User policies and agreements
The EU Academy Privacy Statement
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about
the processing and the protection of your personal data.
Processing operation: EU Academy e-learning platform
Data Controller: European Commission, Joint Research Centre (JRC.A.5)
Record reference: DPR-EC-05546.1
Table of Contents
2. Why and how do we process your personal data?
3. On what legal ground(s) do we process your personal data?
4. Which personal data do we collect and further process?
5. How long do we keep your personal data?
6. How do we protect and safeguard your personal data?
7. Who has access to your personal data and to whom is it disclosed?
8. What are your rights and how can you exercise them?
9. Contact information
10. Where to find more detailed information?
The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respecting 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, 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 “EU Academy e-learning platform” undertaken by European Commission Joint Research Centre (JRC.A.5) is presented below.
2. Why and how do we process your personal data?
Purpose of the processing operation: JRC.A.5 collects and uses your personal information to ensure the functioning, management and promotion of the information and education platform called EU Academy. In particular, data is collected and processed for the following specific purposes:
· to identify users (EU Login)
· to ensure a satisfactory user experience on the platform;
· to ensure a satisfactory individual and social learning experience for users of the platform;
· to collect information related to use of the platform, for the purpose of delivering personalised recommendations;
· to ensure that the user history of activity on the platform (content started, finished, certificates etc) is easily accessible to users.
· to generate certificates and badges;
- to communicate with users regarding content they are enrolled to and content they are granted access to;
· to monitor the number of users enrolled on learning resources;
· to monitor the number of users registered on the EU Academy;
· to organise trainings activities and events, including management of participant lists;
· to provide online subscription to, dissemination and management of the EU Academy newsletter.
The EU academy is a modern online learning platform, containing learning materials and resources (courses, events, communities, media channel, assessments and microlearnings), designed for external stakeholders, working and aspiring professionals, private, public and third sector organisations, working on or interested in the implementation of EU policies in Member States and regions, and beyond. The platform brings together in a seamless user experience a number of state of the art tools for delivery of learning solutions, including online courses, interactive online and live classroom experiences and learning community management services.
Your personal data will not be used for automated decision-making including profiling.
- On what legal ground(s) do we process your personal data?
We process your personal data, because, according to Article 5(1)(d) of Regulation (EU)2018/1725, you have given consent to the processing of your personal data for the purposes outlined in this privacy notice.
We do not process special categories of personal data, therefore Article 10 of Regulation (EU) 2018/1725 does not apply.
4. Which personal data do we collect and further process?
In order to carry out this processing operation JRC.A.5 collects the following categories of personal data:
- Identification data:
Mandatory data: first name, last name, email address, preferred language of communication, country, IP address
Non mandatory: alias
- HR related data:
Non mandatory data: topics of interest, occupation, experience level, highest level of education attained, employer, organisation type, industry, agreement to receive newsletter.
- Other types of data specific to the processing operation:
Non mandatory data: content related activity on the platform (for individuals and groups: content followed, started, finished, certificates and badges awarded, etc.
Non mandatory data: Newsletter Signup (Y/N)
- Educational or instructive videos and capture of image and/or voice
The provision of personal data is not mandatory and collection or processing of this data will be based on prior consent.
- How long do we keep your personal data?
JRC.A.5 only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely:
Personal Data/HR data/Other data: While the user profile is active and user has not decided to delete it. Inactive user accounts will be deleted from the EU Academy after a period of three years of inactivity. Before of expiry of this period, an email will be sent to verify if the user wishes to continue or not the registration on the platform. Without users' reply, the user's personal data will be deleted.
Newsletter personal data related: This data will be deleted from the EU Academy after a period of three years of inactivity of the user on the EU Academy platform. Before the expiry of this period, an email will be sent to verify if the user wishes to continue or not his or her registration to the newsletter. Without users' reply, the the user's personal data will be deleted.
Educational or instructive videos and capture of image and/or voice: This data will deleted from the EU Academy platform three years after the last interaction of the user on the platform, unless the data protection requirements of EU programmes and initiatives to which the user is signed up indicate otherwise..
- 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 European Commission or of its contractors. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.
The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).
In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. These technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
- Who has access to your personal data and to whom is it disclosed?
Access to your personal data is provided to the Commission 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.
Access to your personal data is also provided to Commission staff acting as content owners and teachers within the EU Institutions who need this data to generate analytics reports related to learners and learning taking place within their content.
Access to your personal data may be provided to external course owners, teachers, learning managers, mentors and programme managers for the purposes of generating analytics reports related to learners, learning and learner support related to the content the data subject is enrolled in.
Comments about the learning resources posted by registered users are treated anonymously. The administrators of the EU Academy will delete any comment which is not in line with the Code of Conduct or if personal data is revealed.
Learning resources such as videos and documents containing personal data (name and username of speakers/moderators/teachers) are accessible to registered users.
In some cases, registered users can share/disseminate the learning resources.
- 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 consented to provide your personal data to JRC.A.5 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 have withdrawn the 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.
- 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:
- 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 (firstname.lastname@example.org) 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.
- Where to find more detailed information?
The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the 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-05546.1 - EU Academy e-learning platform.