment by contacting the controller. 

We provide the following information based on Article 15 and 16 of the Regulation.

The data controller: 

The controller is the Head of the Research and Innovation Unit of Frontex. 

The Frontex Industry Days: Airborne Maritime Surveillance Solutions is supported by an online showcase event management platform operated by b2match acting as a processor, as mandated by Frontex.

B2match also collects service usage data for aggregate statistics to monitor the utilization, performance, and availability of their platform and servers (which are located in Germany), based on their legitimate interests.

For the purposes of this conference, Frontex will cooperate with the following provider of the conferencing service Eventy Online. Frontex will not transfer your data to the conferencing service provider.

When you register, you will receive the link to access the online solutions/products showcase platform. By using the link to access the platform, you are being transferred in the digital environment of b2match which will provide the servers to host the online showcase event platform. To learn more on the processing of your personal data by using the abovementioned conferencing service provider kindly refer to the specific privacy policy of https://www.b2match.com/privacy-policy.  

Recipients of data: 

The recipients of your data will be Frontex staff and event organisers contracted by Frontex involved in the organisation of events. Access to all personal data as well as information collected in the context of an event, and the organisation thereof, is only granted on a need to know basis to the recipients defined by the Controller. We understand the importance of maintaining and protecting your privacy and we will not sell, trade or rent your personal information to others nor will we use any of it for any other purpose than the one established. 

The following personal data is processed: 

Frontex will collect and process your personal data only for the purposes of the management of the Industry Days: Airborne Maritime Surveillance Solutions, which involves the following processing activities: 

• Sending email invitations and processing participation requests: 
  • This includes the contact data for all participants: title (optional), first name, last name, function (optional), organisation, e-mail address, phone number (optional);

• Processing your chat messages sent to everybody to be able to reply to questions. The chat and Q&A will  be recorded; 
• If you are a speaker/moderator, we will publish also the agenda of the meeting with your name, affiliation and intervention title. We might publish other personal data you provide us (hereinafter "other personal data") with before or at the event, such as your photograph (optional), PPT presentations etc. We will publish this category of data;

Final participant lists (title, first name, last name, function, organisation, e-mail address and phone number) will be kept for a maximum period of six months after the end of the conference, unless otherwise specified. For example, when a conference participant stated upon registration that he/she wishes to be informed by Frontex of future events and activities. All data will be deleted after the end of their respective retention periods.

All conference materials including reports, presentation material as video recordings, documents will be removed from the online showcase management platform at the latest after 6 months, so that it will no longer be available online or in directly accessible file systems. Some of the material may be transferred to the Frontex archives. 

The online showcase management platform, beyond chat messages, collects some other pieces of your personal data to be able to provide the service and monitor the utilization, performance and availability of their platform and servers. You can find related info in the terms of use of https://www.b2match.com/terms-of-use-participants/. 

Legal basis:

The lawfulness of the processing of personal data for the management of the Industry Days: Airborne Maritime Surveillance Solutions is based on Article 5(1)(a) of Regulation (EU) No 2018/1725, the applicable legal basis is Regulation (EU) No 2018/1725 itself, and in particular those provisions establishing the European Data Protection Supervisor (EDPS) and its tasks. 

The lawfulness of the publication of the “other personal data” you provide Frontex with at the online showcase such as presentations and your photograph is based on Article 5(1)(d) of Regulation (EU) No 2018/1725, i.e. your consent.

Data subject rights:

You have the following rights regarding your personal data:

• The right to be informed of what happens to your personal data, such as how Frontex collects and uses your personal data, how long your data will be kept and whom it will be shared with, among other things of access to your personal data and to relevant information concerning how Frontex uses it. Frontex is informing you of how your personal data is processed with this notice;
• The right of access, which allows you to ask for full details of the personal data that Frontex holds on you;
• The right to rectification, which allows you to request for correction without undue delay anything that you think is wrong with the personal data that Frontex has on file about you, and to complete any incomplete personal data;
• The right to erasure, which means that under certain conditions, you have the right to ask that that Frontex deletes your personal data; 
• The right to restrict the processing of your personal data, which is the right to ask Frontex to temporarily only use or store your personal data for certain purposes. You have this right in certain occasions, such as where you believe the data is inaccurate or the processing activity is unlawful;
• The right to ask us to stop using your personal data (right to object) on grounds relating to your particular situation, at any time;
• You have also the right not to be subject to automated decisions (made solely by machines) affecting you, as defined by Regulation (EU) No 2018/1725;
• You have the right to lodge a complaint at the EDPS as a supervisory authority: https://edps.europa.eu/data-protection/our-rolesupervisor/complaints_en.

If you have any remarks or complaints regarding the way Frontex processes your personal data or you wish to exercise your rights please refer to the contact details below.

Withdrawing your consent and the consequences of doing so:

Please note you will not be able to participate in the online showcase if you do not provide us with your email address or ask Frontex to refrain from using it/delete it from its files.

If you have already provided your consent for sharing your contact details among the participants in the online showcase and you decide to withdraw your consent, you can notify the data controller. Frontex will do whatever is technically and organisationally possible to fulfil your request as soon as possible. However, please note that by the time that you submit your request the data provided may already have been shared publicly, on relevant communication channels and social media.

Please note that withdrawing your consent does not affect the lawfulness of any processing based on your consent before this consent is withdrawn.

Contact:

You have the right to access your personal data, request rectification or erasure thereof. You also have the right to withdraw your consent at any time or to request a restriction of processing be applied. If you have any queries concerning the processing of your personal data, you may address them to the Controller using the following contact email address: riu@frontex.europa.eu. 

You may also contact the Frontex Data Protection Officer at: dataprotectionoffice@frontex.europa.eu. 

Further information on your rights can be found at https://frontex.europa.eu/about-frontex/data-protection/. 

As stated above you also have the right of recourse, at any time, to the European Data Protection Supervisor (https://edps.europa.eu) at edps@edps.europa.eu.