Privacy Statement for EuroPCom 2023 


1. Short Description

EuroPCom (European Public Communication Conference) is an annual conference and networking event for communication experts from local, regional, national and European authorities, as well as private communication agencies, NGOs and academia. The 14th edition
of EuroPCom will take place 26-27 June 2023 in Brussels and online. The EuroPCom community is invited to register to the event on the dedicated website www.europcom.eu. The registration is open between April and June 2023, for both onsite and online participation.


2. Who is responsible for the processing of personal data?

The European Committee of the Regions is responsible (as controller) for the processing of personal data. The responsible service is Directorate D: Unit D2 – Events and Local Dialogues, europcom@cor.europa.eu

3. What is the purpose of the processing?

Data is collected with the purpose of granting access to the conference venues, providing conference badges and controlling access to the workshop rooms for the onsite participants; as well as for providing the link to follow the event online for the online participants; for providing information about the event to registered participants before the event and sending out an evalution survey after the event.

Data may also be collected based on participants' voluntary agreement, with the purpose to provide further information about EuroPCom after the event. Data is also collected from speakers, moderators and facilitators, with the purpose of presenting them on the event website and for promotion of the event on social media.

4. What is the legal basis for the processing?
Personal data will be processed by the European Committee of the Regions (CoR) in accordance with the requirements of Regulation (UE) 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.

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

5. What personal data are processed?

1) Attendants: First name; last name; email address; country; organisation; type of organisation; function; participation (onsite or online); session attendance. Only for onsite attendants: date of birth; passport or ID card number; type of ID document; expiration date of ID document; voluntary additional information about e.g., required special assistance; video and audio if they are speaking during the conference; photos taken during the conference.

2) Contributors (speakers/moderators/facilitators): First name; last name; email address; title; organisation; participation (onsite or online); photo; short biography provided by the speakers or moderators themselves; social media identifier if applicable; video and audio when they are speaking during the conference; photos taken during the conference. Only for onsite speakers/moderators/facilitators: country; date of birth; passport or ID card number; type of ID document; expiration date of ID document; voluntary additional information about e.g.,
required special assistance.

6. Who are the recipients or categories of recipients of your personal data?

EuroPCom team in the European Committee of the Regions (CoR); on a need-to-know basis IT helpdesk of the CoR; DG SAFE of the European Parliament in order to grant access to the EP Hemicycle for the Opening session; CoR's service provider PRACSIS sprl, who is managing the provision of conference badges and access to workshop rooms.

7. Are your personal data transferred to a third country or international organisation?
No

8. How can you exercise your rights?

You have the right to access your personal data, to rectify any inaccurate or incomplete personal data, to restrict (under certains conditions) the processing of your personal data, to object to the processing of your data and to request the deletion of your personal data (if
processed unlawfully). Where applicable, you have the right to receive your personal data provided to the controller
or to have your personal data transmitted directly to another controller (data portability). You also have the right to withdraw your consent at any time. You can direct your queries to (europcom@cor.europa.eu). The query will be dealt with within 5 working days.

You have the right of recourse 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 CoR.

9. How long are your personal data kept for?

Registered participants personal data will be kept for one year after the conference until 27-06-2024 and will be anonymised to be archived for statistical purposes. Contributors' names, photos, titles, organisations; biographies, and social media identifiers if applicable, as well as videos, audio and photos from the conference, will remain online until there is a specific request by the person concerned to have his or her personal data deleted.

10. Are the personal data collected used for automated decision-making, including profiling?
No

11. Will your personal data be further processed for a purpose other than that for which data
have been obtained?
No

12. Who do I contact if I have queries or complaints?
If you have any further questions about the processing of your personal data, please contact the data controller, (europcom@cor.europa.eu).
You may also contact the CoR data protection officer (data.protection@cor.europa.eu) and/or the European Data Protection Supervisor (mailto:edps@edps.europa.eu) at any time.