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This notice describes the privacy and cookie policy of the European Institute of Public Administration (EIPA). By visiting EIPA’s website, you are accepting and consenting to the practices described in this Privacy and Cookie Notice. You can withdraw your consent at any time with future effect.

Who are we? The Data Controller and Data Protection Officer

• The Data Controller for data processed under this Notice is:
  

  EIPA Maastricht

  Onze Lieve Vrouweplein 22
  6211 HE Maastricht
  +31 43 32 96 222
  info@eipa.eu
  

  EIPA Luxembourg

  8, rue Nicolas Adames
  1114 Luxembourg
  +352 426 230 1
  info-lux@eipa.eu

• Our Data Protection Officer is:
  Fiona Hartmann.
  

  Onze Lieve Vrouweplein 22
  6211 HE Maastricht
  +31 43 32 96 222
  f.hartmann@eipa.eu
  

  
  

What is covered by this Privacy Notice?

If you have any concern about privacy and cookies at EIPA, please contact please contact us on info@eipa.eu with a thorough description and we will try to resolve the issue for you. Our business changes constantly and our Privacy and Cookie Notice will change also. You should check our website frequently to see recent changes. Unless stated otherwise, our current Privacy and Cookie Notice applies to all information that we have about you and your account. We will never materially change our policies and practices to make them less protective of customer information collected in the past without the consent of affected customers

Your privacy protection is central to us. This is why we have adopted the EU’s General Data Protection Regulation 2016/679 (“GDPR”) as our global standard. It is the most advanced and protective Privacy Law globally. 

Under GDPR personal data is defined as: “any information relating to an identified or identifiable natural person (‘Data Subject”) and a Data Controller determines the purpose and means of processing personal data., whereas a Data Processor is responsible for processing data on behalf of the Data Controller.

This Privacy Notice relates to everyone whose personal data is processed by us.

Why do we need to collect and store personal data?

In order for us to provide you with better services and quality of education,  we need to collect your personal data for correspondence purposes and/or to allow us to provide you our service(s). We ensure that the information we collect and use is appropriate for this purpose. We are a company which values its users’ data protection and privacy rights and we have no interest in collecting any data beyond what we need to make our service(s) work for you.

If you are going to be contacted by us for marketing purposes, we will not rely solely on this Privacy Notice, but will always seek an additional confirmation from you that it’s ok to do that.

We always process your personal data for specific purposes, with the nature of the data collected depending on your interaction with us. We are committed to transparency in this. 

Our legal bases for the processing of personal data are:

• Article 6.1(a), GDPR, Consent
• Article 6.1(b), GDPR, Contract
• Article 6.1 (c), GDPR, Legal Obligation
• Article 6.1(f), GDPR, Legitimate Interest

If you would like more details please refer to Annex 1.

We only rely on ‘legitimate interests’ as the legal basis for processing by us, or third parties we use, for these purposes;

• recruitment and induction of new candidates
• emergency contacts for people who work with us, such as employees and contractors for health and safety purposes
• business development
• providing login systems to users via their existing social media accounts

The special categories of personal data we process are:

• biometric data in the form of facial images (only if you decide to upload yourself);
• health data in respect of employees, contractors and other people who work with us;
• any special categories of special personal data which any user volunteers while using the EIPA Learning systems (for example in a forum or submission)

Do we share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to EIPA in the course of dealing with you. We do this because there are some services, such as our video conferencing facility, which will not work unless we are able to make these transfers. Any third parties that we share your data with are obliged to keep your details securely, and to use them only to deliver the service they provide on our and of course, your behalf. When they no longer need your data to fulfill this service, they will dispose of the details in line with our procedures.

We enter into Data Processing Agreements with our third-party service providers to ensure their commitment to these principles. 

If we need to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, or if it is necessary to comply with a contract, or we are legally required to do so. If you would like an up-to-date register of all our third-party service providers, please contact us and we will be happy to provide it.

How does EIPA use my personal data?

We will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (“GDPR”). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. We maintain a register of personal data processes which include a record of the data retention policy for each type of data collected and we commit to only process the minimum amount of data needed. We are required to retain certain information in accordance with the Law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Can I find out the personal data that the organisation holds about me?

We at your request, can confirm what information we hold about you and how it is processed. If we hold personal data about you, you can request the following information:

• identity and the contact details of the person or organisation that has determined how and why to process your data;
• contact details of our Data Protection Officer in the EU, where applicable;
• the purpose of the processing as well as the legal basis for processing;
• if the processing is based on our legitimate interests or a third party, information about those interests;
• the categories of personal data collected, stored and processed;
• recipient(s) or categories of recipients that the data is/will be disclosed to;
• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The European Union has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information. These will rely on measures approved by the EU Commission;
• how long the data will be stored;
• details of your rights to correct, erase, restrict or object to such processing;
• information about your right to withdraw consent at any time;
• how to lodge a complaint with the relevant supervisory authority;
• whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data;
• the source of personal data if it wasn’t collected directly from you;
• any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

How can I access my personal data rights?

We accept a request made through your personal EIPAaccount while you are logged in. In certain circumstances we could ask for additional information and the following forms of ID when information on your personal data is requested:

• A colour copy of a Passport, driving licence or National ID Card

Agreement to these terms of service provides explicit consent for data processing

By consenting to this Privacy Notice you are giving us permission to process your personal data specifically for the purposes identified. Where consent is required for us to process both standard and sensitive types of personal data,  it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. Agreement with this Privacy Notice and its accompanying terms and conditions (as applicable) and any Data Processing Agreements, (if they apply to you) will be considered to be explicit consent and we will keep a copy of the records of that consent for audit purposes.

You may withdraw consent at any time by:

• In learning.eipa.eu: By contacting us on s.vaneckeren@eipa.eu, 

To help us to respond as quickly as possible to your request, please identify your role in relation to us (if you are a contractor, employee, EIPA partner, end-user, site administrator etc.), and the processing for which you wish to withdraw consent.

Retention period and your GDPR rights

We will process different forms of personal data for as long as it is necessary and proportionate for the purpose for which it has been supplied and we will store the personal data for the shortest amount of time possible, taking into account legal and service requirements. For further details on the retention period for any particular type of data, please contact us.

Your rights as a Data Subject

At any point while we are in possession of your personal data or we process those, you, the Data Subject, have the following rights:

• right of access – you have the right to request a copy of the information that we hold about you;
• right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete;
• right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records;
• right to restriction of processing – where certain conditions apply to have a right to restrict the processing;
• right of portability – you have the right to have the data we hold about you transferred to another organisation;
• right to object – you have the right to object to certain types of processing such as direct marketing;
• right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling;
• right to judicial review: in the event that EIPA refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in the section named “Complaints” below.

Where we are your Data Controller, you may make a request directly to the Data Protection Officer using the email address s.vaneckeren@eipa.eu

Where we are a Data Processor, and act on behalf of a data controller any requests received by us will be passed on to the Data Controller.

Retention period

EIPA will processes different forms of personal data for as long as is necessary and proportionate for the purpose for which it has been supplied and will store the personal data for the shortest amount of time possible, taking into account legal and service requirements. For further details on the retention period for any particular type of data, please contact us on s.vaneckeren@eipa.eu

Your rights as Data Subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

• right of access – you have the right to request a copy of the information that we hold about you.
• right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• right of portability – you have the right to have the data we hold about you transferred to another organisation.
• right to object – you have the right to object to certain types of processing such as direct marketing.
• right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• right to judicial review: in the event that EIPA refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in the section named “Complaints” below.

Where EIPA are your Data Controller, you may make a request directly to the Data Protection Officer using the email address s.vaneckeren@eipa.eu, or in cases where you have an account, you can personally request a data retention summary on your profile page.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by us (or third parties as described above), or how your complaint has been handled, you have the right to lodge a complaint directly with a Supervisory Authority and also with our Data Protection Officer, Fiona Hartmann.

The details of contacts for complaints where we are the Data Controller:

 

	Digitalisation Officer	Data Protection Officer (DPO) / GDPR Owner contact details
Contact Name:	Steven Van Eckeren	Fiona Hartmann
Address:	8, rue Nicolas Adames, 1114 Luxembourg	Onze Lieve Vrouweplein 22, 6211 HE Maastricht
Email:	s.vaneckeren@eipa.eu	info@eipa.eu

 

Last updated: July 2022