International Consulting Expertise EEIG (hereinafter: ICE) with its registered office in Brussels, as the Controller and Processor of your data, with a view to adapting to the 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 email at info@ice-org.eu.

ICE only collects personal information that has been voluntarily provided by users. ICE uses collected data to provide users information and/or service connected with the DEAR Support Team (DST) activities.

Please read this Privacy Policy to find out how ICE collects, uses, and protects the personal data provided.

Collection and use of personal data

ICE acquires personal data if it is voluntarily provided by the user via online forms, by email, or in online and offline meetings. If you provided personal information via these channels , ICE will be able to contact you using the personal data provided in accordance with the provisions of this Privacy Policy.

Personal data will not be used for purposes other than those specified in the Privacy Policy unless ICE obtains your consent, or unless other use of personal data is required by law.

ICE only collects “sensitive” information about dietary/mobility requirements (e.g. allergies, disabilities) for the smooth organisation of our physical events. However, the data is deleted maximum 3 months after the end of the event, and is not stored in any way.

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 info@ice-org.eu.

Data collected in view of/during DEAR Programme events

In line with ICE’s commitment to transparency and data privacy, we inform you that we will be collecting and storing some of your personal information in connection with your registration and/or participation in DEAR events.

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 DEAR Programme (e.g. the European Commission), in order to process the user requests or in situations required by law.

The need to disclose personal data may also be caused by audits of data privacy/security, when dealing with complaints and/or when performing actions related to security risks.

ICE does not sell personal data, or entrust the processing of personal data provided by the users, to third parties.

Access

If users cannot modify or correct the personal data they entrusted to ICE themselves, they may send a request to info@ice-org.eu to do so 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 storage and processing of personal data by ICE

Detailed conditions for the processing of personal data by ICE in relation to personal data collected via online forms and web applications, including email exchanges are described below:

According to art. 13 of the General Data Protection Regulation (GDPR) of 27 April 2016 (OJ L 119, 4.5.2016), we inform you 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 ICE
• The Processor of your personal data is ICE EEIG with its registered office at 2 Boulevard de la Woluwe, 1150 Brussels, Belgium
• Your personal data will be processed for the purpose of participation and organisation of trainings, events, conferences and other DEAR Programme-related communications
• Your personal data may be stored for a period of up to 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 security and integrity

ICE applies appropriate policies and procedures for the protection of personal data against unauthorised damage, misuse, alteration or destruction. 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.

Changes to this Privacy Policy

ICE may introduce changes to this document, which will reflect the up-to-date Privacy Policy. ICE encourages users to review this Privacy Policy on a regular basis to learn how ICE protects personal data of its users.

Questions regarding the Privacy Policy and its implementation

ICE makes every effort to ensure the protection of personal data of users. If you have questions or comments about how your personal data is managed, please contact us at info@ice-org.eu, where you can also report any comments regarding compliance with our Privacy Policy.