EUROPEAN CIVIL PROTECTION AND HUMANITARIAN AID OPERATIONS

Privacy

EU AID VOLUNTEERS PLATFORM PRIVACY STATEMENT

 

This statement refers to the EU Aid Volunteers Platform (EUAV). As this system contains individuals' personal data, its publishing and processing falls within the provisions of the Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000. This privacy statement explains to you the way in which this system uses personal data, and the way in which the privacy of this data is being protected.

1.What is the purpose of the data collection?

This site provides the ability for individuals and organisations interested in the EU Aid Volunteers initiative to participate in forums and find further information on getting involved in EU Aid Volunteers. It further allows participants in EU Aid Volunteers – participating organisation, EU Aid Volunteers and online volunteers – to carry out project implementation tasks.

The site additionally enables organisations running projects under EUAV, to publish their new vacancies to potential volunteers by logging in and creating / maintaining vacancy announcement about their deployment and online vacancies. The platform also includes a list of all the organisations which are certified under the EU Aid Volunteers initiative.

2.What personal data do we collect?

  • EU Aid Volunteers[1]: username, first name, family name, date of birth, gender, postal address, country of legal residence, nationality, email address, emergency contact, prior knowledge and experience, availability for projects, motivation to volunteer on a project, any additional information user wishes to provide, willingness to receive emails from EUAV.

  • EUAV online volunteers: username, first name, family name, gender, date of birth, nationality, telephone number(s).

  • Authorised representatives of certified organisations: first name, family name, user name, email address, organisation(s) the person is entitled to administer.

  • Platform users linked to a certified organisation or EUAV project: name, email address.

  • Individual members of the public registered to the public forum: first name, family name, user name, email address, organisation(s) if applicable, country

  • Project leaders: first name, family name, user name, email address, organisation(s) and project(s) for which the person is entitled to edit and create content.

3.Which technical means do we use for processing your data?

The data collection and processing is done using the Commission's IT standards and telecommunication infrastructure. The data is stored in a central database (managed by DG ECHO) and located at the Commission Data Centre in Luxembourg.

4.Who has access to your information and to whom is it disclosed?

The username is visible to all users, but Account information is kept private. The users can modify through their profile the way the platform interacts with them and the notifications they will receive.

All users of the platform agree not to disclose, publish, transfer or provide direct links to any Personal Data found on the platform to any third party, unless explicitly approved by the person(s) concerned.

Personal details of EU Aid Volunteers are accessible by the authorised representatives of the certified organisations running the project to which the EUAV is a member.

In addition, all of the personal data is accessible by:

  • Staff of DG ECHO responsible for the implementation of services through the EU Aid Volunteers Platform and of EACEA, responsible for the implementation of EU Aid Volunteers projects.

  • Staff of the competent European Commission Services co-responsible for implementation of web-services and related infrastructure (DIGIT).

Personal data might be able to be disclosed, if necessary, to:

  • Staff of the Internal Control Capacity of DG ECHO.

  • Staff of the Internal Audit Service (IAS) of the European Commission.

  • Staff of the European Anti-Fraud Office (OLAF)

5.How long do we keep your data?

 

ECHO.A.3 only keeps the data for the time necessary to fulfil the purpose of collection or further processing. In detail, unless a user requests to remove him from the platform, personal data along with the user account will be kept on the site as long as payement appropriations are allowed for actions in the framework of the Regulation, i.e. all actions should be concluded by 31 December 2022.

6.How can you access your personal data, verify its accuracy and, if necessary, correct it?

You have the right to access the stored personal data and, if necessary, ask for your data to be corrected, by contacting the Data Controller of the EUAV Platform, who is:

Head of Unit ECHO.A.3 "Disaster Risk Reduction, EU Aid Volunteers"
Rue de la loi 86
B-1049 Brussels
email: ECHO-EU-AID-VOLUNTEERS-PLATFORM@ec.europa.eu

7.What are the security measures taken to safeguard your information against possible misuse or unauthorised access?

The data is safeguarded in the Commission and covered by the numerous defensive measures implemented by the Commission to protect the integrity and confidentiality of the electronic assets of the Institution.

Additionally, all users of the platform agree not to disclose, publish, transfer or provide direct links to any Personal Data found on the platform to any third party, unless explicitly approved by the person(s) concerned.

8.Whom to contact if you have queries or complaints about data protection of individuals?

You should contact the Data Controller for the EUAV Platform, who is:

Head of Unit ECHO.A.3 "Disaster Risk Reduction, EU Aid Volunteers"
Rue de la loi 86
B-1049 Brussels
email: EAC-EYP@ec.europa.eu

If you have further queries or complaints, you can also contact:

9.Recourse

In case of conflict, complaints can be addressed to the European Data Protection Supervisor (EDPS) http://www.edps.europa.eu

10.Where to find more detailed information?

The Commission Data Protection Officer publishes the register of all operations processing personal data. You can access the register on the following link: http://ec.europa.eu/dpo-register.

This specific processing has been notified to the DPO with the following reference: DPO-3883.

 

[1] REGULATION (EU) No 375/2014 of 3 April 2014, Article 3 ‘EU Aid Volunteer’ means a candidate volunteer who has been selected, trained in accordance with the specific standards, procedures and reference criteria, assessed as eligible and registered as available for deployment to support and complement humanitarian aid in third countries