At CESI, we are fully committed to ensuring the protection of personal data in line with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). As a data controller, CESI follows the principles of transparency, fairness, and accountability in all our data processing activities.

Purpose of data collection:

We collect and process personal data for the purpose of fulfilling our organisational objectives, managing events, distributing newsletters, maintaining communication channels, and reporting on EU-funded projects. Personal data may include names, contact details, photographs, and other necessary information.

Legal basis for processing:

CESI processes personal data based on the following legal grounds:

1. Consent: In cases where we ask for explicit consent, such as for newsletters, photographs, and video recording at events.

2. Contractual obligations: When processing is necessary to fulfill a contract or to provide services requested by individuals.

3. Legitimate interests: Where CESI has a legitimate interest in processing data, for instance, for communication with stakeholders or reporting purposes.

Data minimisation & retention:

We ensure that only the minimal necessary data is collected and processed, relevant to the specific purpose. Personal data is retained only for as long as necessary to fulfill the intended purpose or as required by law. When no longer needed, data will be securely erased.

Rights of data subjects:

CESI recognises the rights of individuals under GDPR, including:

•The right to access personal data we hold.

•The right to request correction or deletion of data.

•The right to object to or restrict processing.

•The right to data portability.

•The right to withdraw consent at any time.

Data security:

We implement robust security measures to protect personal data from unauthorised access, disclosure, or alteration. This includes encryption, secure storage solutions, and restricted access protocols.

Data collection at CESI events and events of our members and partners

CESI and its members organise events and meetings where we may collect personal data in the form of photos, videos, meeting recordings, and live streams. These materials are used for the following purposes:

-Event coverage and communication: We publish photos and videos on our social media platforms, website, and internal communication channels to provide event highlights and updates.

-Reporting for EU-funded projects: Photos, videos, and recordings may also be used in reports related to EU-funded projects. This may involve sharing such materials with the EU Institutions to fulfil our reporting obligations. Additionally, this material may be published in EU-related sources for the purpose of ensuring transparency and accountability in the use of EU funds.

Your rights and our commitment:

We are committed to processing personal data in accordance with the GDPR and upholding your rights, including:

-Right to information: We inform participants prior to events about the collection of media and its intended use. Participants are encouraged to ask any questions or request further details.

-Right of access and rectification: You may request access to your personal data, including media in which you appear, and request corrections if needed.

-Right to erasure and restriction of processing: Upon request, you may ask for the removal of your personal data from our published materials under certain conditions.

-Right to object: You have the right to object to the processing of your personal data, especially when it comes to media that is shared publicly.

Data security and retention:

CESI applies strict security measures to safeguard the integrity and confidentiality of personal data. Media files are retained for the duration necessary to fulfil the purposes for which they were collected, in alignment with GDPR retention requirements.

For further enquiries or to exercise your rights regarding personal data, please contact us at [email protected].