Velomai

PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about  the processing and the protection of your personal data.

 

Processing operation: Walking challenge

Data Controller: HR.D.1

Record reference:  DPR-EC-05767

 

1. Introduction

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, 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 “Walking challenge“ undertaken by HR.D.1 is presented below.

2. Why and how do we process your personal data?

Purpose of the processing operation: HR.D.1 collects and uses your personal information to run the competition Walking challenge.  Walking challenge is a campaign to promote walking as a healthy – and sustainable – mode of transport to commute to work.  In practice, the campaign is a competition of individuals, services and european institutions awarding the best performers of each category.

Only people with an IT account of the European Institutions (including students from European Schools) can register in the system, because the access uses technology linked with the EU LOGIN accounts used by the European Institutions.  After the registration, each person can declare the distance per day covered by bike or by foot.

Your personal data will not be used for an automated decision-making including profiling.

3. On what legal ground(s) do we process your personal data

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;
• The data subject has given consent to the processing of his or her personal data for one or more specific purposes

4. Which personal data do we collect and further process?

In order to carry out this processing operation HR.D.1 collects the following categories of personal data:

• First name, family name
• Institution, department/service/unit
• e-mail address
• Gender
• Number of steps walked/kilometers rode by bike
• Team name
• Pictures posted by the user

Part of the personal data (name, email and institution) is recovered automatically within the authentication process from EU login API, and the person selects his/her gender during the registration.  Also, each person can chose if the name will be visible or not, and in the latest case the person is removed from the competition as individual.

5. How long do we keep your personal data?

HR.D.1 keeps your personal data for five years. Making the data available this period encourage participants to overcome their previous records. The design of the application aims encouraging physical activity and healthy/green commuting. Additionally, due to the length of series, Directorates General and Institutions will promote further the participation.

6. 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. 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.

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. 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 the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

7. 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.

Some of the personal data could be published on the Intranet of its Institution. No data will be transferred outside the EC, with the exception of the EASME agency as main data processor of the VeloMai IT tool.

The site provides updated statistics to all registered users on the best performers of their own service, institution and the overall ranking.  People that declined their visibility in the system are not shown and their counts only aggregate to their service and institution totals.

Results of the comptetion (totals per Institution, Directorate Genral and team) as the name of the winners in each category will be published in the websites of the European instititutions participating in Walking challenge campaing.

8. 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, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.

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.

9. Contact information

You have the right to access, rectify or erase or restrict the processing of your personal data or, where applicable, the right to object to processing or the right to data portability in line with Regulation (EU) 2018/1725.

Any such request should be directed to the Data Controller, HR-MAIL-D1@ec.europa.eu

You        may       also        contact                the         Data      Protection          Officer of           the                Commission (DATAPROTECTIONOFFICER@ec.europa.eu).

Any information relating to processing of your personal data is detailed in the register of the Data Protection Officer of the Commission. You may access the register via the following link:

http://ec.europa.eu/dpo-register record reference DPR-EC-05767.

10. Recourse

You have the right to lodge a complaint to the European Data Protection Supervisor (https://edps.europa.eu/data-protection/our-role-supervisor/complaints_en) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data.