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 in the context of the Urban Mobility Days 2022, 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 “Urban Mobility Days 2022” undertaken by Directorate-General for Mobility and Transport/Directorate B – Investment, innovative & sustainable transport/Unit B1 – Transport networks of the European Commission is presented below.

1. Why do we collect your personal data?

The European Commission (DG MOVE) collects and processes your personal data necessary for the organisational aspects of the hybrid Urban Mobility Days.

The purpose of this processing operation is:

To collect the necessary information for the organisational and management aspects of the event, such as to share list of participants, distribute the reports, publish them, follow-up meetings/actions, to share information and networking between participants.

The specific features of this event are:

The Urban Mobility Days is a three-day event, organized by DG MOVE in collaboration with Eltis and CIVITAS-Elevate. Invited speakers and relevant stakeholders will be involved in policy round tables and keynote speeches.

The event is hosted by the Czech Presidency of the Council of the European Union and the Municipality of Brno, Czech Republic. It will also be streamed live via a third-party platform provided by POLIS Network who are contracted by DG MOVE (Headquarters: Rue du Trône 98, 1050 Ixelles, Belgium) and authorised by the European Commission.

All sessions will be recorded and available after the event on the website of the event (https://www.eumd.org) and on the Eltis website (https://www.eltis.org/content/urban-mobility-days-0), for maximum 6 months. Access to the full event is available after online registration. Registered individuals will have the possibility to post questions online via the Sli.do platform (anonymous functionality available) and to interact with speakers and moderators.

The event and this DPN address two sets of people (hereinafter referred to as group 1 and group 2):

Group 1) Contributors to the event (project speakers, chairs, moderators, invited keynote speakers);

Group 2) Audience attending the event online only;

Group 3) Live audience in Brno.

Consent is obtained from group 1 to publish their photo and bio on the event website, and to web-stream their pre-recorded interventions and appear on camera for panel and sessions. No personal data are collected from the group 2 attending the event online, unless they share on their own initiative personal data when posting questions via the Sli.do platform and when interacting with the speakers via the chat functionality. In those cases, the privacy policy of the third-party providing the platform applies (see section 6). Group 3 agree to appear on random photos of the event, that will only be used for reporting and promotional purposes. Should some participants wish to remain anonymous, please contact the organisers. (info@eumd.org)

2. Who is responsible for this process?

The controller is the European Commission, DG MOVE represented by its Deputy-Director General. The Head of Unit whose unit organises this event is entrusted with collecting and processing of personal data in the capacity of delegated controller. The delegated controller is

B3 Head of Unit and may be contacted via the following address: Torsten.Klimke@ec.europa.eu.

3. What is the legal basis to collect your data?

The processing operations on personal data for the organization and management of the Urban Mobility Days 2022 (including web-streaming, photos, audio-visual recording) are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, Article 195 of the Treaty on the Functioning of the European Union, Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union. Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (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).We process your personal data, because 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.

Your consent is required for:
- the sharing of the Urban Mobility Days 2022 participants list containing your name and affiliation with other participants for the purpose of enabling future collaboration of participants;
- the processing of your personal data for inviting you to future events organised by the Directorate-General for Mobility and Transport/Directorate B – Investment, innovative & sustainable transport/Unit B1 – Transport networks of the European Commission.

You can give your consent via a clear affirmative act by ticking the respective box(es) on the online registration form. If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. Your consent for these services can be withdrawn at any time. For withdrawing consent that you have provided in order to benefit from other services, please contact the controller of the event at Torsten.Klimke@ec.europa.eu.

Article 5(1)(d) of the Regulation based on the data subject explicit consent for the following specific purposes:

For Group 1

Inclusion into the event contributors list which is shared among authorized persons (organizers of the event);
Publication of the name, picture, and short bio provided by the speaker on the event website and in the digital materials about the event;
For communication purposes: live web streaming, video recording and images of the speakers, taken and published on the event website www.eumd.org, Eltis website and the partners' social media accounts (Eltis, CIVITAS and POLIS Network), also prior and after the event, for maximum 6 months.

For Group 2

Inclusion into the event audience list which is shared only among authorized persons (organizers of the event) and is not shared publically in any form.

For Group 3

For communication purposes: live web streaming, video recording and images of the speakers, taken and published on the DG MOVE channels, the Eltis, CIVITAS and POLIS Network websites, also prior and after the event, for maximum 6 months.

You have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before withdrawal.

4. Which personal data are collected?

The personal data processed in the framework of the event organisation are:

For the event organisation (this applies to groups 1, 2 and 3): your contact details, i.e. title, first name, last name, affiliation, email address, function, country; additionally and only for group 1, also a short bio and a photo.
For communication purposes (this applies to group 1 and 3): live web streaming, images and video recordings of the contributors and participants to the event; images and video recordings of the event may be published on the event website (https://www.eumd.org), on the Eltis, CIVITAS and POLIS Network websites and social media channels, also prior and after the event, for maximum 6 months.

5. Who will have access to your personal data?

The following categories of individuals will have access to your personal data for this specific event (this applies to both groups 1 and 2):

Authorised staff of the DG MOVE Units and the partners responsible for the organisation and management of the event;
Authorised staff of the DG MOVE and the partners Communication departments may access pictures and audio-visual material for subsequent communication purposes after the event.

6. Who will have access to the data outside the agency?

The following categories of individuals will have access to your personal data for this specific event:

The list of individuals in Group 1 (event contributors) who have consented to the event will be available on the website of the event; the list of individuals in Group 2 (remote participants) will not be made public in any form, it is solely for registration and post-event purposes; the list of individials in Group 3 (live participants) may be made accessible on request, only to other live attendees of Group 3, without any contact details.
Authorised staff of the European Commission or of other institution, agency or body co-organizing the event if relevant for the purpose of the event organisation;
Authorised European Commission staff for policy purposes;
Authorised staff of partners Eltis and CIVITAS-Elevate (privacy policy: https://www.eltis.org/privacy-policy);
Third-party platform providers authorised for the purpose of the event (Digitevent, Zoom and Sli.do). The privacy policy sites of the providers are available at the following links:
https://www.digitevent.com/en/legal/data-protection-and-privacy
https://zoom.us/privacy#_Toc44414844; Zoom will be used exclusively to facilitate the technical connection of group 1 individuals to the supplier Digitevent. Zoom has a dedicated section to European Privacy Rights for residents of the European Economic Area, that may have the right to exercise certain privacy rights available to them under applicable laws.
https://www.sli.do/terms#privacy-policy

7. How long do we keep your personal data?

We are keeping your personal data for a period as indicated below:

Contact details processed for the purpose of the organisation and management of the meeting or event will be deleted after the last action of this processing operation (this applies to both groups 1 and 2).
Personal data resulting from the picture & audio footage activity (this applies only to group 1):
- images and video recordings from the event will be kept for up to 2 years after the event;
- recordings from web-streamed and online meetings or events will be kept for up to 2 years before being deleted.

In addition, recordings will be available after the event on the website of the event https://www.eumd.org, on the Eltis website (https://www.eltis.org/content/urban-mobility-days-0 ) for maximum 6 months.

Participation to the event is not conditional to data subjects' consent to appear on pictures and audio-visual material. You may disagree to appear on pictures and audio-visual material. If you do not agree to appear in the recording or the streaming session you can switch off the camera (this applies only to group 1 and 3, as group 2 will attend the event remotely and there is no audio-visual functionality for them).

You have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before withdrawal (this applies to both groups 1, 2 and 3).

8. What are your rights?

As a participant, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing. Your participation to the event is not conditional to your consent to appear on pictures and audio-visual material. If you do not want to appear in the streaming/video recording, you will have to switch off your camera (this applies only to group 1 & 3, as group 2 will attend the event remotely and there is no audio-visual functionality for them).

In addition, as a participant, you have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete. Where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. Your request to exercise one of the above rights will be processed without undue delay and within one month.

9. Contact Information

In case you have any questions about the collection/processing of your personal data, you may contact the data controller who is responsible for this processing activity by using the following email address: Torsten.Klimke@ec.europa.eu.

Further to the above, the following instances can be addressed:

- The Data Protection Officer (DPO) of the Commission
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) 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 Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the European 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-01063.

Information about the use of social media by the European Commission is provided under Record reference DPR-EC-00073. More details on data processing with regard to the web-streaming is available in the Record of Processing DPR-EC-00306. For further information on handling of personal data shared with the controller for future mailing purposes you can consult DPR-EC-03928 on Management of subscriptions to receive information.