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Data protection

All personal data are processed by the European Institute of Innovation and Technology (EIT) in accordance with the provisions of Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.

In line with Article 5(a) of Regulation (EU) 2018/1725, personal data processing operations at the EIT are necessary for the performance of its tasks carried out in the public interest on the basis of the EIT Regulation and for the legitimate exercise of official authority vested in the EIT.

As a general rule, personal information collected is processed only by members of the EIT staff responsible for the processing operations and will be held no longer than necessary.

Based on Regulation (EU) 2018/1725, data subjects have the right of access, rectification, blocking of data, and erasure. Data subjects may at any time consult the EIT’s responsible unit processing personal data, the Data Protection Officer of the EIT or have recourse to the European Data Protection Supervisor. Written requests must be addressed to the contacts indicated below.

To read more about data protection at EIT and the tasks of the EIT’s Data Protection Officer, please consult the implementing rules of the EIT.

Contacts

Data Protection Officer of the EIT

E-mail

European Data Protection Supervisor

Wojciech Wiewiórowski, Supervisor

Postal address:

Rue Wiertz, 60

B-1047 Brussels, Belgium

Tel: (+32) 2 283 1900

Fax: (+32) 2 283 1950

E-mail

Website

Public register of records and privacy statements

EIT Summit 2024 (as part of INNOVEIT 2024)

The EIT Summit is the kick-off conference of INNOVEIT 2024, a series of thematic events organised by the EIT Community which will take place throughout the year following the EIT Summit. The EIT Summit will bring together entrepreneurs, the representatives of higher education and businesses, EU, national and regional policy makers, as well as EIT graduates and other key innovation actors. The privacy statement covers the processing of personal data for the event organised and hosted by the EIT.

Record Privacy statement

EIT Call for Proposals 2021 for a new EIT Knowledge and Innovation Community (KIC) in the Cultural and Creative Sectors and Industries (CCSI)

The purpose of the processing of personal data is to manage the 2021 Call for Proposals procedure, in particular to publish the Call, to evaluate the proposals and to designate the winning consortium.

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Grant management

The purpose of the processing of personal data is to manage the grants awarded by the EIT to the designated Knowledge and Innovation Communities (‘KICs’)

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Ex-ante and ex-post controls and audits of grant beneficiaries and recipients of the EIT

The EIT and audit firms contracted by the EIT process personal data to verify compliance of EIT grant beneficiaries and recipients with the provisions of the respective grant agreements and other legislation applicable to them, in order to establish eligible expenditure when calculating the final grant amount and recovering any ineligible expenditures after the final payment

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Selection and management of experts

To implement its core tasks, the EIT selects and contracts independent external experts to ensure support for the evaluation of proposals and for monitoring tasks.

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EIT Alumni

EIT organises many types of events and activities related to the operation of the EIT Alumni Community, which is an interdisciplinary and multicultural network of graduates and alumni of the EIT KICs’ education and business creation programmes.

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EIT Awards 2024 (including the EIT Women Leadership Award)

The purpose of the personal data processing operation is to manage the application procedure and the assessment of the nominations for the EIT Awards 2024, including the assessment of the applications for the EIT Women Leadership Award category within the framework of the European Prize for Women Innovators 2023-2024.

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EIT Label management

The purpose of the processing is an assessment of the KICs’ and their partners’ programmes and education schemes that applied to receive the EIT Label and monitoring of the progress in implementation of the EIT Label programmes and education schemes.

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EIT Stakeholder database

The purpose of the Stakeholder Database is to enable the EIT to contact persons with whom it has professional relations in the context of its activities, in particular regarding the organisation of the annual Stakeholder Forum and the EIT activities and events.

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Member State Representatives Group (MSRG)

According to the EIT Regulation, the Member State Representatives Group shall be established. While managing it, the EIT processes personal data in line with Regulation 2018/1725

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Meetings of the Member State Representatives Group (MSRG)

In order to manage the registration and logistics of the Member State Representatives Group meetings, the EIT processes personal data in line with Regulation 2018/1725.

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Selection of EIT Governing Board Members

The EIT processes personal data when managing the selection procedure of new members of the EIT Governing Board.

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Conflict of interests of members of the EIT Governing Board

The EIT processes personal data when managing the conflict of interests declarations of members of the EIT Governing Board and the European Commission Observer.

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Public procurement procedures

The EIT launches procurement procedures to purchase services and supplies in accordance with the EIT’s operational tasks and to meet the administrative needs of the EIT.

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Selection and recruitment of EIT staff members

The purpose of processing of personal data submitted by candidates for vacancies at the EIT is to manage job applications in view of a possible selection and recruitment by the EIT.

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Selection and recruitment of trainees

The purpose of processing personal data is to select and recruit trainees in accordance with the objectives of the EIT Traineeship Scheme.

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Interim staff services

The EIT processes personal data when procuring interim staff services through an external service provider.

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Assessment of probationary period

The EIT processes personal data of the EIT staff relating to the assessment of probationary period.

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Contract renewal

The EIT processes personal data when deciding on the renewal of staff members' (temporary and contract agents) contracts according to its contract renewal policy.

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Management of personal files

The EIT processes personal data when managing personal files of the staff of the EIT.

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Management of health data in relation to COVID-19 pandemic

The EIT processes personal data in relation to COVID-19 pandemic for reasons specified below.

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Management of leaves of EIT staff

The EIT processes personal data of EIT staff relating to work patterns, leave rights and absences (part-time work, annual leave, parental and family leave, and other special leaves).

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Anti-harassment procedure: selection of confidential counsellors

In the selection procedure of confidential counsellors, the personal data of applicants is processed in order to identify and select the candidates best qualified to assume the role of confidential counsellor.

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Anti-harassment procedure: informal procedure

In the informal procedure, personal data is processed so as to manage the alleged harassment case.

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Administrative enquiries and disciplinary proceedings

The EIT processes personal data to conduct administrative inquiries and disciplinary proceedings

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Management of OLAF cases

The EIT and OLAF process personal data when cooperating during the handling of cases reported to OLAF.

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EIT Staff Committee elections and functioning

The EIT processes personal data during the election and functioning of the Staff Committee.

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Use of SYSPER 2

To support the management of main HR processes, the EIT uses SYSPER 2, an IT tool owned by the European Commission.

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Reclassification exercise

The purpose of personal data processing is to conduct the annual staff reclassification exercise within the EIT.

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Appraisal exercise

The purpose of personal data processing is to conduct the annual staff appraisal exercise within the EIT.

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HR Ticket service

The purpose of processing personal data is to handle the requests of EIT staff for information and clarification related to HR matters submitted through the HR Ticket Service

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Administration and management of missions of EIT staff (use of MIPS)

The EIT processes personal data during the administration and management of mission requests and claims of EIT staff.

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Internal audit

The Internal Audit Capability (IAC) of the EIT processes personal data in order to allow the identification, recording, analysis and evaluation of the information required to perform internal audits and consultancies, in accordance with the IAC annual programme.

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ARES (Advanced Records System) document management system

The EIT uses ARES as main document management tool.

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Using collaboration platforms with special attention to Microsoft 365

The EIT ensures the effective way of working by using collaboration platforms.

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IALN 2023: Legal Academy training sessions

Personal data is collected and further processed for the purpose of coordinating, organising and managing the Legal Academy training sessions organized by the EIT within Inter-Agencies’ Legal Network (IALN) 2023.

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EIT Newsletter

The EIT processes personal data while managing newsletter subscriptions.

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European Commission Badges

The EIT ensures that staff members with duties related to the European Commission are allowed access to the Commission's premises

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Diplomatic car plates

The EIT ensures the issuance of diplomatic car plates for certain EIT staff members.

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Reimbursement of the cost of public transport and ensuring parking lots for EIT staff

The EIT reimburses the cost of public transport for EIT staff members or it ensures parking lots for those staff members who require it.

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Management of MFA ID cards for the EIT staff

The EIT ensures the registration of new EIT staff members and their family members forming part of their household at the Ministry of Foreign Affairs of Hungary, who will issue (and renew/replace) special ID cards for them.

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Complaints under Article 90(2) of the Staff Regulations

The EIT processes personal data to adopt decisions by the Appeals Committee on behalf of the Governing Board of the EIT against complaints lodged under Article 90(2) of the Staff Regulations when the contested decision was taken at the level of the Director of the EIT.

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