1. INTRODUCTION

The protection of your personal data and privacy is of great importance to the European External Action Service (EEAS) and to the Delegations of the European Union. You have the right under EU law to be informed when your personal data is processed [collected, used, stored] as well as about the purpose and details of that processing.

When handling personal data, we respect the principles of the Charter of Fundamental Rights of the European Union, and in particular Article 8 on data protection. Your personal data are processed in accordance with Regulation (EU) 2018/1725 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, aligned with Regulation (EU) 2016/679, the General Data Protection Regulation. In this privacy statement you find information about how the EEAS and EU Delegations process your personal data and what rights you have as a data subject.

2. PURPOSE OF DATA PROCESSING:

Why do we process your data?

The purpose of the processing is to ensure proper organisation and management of the European Union Film Festival 2022 by the EU Delegation to India in order to disseminate information among participants and to the public, enhance cooperation, networking, facilitate exchange fora, often web-based. It is also intended to promote the festival by publishing photos, videos and interviews recorded before, during and after the event.

You can find information on the legal basis in Point 7 of this Privacy Statement.

• The organisation of the ‘European Union Film Festival 2022′ includes the management of contact and mailings lists for invitations, registrations, handling of participation requests and feedback, the preparation and distribution of preparatory materials, and news items and publications to the participants.
• Publication and communication activity related to ‘European Union Film Festival 2022’ for dissemination purposes includes the publication of information about the European Union Film Festival 2022 on the EEAS Intranet and/or on the EEAS website and through the EEAS social media channels, including photos and videos, web streaming, audio or video recording taken during the event.

3. DATA PROCESSED:

What data do we process?

I. Personal data will be collected, used and kept only to the extent necessary for the purposes above. Data, including personal data, that may be processed, are the following:

• Identification and contact data, including name
• Login credentials in case of online registrations

II. Data collection by websites: when using online applications, websites may apply dynamic tools such as cookies for technical functioning, gathering statistics and providing a personalised experience for you as a user. More information about cookies can be found on the specific websites.

4. DATA CONTROLLER:

Who is entrusted with processing your data?

The data controller determining the purpose and means of the processing is the EU Delegation to India (EEAS).

The EU Delegation to India is responsible for managing personal data processing under the supervision of the Head of Delegation and is the organising entity of the European Union Film Festival 2022.

5. RECIPIENTS OF THE PERSONAL DATA:

Who has access to your data?

The recipients of your data may be:

• Designated organising staff of the EEAS/EU Delegation
• Assigned staff of other EU institutions and other assigned organiser team members, if required
• Security and other partners, contractors, service providers on behalf of the organiser
• Technical staff if relevant
• EEAS staff
• CineEuropa, who is the implementing partner of the virtual Film Festival
• Festival Scope, the service provider of the EU Delegation to India for the festival

With the exception described above, no personal data is transmitted to third countries or to international organisations, which are outside the recipients and the legal framework mentioned. Data will not be shared with third parties for direct marketing. Access to personal data by the Service Provider for the purpose of management and maintenance of the Registration page is implemented in accordance with the provisions of Chapter V of Reg. (EU) 2018/1725, in particular Art. 50. The service provider is Festival Scope, a company sub contracted for the purpose of hosting the virtual leg of the European Union Film Festival. The service provider is bound by contractual clauses for the protection of your data.

Under certain conditions outlined in law, we may disclose your information to third parties, (such as the European Anti-Fraud Office, the Court of Auditors, or law enforcement authorities) if it is necessary and proportionate for lawful, specific purposes. Service providers will process data on documented instructions and on behalf of the EEAS/EU Delegation in accordance with Article 29 of Regulation (EU) 2018/1725. Data will not be communicated to third parties, except where necessary for the purposes outlined above.

Social Media

The EEAS and the EU Delegation to India use social media to promote and inform about events and meetings through widely used and contemporary channels. In addition to the EEAS Webpage, videos may be uploaded to the EEAS YouTube channel and links from our website can appear on Twitter, Instagram, Flickr and Facebook. The use of social media does not in any way imply endorsement of them or their privacy policies. We recommend that users read the Twitter, Flickr, Facebook, Instagram and YouTube privacy policies which explain their data processing policy, use of data, users’ rights and the way how users can protect their privacy when using these services.

 6. ACCESS, RECTIFICATION, ERASURE OF DATA:

What rights do you have?

You have the right of access to your personal data and the right to correct any inaccurate or incomplete personal data. The right of rectification can only apply to factual data processed. Individuals registering to events online can also update, delete their data or unsubscribe online. Under certain conditions, you have the right to ask the deletion of your personal data or restrict its use. Special attention is drawn to the consequences of a request for deletion, in which case any means to be able to contact you may be lost. You have the right to object on grounds relating to your particular situation to the publication of your personal data or to withdraw consent to the processing of data based on your consent (see point 7). We will consider your request, take a decision and communicate it to you. If you wish to exercise these rights, you can send an e-mail with a copy of an identification document (ID card or passport) to confirm your identity. This document should contain an identification number, country of issue, period of validity and your name, address and date of birth. Any other data contained in the copy of the identification document, such as a photo or any personal characteristics, may be blanked out. You find more information in articles 14 to 21, 23 and 24 of Regulation (EU) 2018/1725. In specific cases, restrictions under Article 25 of the Regulation may apply. If you would like to exercise your rights or have any questions you may contact the Data Controller.

To contact the data controller please use the functional mailbox of the EU Delegation to India: delegation-india-press@eeas.europa.eu

For more information on the European Union Film Festival, visit euffindia.com

7. LEGAL BASIS:

On what grounds we collect your data?

The processing of personal data related to the European Union Film Festival organised by the EU Delegation to India is necessary for the performance of a task carried out in the public interest [Article 5(1)(a) of Regulation (EU) 2018/1725], as mandated by the Treaties, in particular by articles 5, 11, 20, 21-40, 42, 43 of the of the Treaty on European Union (TEU) and 2 (4) and (5), 205, 220-221, 326 – 334 of the Treaty on the Functioning of the European Union (TFEU).

Further reference:

Council Decision of 26 July 2010 establishing the organisation and functioning of the EEAS (2010/427/EU) (OJ L 201, 3/8/2010, p. 30) and Shared Vision, Common Action: A Stronger Europe – A Global Strategy for the European Union’s Foreign and Security Policy  of June 2016 and  Council Conclusions of October 2016 where the Council of the European Union emphasises “the need of joining up efforts in the field of public diplomacy including strategic communication, inside and outside the EU, to speak with one voice and ultimately promote its core values”.

Your consent is required for inclusion of your data in a permanent contact list shared internally among EEAS services for the purpose of promoting future EU activities/events and disseminating information. You can withdraw your consent at any time and you also have the option not to give consent.

8. TIME LIMIT – DATA STORING:

For what period and how we process your data?

Our aim is to keep your personal data not longer than necessary for the purposes we collect them. After the conclusion of the European Union Film Festival, your data are kept as long as follow-up actions to the European Union Film Festival are required. Reports and other material containing personal data are archived according to e-Domec policy.

Personal data will be deleted five years after the last action in relation to the European Union Film Festival. Personal data may, however, be part of a contact list shared internally among EEAS services for the purpose of promoting future EU activities and disseminating information. The privacy statement on public diplomacy initiatives is also available on the EEAS website. Financial data related to the European Union Film Festival will be kept for a maximum period of 10 years after the end of the event or meeting for auditing purposes. Personal data may be kept for information and historical, statistical or scientific purposes for a longer period of time including the publication on the EU Delegation to India website and social media handles, EEAS Intranet or EEAS website with appropriate safeguards in place.

The on-ground festival has free entry on first come first serve basis.

For the virtual Film Festival, the viewer will have to register once on Festival Scope, which is hosting the online festival. Please see their privacy policy for further information.

Security of data

The EEAS and the EU Delegation to India strive to ensure a high level of security for your personal data. Appropriate organisational and technical measures are ensured according to Article 33 of Reg. (EU) 2018/1725. The collected personal data are stored on servers that abide by pertinent security rules. Data is processed by assigned staff members. Access to specific files requires authorisation. Measures are provided to prevent unauthorised entities from access, alteration, deletion, disclosure of data. General access to personal data is only possible to recipients with a UserID/Password. Physical copies are stored in a secured manner. In case a service provider is contracted, as a processor, the collected data may be stored electronically by the external contractor, who has to guarantee data protection and confidentiality required by the Reg. (EU) 2018/1725. These measures also provide a high level of assurance for the confidentiality and integrity of the communication between you [your browser] and the EEAS/EU Delegation to India. Nevertheless, a residual risk always exists for communication over the internet, including email exchange. The EEAS relies on services provided by other EU institutions, primarily the European Commission, to support the security and performance of the EEAS website.

9. EEAS DATA PROTECTION OFFICER:

Any questions to the DPO?

If you have an enquiry you can also contact the EEAS Data Protection Officer at
data-protection@eeas.europa.eu

10. RECOURSE

You have the right to have recourse at any time to the European Data Protection Supervisor at
edps@edps.europa.eu