The EIB processes personal data of individuals under the terms of EU Regulation 2018/1725 on the protection of natural persons (data subjects) with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.
Considered as data subject is a person invited to, participating in or attending an EIB
(co-)organised event as well as a person receiving information about a future (co-)organised EIB event. Considered as an EIB Group (co-)organised event are conferences, seminars, workshops and (group) visits that take place in and outside of the premises of the bank.
There are two types of data processing and collecting, as set out below. Data subjects are asked to agree to either or both types of processing and collecting.
- The processing of personal data for the purpose of registering for a specific event
By registering for a specific event, the data subject agrees to the processing and collecting of his/her personal data for professional purposes related to a specific event. Such data is collected by authorised EIB staff members only and becomes part of the mailing list dedicated to the management and organisation of the specific event.
Data subjects are entitled to:
- have access to their data, and under duly justified reasons
- may request to modify or erase their data
- withdraw at any time their consent to the processing of their personal data
- ask for their data to be used in a restrictive way
In case of an event which is co-organised or co-sponsored with a non-EIB organisation, the collected data will not be shared with the co-organiser(s) of the jointly organised event.
- The processing of personal data into a mailing list with the purpose of inviting data subjects to future EIB events
By giving consent, collected personal data becomes part of a list of contact details (also referred to as a mailing list) shared internally amongst EIB Group services for the purpose of contacting data subjects in the context of future EIB Group activities.
A storage limit of 1 year is applied to data that has been collected and processed under either type of data processing and collecting as set out above.
- The processing of personal data if the event takes place in a non-EEA (non-European Economic Area) country
By giving consent for a specific event, that takes place in a non-EEA country, the collected personal data may be shared with the host country authorities or event co-organiser in order to facilitate and realise the organisation of the event.
Live web streaming, audio and visual recording
Photographs and/or audio-visual footage can be taken and/or live-streamed during (part of) an EIB event. Photos and videos can be published on the EIB website and social media pages as well as on the (partner) organisation’s online platforms. Photos and videos can be reproduced in various media including EIB publications, social networks and press, in connection with a specific event, or for further cultural and institutional purposes as well as for promotional activities of the EIB. By attending an EIB (co-)organised event, the data subject agrees that he/she may appear in published photos and/or videos as stated above.
Webinars may be recorded and the recording is kept online on the EIB Webex platform as long as considered to serve the overall information and training purpose for the general public.
By registering and logging on to a webinar, the participant agrees and provides consent to the following: (a) personal information (data) of participants may be heard, seen, read, collected, or used by EIB as the organiser and other webinar participants; (b) any communication or information transmitted during the webinar, such as voice, life instant messaging displaying names of those intervening, presentations, are available to the webinar audience and are also recorded for EIB further promotion and information purposes; (c) EIB may further use the information available on the webinar such as invitee lists, attendee logs ,information on the webinar subject matter and the recording thereof. As regards all elements under c) except the recording, the participants can withdraw their consent at any time without affecting the lawfulness of processing based on the consent before its withdrawal.
Sensitive data (including dietary restrictions, passport details, nationality, accommodation, flight details …)
Sensitive data is only used for professional purposes and to the extent that is relevant for the (co-)organisation and management of an event.
Sensitive data is collected by authorised EIB staff members only. Data subjects are entitled:
- access to their data
- to request to modify or erase their data
- to withdraw at any time their consent to the processing of personal data, and
- to ask for their data to be used in a restrictive way
Sensitive data is kept for the duration of the event and is deleted after the event as in accordance with Art. 10 Regulation 2018/1725 on sensitive data.
More information and complaints
If the data subject does not agree with the collection and processing of his/her data, or if he/she wishes to lodge a complaint with the European Data Protection Supervisor (EDPS) or wishes to address any doubts to EIB’s Data Protection Officer (DPO), he/she can contact DataProtectionOfficer@eib.org.