ICE EEIG (hereinafter: ICE) with its registered office in Brussels, as the Processor of your personal data on behalf of the Controller who, according to the contract between the European Union represented by the European Commission and the consortium of ICE, Sfere, GreatVisory, IBE, is the European Commission, with a view to adapting to the new obligations regarding the processing of personal data (Regulation (EU) 2016/679 of the European Parliament and of the Council, so-called GDPR), is hereby providing mandatory information about the processing of your personal data. ICE also informs you that you have the right to access, correct, limit the scope of or request the removal of your data from the personal data file of ICE at any time. In order to exercise the above rights, please contact ICE by e-mail at firstname.lastname@example.org.
Collection and use of personal data
In some cases, if the user has registered to use selected services, his/her e-mail address may be temporarily stored by ICE until ICE has received the request (sent by email, from the address provided during registration to confirm it) to remove your data.
ICE collects only personal data that is necessary to process the requests of the persons visiting the website ‘dear-programme.eu’. If additional optional information is needed, the user is notified of this before acquiring such information.
ICE does not deliberately collect “sensitive” personal data, unless such an obligation results from the law in force. Sensitive information includes personal data regarding race, origin, political beliefs, trade union membership, religion, views, physical or mental health, intimate life or criminality of the user. ICE urges all users to be cautious when forwarding sensitive information to ICE , and, under no circumstances, provide sensitive information to ICE unless they consent to the use of such information by ICE in order for ICE to legally operate, and unless they consent to entrust processing and storage of such data in ICE databases. If you have any questions about whether the transfer of sensitive information to ICE is or may be required in a specific case, please contact us at email@example.com.
Automatic collection of personal data
An IP address is a number assigned to the user’s computer when connected to the Internet, which allows communication between the computer and the server. The IP addresses of the users visiting the website ‘dear-programme.eu’ may be registered to ensure the security of the information system and for diagnostic purposes. This information may also be used in a collective form to analyse Internet trends and evaluate the operation of the website.
Cookies are placed by the website ‘dear-programme.eu’ on the user’s computer or device connected to the Internet during every visit to the website, which allows the website to remember the user’s computer or device and serves several purposes.
On the website ‘dear-programme.eu’ a banner is displayed asking for permission to place cookies on the user’s computer. The second type of cookies, also known as session cookies, may be required to support selected functions. This type of cookies is not blocked if the user does not agree to their placement on his/her computer.
Although most web browsers automatically allow cookies to be placed on computers, the user may not consent to this by changing browser settings (in most cases, this option can be found under Tools or Preferences menu). The user can also delete cookies from their devices at any time. In this case, it must be noted that by not consenting to the placement of cookies, the user will not be able to take full advantage of all the functions of the website ‘dear-programme.eu’.
Additional information on cookies management can be found in a browser’s Help menu.
The website ‘dear-programme.eu’ may use other third-party tools and widgets to offer additional functionalities to users. Using these tools or widgets may result in collecting cookies on the users’ devices in order to facilitate the use of the website and to ensure that the user interaction is displayed correctly.
Cookies themselves do not contain information about the user’s e-mail address and his/her personal data. Analytical reports of ICE may contain other identifiers, including IP addresses that are used to determine the number of unique visitors to the website ‘dear-programme.eu’ and to determine trends by country of origin, not to identify individual users.
Visiting the website ‘dear-programme.eu’ or entering a login to access the part of the website intended only for the registered users is equivalent to agreeing to place cookies on the user’s computer or the device connected to the Internet.
ICE understands the importance of protecting children’s privacy, especially on the Internet. The website ‘dear-programme.eu’ is not intended for children under the age of 13. One of the principles of ICE policy in this regard is to refrain from conscious collection or storage of data on persons under the age of 13, except for situations in which such data is part of activities related to the provision of professional services.
Sharing and entrusting the processing of personal data
ICE does not share personal data with unrelated parties, except for situations in which it is necessary in connection with the conduct of ICE’s business or in order to process the user requests, or in situations required or permitted by law.
ICE may, in certain cases, provide information about the users to external firms or service providers to process their requests.
In addition, ICE may entrust the processing of personal data outside geographic boundaries and transfer it to other external entities cooperating with ICE or acting on our behalf.
ICE may disclose personal data in connection with the sale, assignment or other transfer of the ownership of the website ‘dear-programme.eu’, to which this data relates, as well as at the request of law enforcement authorities, or if required by laws in force, court judgments or other state regulations. The need to disclose personal data may also be caused by audits of data privacy/security and/or when dealing with complaints or when performing actions related to security risks. ICE does not sell personal data to third parties, neither does it entrust to third parties the processing of personal data provided by the users, which could be used by such third parties for their marketing purposes.
During a standard visit to the website ‘dear-programme.eu’, providing personal data is not necessary, however, ICE may require specific data to be sent if the user wishes to obtain additional information about ICE services or events. The user may also be asked by ICE whether he/she agrees to the processing of their personal data in a particular manner, to which the user may consent or refuse.
As mentioned earlier, users have the possibility of configuring their web browsers to reject all cookies or notify them of installation of cookies. However, it must be noted that after rejecting cookies, some elements of the website ‘dear-programme.eu’ may not work properly.
If users entrust ICE with their personal data, in most cases they have appropriate access to them, thanks to which they can modify or correct any possible errors contained therein. The user may also send a request at firstname.lastname@example.org to update or delete certain data, and ICE will take all appropriate measures to comply with such a request, provided that it is in line with the law in force.
Detailed conditions for the processing of personal data by ICE.
Detailed conditions for the processing of personal data by ICE in relation to personal data collected via registration and subscription forms as well as other types of forms and web applications used at the website ‘dear-programme.eu’.
Additional terms for the following forms or applications are described below:
Form “Registration Form”
According to art. 13 of the General Data Protection Regulation (GDPR) of 27 April 2016 (OJ L 119, 4.5.2016), we inform that:
- The Controller of your personal data, according to the contract between the European Union represented by the European Commission and the consortium of ICE , Sfere, GreatVisory, IBE , is the European Commission
- The Processor of your personal data is ICE EEIG with its registered office in Brussels at 150 Chaussée de la Hulpe,
- Your personal data will be processed for the purpose of participation and organization of trainings and conferences on the basis of Article 6, para. 1, letter a, of the General Data Protection Regulation of 27 April 2016,
- Your personal data will be stored for the period of 10 years
- You have the right to request the Processor to grant you access to your personal data, the right to correct, delete or limit processing of your data, the right to withdraw consent and the right to transfer data,
- You have the right to lodge a complaint with the supervisory authority,
- Providing personal information is voluntary.
Data collected on the form includes:
- First name
- Last name
- Country of location
- E-mail address
- Name of your organisation/ institution/ agency/ local authority/ government or European Commission department/ other
- Your position/job title/role
- Logistic information:
- Arrival date,
- City/Airport of departure,
- Departure date from,
- Passport/ID Number,
- Date of birth,
- Additional travel comments,
- Dietary, access or other requirements, if any
Data security and integrity
ICE applies appropriate policies and procedures for the protection of personal data against unauthorized damage, misuse, alteration or destruction. However, even despite best efforts, it is not possible to completely protect data from all threats. ICE makes every effort to ensure that access to the users’ personal data is limited to the persons who need to know this information. Persons who have access to this data are obliged to keep it confidential. Additionally, one of the principles of ICE policy in this regard is to store users’ personal data only for such a period in which it is necessary to process their requests or until they request the removal of such information.
Links to other websites