1. Who is responsible for data processing?

The Council of Europe is the data controller, with respect to the processing of personal data in relation to meetings, conferences, seminars, workshops and events organized by/carried out with the Education Department which meansthat it has the decision-making power concerning the data processing. Processing of your personal data is governed by the Council of Europe Regulations on the Protection of Personal Data adopted by the Committee of Ministers on 15 June 2022.

2. What data do we process and forwhat purpose?

We process your personal data for the purposes of administrative and financial management and in order to provide you with the relevant information and administrative support. In particular:

a) Elections

If you are a candidate to be elected to a Committee as an expert or member by the Committee of Ministers or any other competent body of the Council of Europe, you will need to provide your personal information (such as your name, date and place of birth, genderand nationality), professional background, education and other qualifications, computer andlanguage skills, as well as information relevant to your ability to serve on the Committee, such as your availability and any potential conflicts of interest.

b) Administration of your participation in a Committee, a WG or a Platform’s work

If you are elected as a member or expert, or are appointed as such by a Member State of the Council of Europe or a State Party to the Convention concerned, or are invited to participate in a Committee, a WG or a Platform’s work in a different capacity, in order to ensure your admission to and participation in the work of such group(s) and to provide you with the relevant information and administrative support,we may process some or all of the following categories of data: your name, surname, gender, date and place of birth, nationality, postal address, e-mail address, telephone number(s), post occupied, employer institution/organisation, language skills/preferences, as well as the designating State, international organisation or other entity.

c) Providing you with information and facilitating communication within a Committee, a WG or a Platform

We will use your contactdetails in order to provideyou with relevantinformation and assist you with arrangements for yourparticipation in the Committee’s work, such as sending you convocations to the Committee’s meetings.

For the purpose of facilitating communication within a Committee, a WG or a Platform, the use of Sharepoint has been generalized to store events documentation. In order to give you access to the Sharepoint of the Committee, WG or Platform you are working with, your personal information (name, surname, date of birth, e-mail address and telephone number will be requested. After an event, we may use your e-mail address to provide information about other events or activities that may be of interest to you. You can withdraw from receiving e-mails from us at any time by notifying us accordingly by e-mail sent to [email protected].

d) Entry to the Council of Europe buildings

In order to issue you with a badge for entry to the Council of Europe buildings we process your name and surname. You will be able to retrieve your badge at the Council of Europe receptionupon presentation of your photoID. Your personaldata related to the use of the badge are processed in accordance with the rules on processing of personal data of the entity of the Secretariat of the Council of Europe responsible for safety and security.

e) Reimbursement of travelling and subsistence expenses

If you are entitled to reimbursement of travelling and subsistence expensesin accordance with the Committee’s Terms of Reference and the applicable rules, we may process the following categories of data depending on the natureof the expenses incurred: your bank details, itinerary, copies of the relevant ticketsand accommodation vouchers, evidence of the expenditure actually incurred such as invoicesand credit card slips or statements, and information on meals or overnight accommodation provided free of charge.

f) Visa, traveland accommodation assistance

If you need our assistance with the issueof a visa for travel in order to participate in the Committee, WG, Platform’s work, we will share your personaldata as required for the issue of the visa with the competent authorities of the State to which you need to travel.

If you need us to provideyou with transport and accommodation assistance andwith access to public buildingsother than the buildings of the Councilof Europe, we will shareyour personal data with service providers or the relevantState authorities. We will share only the minimum personal data necessary for provision of such services.

g) Insurance

If you are covered by travel insurancetaken out by the Councilof Europe on your behalf, in the event that you make an insurance claim you will have to provide the following data so that your claim can be processed: your name and surname, phone number, , email address, date of birth and your status in relation to the Council of Europe as well as the relevant information concerning the incident. You may also be required to submit supporting documents concerning the incident as well as the invitation letter from the Council of Europe.

3. What is the legal basisfor our processing of your data?

We process your personal data on the basis of the Council of Europe’s legal instruments and its internal rules in order to carryout activities necessary for the performance of the Council of Europe’s tasks.

The legal basis for videorecording and taking photos during an event of the Education Department is our legitimate interest to promote it and allow viewing it after it took place

4. Who has access to your data?

Only those units or persons with the Council of Europe who need your personal data in the context of events of the Education Department have access to the information you provide while registering to events.

We use Microsoft Forms as data processor for registration. You can find information on Microsoft Forms Security and Privacy here.

Photos and video recordings will be made available (in the case o video recording, through the Council of Europe Vimeo account) on the Education website (www.coe.int/education) and on our social media channels (X account - @CoE_Education).

5. How do we storeyour personal data?

Your personal data will be storedelectronically on the Council of Europe’s servers located in the European Union.

We have put in place measures to protect the security of your personal information, including appropriate securitymeasures to preventyour personal information from being used or accessed without proper authorisation; accidentally lost; altered or disclosed. These measures include encrypted servers, limited access to any databases only for those people who need it and secure backup of all data.

6. How long will your personal data be stored?

We process and store your personal data until they are no longer necessary for the purposes relating to the Education Department’s activities and follow-up activities, including for communication purposes (namely the publication of photos and video recordings on the Education website) and for sharing with you the information on forthcoming activities and events organized by the Education Department.

7. What are your data protection rights?

You have the right to:

- request access to your personal information held by us;

- request that we correctincomplete or inaccurate personal information that we hold about you;

- request that we deleteor remove your personalinformation when there is no valid reason for us to keep it;

- object to the processing of your personal information on specific grounds relating to your situation.

8. Contacts

If you wish to exercise the above rights, or for any queries, concerns, or requests you may have in connection with the way your data is collected and used, please contact the Council of Europe by:

- sending an email to [email protected]

- sending an email to the Council of Europe’s Data Protection Officerat [email protected].

If you feel that we have not adequately responded to your request and consider that your data protection rightshave been violatedas a result of our processing of your personaldata, you have the right to lodge a complaint with the Council of Europe Data Protection Commissioner by sending an e-mail to [email protected].