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INTRODUCTION
The protection of your data and privacy is of great importance to the European Union institutions and
bodies, including the European External Action Service (EEAS) along with the Union Delegations. You
have the right under European Union law to be informed when your personal data is processed
[collected, used, stored] as well as about the purpose and details of that processing. When handling
personal data, we respect the principles of the Charter of Fundamental Rights of the European Union,
and in particular Article 8 on data protection.
Your data are processed following Regulation (European Union) 2018/1725 on the protection of natural
persons concerning the processing of personal data by the Union institutions, bodies, offices, and
agencies and the free movement of such data, aligned with Regulation (European Union) 2016/679, the
General Data Protection Regulation. In this privacy statement, you find information about how the EEAS
and European Union Delegations process your data and what rights you have as a data subject.
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PURPOSE OF DATA PROCESSING
Why do we process your data? The purpose of the processing is to ensure proper organization and
management of the EHEF Indonesia 2022 to disseminate information among participants and to the
public, enhance cooperation, networking, facilitate exchange fora, often web-based.
- The organization of ‘EHEF Indonesia 2022’ includes the management of contact and mailings lists for
invitations, handling of participation requests and feedbacks, the preparation and distribution of
preparatory materials, meeting reports and news items, and publications to the participants.
- Publication and communication activity related to ‘EHEF Indonesia 2022” for dissemination purposes
includes the publication of information about the event and the facilitation of photos and videos,
web streaming, audio, or video recording during the event/meeting.
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DATA PROCESSED: What data do we process?
- Personal data will be collected, used, and kept only to the extent necessary for the purposes above.
Data, including personal data, that may be processed, are the following:
- Identification and contact data, including name, title, profession, function, email address, phone
numbers, and any other administrative information.
- Login credentials in case of online registrations.
- n addition, data are also collected from the website during the EHEF Indonesia 2022 and processed
to inform the public, promote the event in communications and publications:
- Photos, audio or video filming, and web streaming of speakers, participants, or organizers as well
as feedbacks, surveys, reports, and other information about the EHEF Indonesia 2022.
Disclaimer:
The organizer waive responsibility of videos/photos taken, shared, published by
participants or other individuals, including journalists and other members of the press not contracted
by the EEAS/EU Delegations.
- Data collection by websites: when using online applications, websites may apply dynamic tools such
as cookies for technical functioning, gathering statistics, and providing a personalized experience for
you as a user. More information about cookies can be found on specific websites.
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DATA CONTROLLER: Who is entrusted with processing your data?
The data controller determining the purpose and the means of the processing activity is ehef.id, in
which you received the invitation for the EHEF Indonesia 2022.
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RECIPIENTS OF THE PERSONAL DATA: Who has access to your data?
The recipients of your data may be:
- Designated organizing staff of the EEAS/EU Delegation
- Security and other partners, contractors, service providers on behalf of the organizer
- Participants, Interpreters, Technical staff if relevant
- The general public (if data made public on the internet, ehef.id or social media platforms)
- ehef.id as the service provider for the event
Data will not be shared with third parties for direct marketing. Access to the personal data by the
Service Provider for management and maintenance of the Registration page is implemented following
the provisions of Chapter V of Reg. (European Union) 2018/1725, in particular Art. 50. The service provider
is ehef.id, a company sub-contracted by Agriconsulting Europe S.A., a Belgian Enterprise, part of the
Agriconsulting Group, an EU-wide organization. The service provider is bound by contractual clauses for
the protection of your data. Under certain conditions outlined in law, we may disclose your information
to third parties, (such as the European Anti-Fraud Office, the Court of Auditors, or law enforcement
authorities) if it is necessary and proportionate for lawful, specific purposes. Service providers will
process data on documented instructions and behalf of the EEAS/EU Delegation following Article 29 of
Regulation (European Union) 2018/1725. More information on how the provider processes personal data
on the website of the contracted organization. Data will not be communicated to third parties, except
where necessary for the purposes outlined above.
Social Media
The organizer uses social media to promote and inform about events through widely used and
contemporary channels. In addition to the videos may be uploaded to the ehef.id YouTube channel and
links from our website can appear on the social media platform. The use of social media does not in
any way imply endorsement of them or their privacy policies. We recommend that users read Twitter,
Facebook, Instagram, and YouTube privacy policies which explain their data processing policy, use of
data, users’ rights, and the way how users can protect their privacy when using these services.
- LEGAL BASIS: On what grounds we collect your data?
The processing of personal data related to EHEF Indonesia 2022 organized by the EHEF Committee is
necessary for the performance of a task carried out in the public interest [Article 5(1)(a) of Regulation
(EU) 2018/1725], as mandated by the Treaties, in particular by articles 5, 11, 20, 21-40, 42, 43 of the Treaty
on European Union (TEU) and 2 (4) and (5), 205, 220-221, 326 – 334 of the Treaty on the Functioning of the
European Union (TFEU). Further reference: Council Decision of 26 July 2010 establishing the organization
and functioning of the EEAS (2010/427/EU) (OJ L 201, 3/8/2010, p. 30) and Shared Vision, Common Action:
A Stronger Europe - A Global Strategy for the European Union’s Foreign and Security Policy of June 2016
and Council Conclusions of October 2016 where the Council of the European Union emphasizes “the
need of joining up efforts in the field of public diplomacy including strategic communication, inside and
outside the European Union, to speak with one voice and ultimately promote its core values”.
Further reference:
Council Decision of 26 July 2010 establishing the organisation and functioning of the EEAS (2010/427/EU)
(OJ L 201, 3/8/2010, p. 30) and Shared Vision, Common Action: A Stronger Europe - A Global Strategy
for the European Union’s Foreign and Security Policy of June 2016 and Council Conclusions of October
2016 where the Council of the European Union emphasises “the need of joining up efforts in the field of
public diplomacy including strategic communication, inside and outside the EU, to speak with one voice and
ultimately promote its core values”.
At the same time, data processing for European Union communication activities and publications is
based on your consent requested separately [Article 5(1)(d) of Regulation (European Union) 2018/1725].
Your consent is required for:
- Photos, video recordings and web streaming related to events/meeetings which may be shared in ehef.id
- Attendance list containing your name, email, and education preferences which may be shared
- TIME LIMIT - DATA STORING
For what period and how we process your data? We aim to keep your data no longer than necessary for
the purposes we collect them. After the EHEF Indonesia 2022, your data are kept as long as follow-up
actions to the EHEF Indonesia 2022 are required. Reports and other material containing personal data
are archived. Personal data will be deleted five years after the last action concerning the EHEF
Indonesia 2022. Personal data may, however, be part of a contact list shared internally among ehef.id
services to promote future activities and disseminate information.
Personal data may be kept for information and historical, statistical, or scientific purposes for a longer
period including the publication on the European Union Delegation to Indonesia & Brunei Darussalam
or ehef.id with appropriate safeguards in place. ehef.id strives to ensure a high level of security for your
data, appropriate organizational and technical measures are ensured. Data is processed by assigned
staff members. Files have authorized access. General access to personal data is only possible for
recipients with a UserID/Password. Nevertheless, a residual risk always exists for communication over
the internet, including hacker attack and email exchange.
- RECOURSE
You have, at any time, the right to have recourse to ehef.id team at admin@ehef.id
