Data privacy policy

The objective of this data protection notice is to inform visitors of the ManagEnergy website and users of services about the processing activities related to their personal data.

In accordance with Regulation (EU) 2018/1725 of 23 October 2018 on data protection (hereinafter the Regulation), the European Climate Infrastructure and Environment Executive Agency (hereafter CINEA) collects your personal data only to the extent necessary to fulfil the precise purpose related to its tasks.

1. The controller is the Head of the LIFE Energy + LIFE Climate Unit of European Climate, Infrastructure and Environment Executive Agency, established by the European Commission (hereafter CINEA) who can be contacted at cinea-life-cetec [dot] europa [dot] eu (cinea-life-cet[at]ec[dot]europa[dot]eu.)

The following entities process your personal data on behalf of CINEA in order to manage and update the ManagEnergy website:

• akaryon GmbH, Grazer Strasse 77, A-8665 Langenwang , Austria, phone +43 (0)3854 25099 and Weyringergasse 30B/19, A-1040 Vienna, Austria, infoakaryon [dot] com (info[at]akaryon[dot]com);
• FEDARENE, rue du Collège 27 1050 Brussels, Belgium, phone +3226468210, fedarenefedarene [dot] org (fedarene[at]fedarene[dot]org)

The purpose of this processing is to:

• Inform visitors about the ManagEnergy Initiative and other related content relevant for the sustainable energy community across Europe;
• Manage and display the Energy Agencies Map and Database.

The data subjects concerned by this notice are visitors of the ManagEnergy website as well as local and regional energy agencies displayed on the Energy Agencies Map.

The legal basis for the processing activities are: Council Regulation 58/2003 of 19 December 2002, laying down the Statute for executive agencies to be entrusted with certain tasks in the management of EU programmes; Commission Implementing Decision (EU) 2021/173 of 12 February 2021 establishing the European Climate, Infrastructure and Environment Executive Agency, ./… and repealing Implementing Decisions 2013/801/EU, ./…; Commission Decision C(2021)947 of 12 February 2021 delegating powers to the European Climate, Infrastructure and Environment Executive Agency¹; Regulation (EU) 2021/783 of the European Parliament and of the Council of 29 April 2021 establishing a Programme for the Environment and Climate Action (LIFE), and repealing Regulation (EU) No 1293/2013.

The categories of personal data collected and used for the processing operations are: first name, last name, agency/organisation, professional email address, country, phone numbers, which are mandatory for the purpose(s) outline above.

In addition, the following non-mandatory data are collected: position, number of agency staff, website and social media channels.

Where personal data has NOT been obtained directly from the data subject, it came from the following publicly accessible sources: websites of the agencies or their national associations or from FEDARENE database.

CINEA keeps data in accordance with the 2019 Retention List of the Commission (2 years for website related data and communication activities and 5 years for events). The time limits for keeping the data are the following: your personal data will be kept for a maximum period of 36 months after the end of the current ManagEnergy services contract in November 2026, which is the timing necessary to perform all actions mentioned in Section 2 above. Data will be deleted at the end of this period.

How is your data protected and safeguarded? All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission and of its contractors, which abide by strict security measures to protect the security and integrity of the relevant electronic assets. FEDARENE stores the data in a protected area of its Network Attached Storage. Its server is secured under VPN. Akaryon does not store any personal data. The processing of your data will not include automated decision-making (such as profiling).

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. 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 given processing operations.

The Commission’s contractors are bound by specific contractual clauses for any processing operations of your personal data on behalf of the Commission and by the confidentiality obligations deriving from the General Data Protection Regulation (‘GDPR’ - Regulation (EU) 2016/679)

All recipients are on a "need to know" basis: The recipients of your data will be authorised staff of CINEA and European Commission staff in charge of the ManagEnergy service or interested in its activities, and relevant staff of the ManagEnergy consortium (contractor). Visitors of the ManagEnergy website will have access to the energy agencies profiles registered on the site.

In case of audits or proceedings, etc., personal data may be provided to CINEA’s Internal Controller, DPO, Legal Sector, Staff Committee, etc. In addition, data may be disclosed to public authorities in accordance with Union and Member State law such as the European Court of Justice or a national judge as well as the lawyers and the agents of the parties in case of a legal procedure, Investigation and Disciplinary Office of the European Commission (IDOC), the competent Appointing Authority in case of a request or a complaint lodged under Articles 90 of the Staff Regulations, European Anti-Fraud Office (OLAF), the Internal Audit Service of the Commission, the Court of Auditors, the European Ombudsman, the European Data Protection Supervisor and the European Public Prosecutor’s Office.

Cookies

Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies).

When you visit the website(s) of the European Sustainable Energy Weekand when you register, we will keep the browser history of your visit for a maximum of two years. This information will then be deleted. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures.

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the meeting/event website may not work as intended.

The cookie-related information is not used to identify data subjects personally and the pattern data is fully under the Commission’s control. These cookies are not used for any purpose other than those described here.

Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish.

The website also stores first-party cookies to guarantee you an optimal user experience:

If you would like to know more about the cookies used on this website, visit this page.

Use of third-party IT tools

We use third party IT tools to provide content and information on the ManagEnergy website, which may collect personal data and have their own cookies and privacy policies – such as Youtube and Twitter. We encourage you to read their privacy statements, as we have no control over information that is submitted to or collected by these third parties. Your personal data may be transferred outside the EU via the use of third-party IT tools, which abide to specific data protection or terms of use policies. For additional information on use of cookies and personal data processing by third-parties, you may consult the link mentioned on the relevant page of those tools.

The use of a third-party IT tool does not in any way imply that CINEA endorses them ortheir privacy policies. In the event that one or more third party IT tools are occasionally unavailable, we accept no responsibility for lack of service due to their downtime.

The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.

Data Subjects rights: 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 have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725 on grounds relating to your particular situation. Your right to information, access, rectification, erasure, restriction or objection to processing, communication of a personal data breach or confidentiality of electronic communications may be restricted only under certain specific conditions as set out in the CINEA Restriction Decision in accordance with Article 25 of Regulation (EU) 2018/1725.

You can exercise your rights by sending an email with the requested change(s) to the controller via the functional mailbox indicated here-above in Section 1.

In any cases your data will be modified or removed accordingly and as soon as practicable (maximum within 30 working days).

If you have any queries concerning the collection/processing of your personal data, you may contact the data controller who is responsible for this processing activity by using the email address mentioned here above in Section 1. You may contact at any time the Data Protection Officer of CINEA at INEA-DPOec [dot] europa [dot] eu (CINEA-) INEA-DPOec [dot] europa [dot] eu (DPO[at]ec[dot]europa[dot]eu.) You have the right to have recourse at any time to the European Data Protection Supervisor (edpsedps [dot] europa [dot] eu (edps[at]edps[dot]europa[dot]eu)).

_{^{Version May 2023}}

_{¹with a view to the performance of tasks linked to the implementation of Union programmes in the field of transport and energy infrastructure; climate, energy and mobility research and innovation; environment, nature and biodiversity; transition to low-carbon technologies; and maritime and fisheries; comprising, in particular, implementation of appropriations entered in the general budget of the Union and those stemming from external assigned revenue}