Privacy Policy

The following information describes how we processes your personal data:

I. Name and Address of the Data Controller

Data Controller according to the european data protection laws regarding the processing of your personal data is:

Federal Ministry of Climate Action, Environment, Energy, Mobility, Innovation and Technology (BMK)
Radetzkystraße 2
A-1030 Vienna
Tel.: +43 0800 21 53 59

E-mail: secretary@c3e-international.org

Register of associations – ZVR-No.: 038212776

Data Protection Officer Contact:

E-mail: datenschutz@bmk.gv.at

II. General information

This policy applies to the website https://www.c3e-international.org/ and the associated processing of personal data, directly or indirectly, from all individuals with “personal data” being defined as any data that relates to an identified or identifiable individual or a person who may be identified by means reasonably likely to be used.

We are committed to complying with any applicable legislation relating to personal data and we shall ensure that personal data is collected and processed in accordance with provisions of the european data protection law and other applicable local law, if any.

Within the scope of our data processing, we might use IT service providers (data processors) who might obtain access to your personal data in the course of their work in case they require the data to render the respective service. These service providers were obligated by us to take appropriate technical and organisational measures to ensure the security of your data. These service providers are not permitted to pass on your data (except in cases stipulated by law).

III. Specific processing operations

1. Newsletter service

1.1 Purpose of data processing

We process your contact details for the purpose of sending you the newsletter you subscribed to.

1.2 Scope of the processing of personal data

  • First name
  • last name
  • E-mail address

The registration for the C3E newsletter on our website takes place in a so-called double opt-in process. After registering you will receive an e-mail to confirm your registration.

1.3 Legal basis for processing personal data

During the registration process for the newsletter, you will be asked to consent to the processing of your data; thus, the legal basis is Article 6 (1)(a) GDPR.

1.4 Withdrawal of consent

You may at any time withdraw your consent to the processing of your data, your e-mail address and its use for newsletter dispatch, e.g. by clicking the “unsubscribe” link in the newsletter.

1.5 Data retention period

Your data will be stored for the duration of your newsletter subscription and beyond the unsubscription process to make sure, you no longer receive any newsletter.

1.6 Analysis and performance measurement
We analyze the opening and click rates of our newsletter. The evaluation of the newsletter and the measurement of success are based on our legitimate interests for the purpose of using a user-friendly and secure newsletter system.

2. Event-Registration

2.1 Purposes of data processing:

Using the data of event participants and persons interested in events for the purpose of planning and organising events, sending invites and administrating participation in the events.

2.2 Scope of the processing of personal data

  • First name
  • Last name
  • E-mail address
  • Related organisation (company name/designation)
  • Telephone number

Please take into account that the personal data requested within the scope of the registration may vary depending on the event.

2.3 Legal basis for processing personal data

Consent within the meaning of Article 6(1)(a) GDPR is being obtained via the registration form.

2.4 Data retention period

Deletion will be carried out in accordance with statutory provisions.

In any case, the data will be stored until the event and/or its follow-up is over or until consent is withdrawn.

2.5 Data recipients

Certain data are passed on to our cooperation partners and/or to co-organisers of the events for the purpose of organising and handling the respective event.

It is not possible to provide an exhaustive list of all co-organisers and cooperation partners at this point. For this, please take note of the specific description of the event and the involved event organisers.

In all other cases, your personal data will not be passed on to third parties without your consent.

3. Photos and video recordings at events

3.1 Purposes of data processing:

The purpose of processing is to create photos and video recordings for publications via various media.

It covers, for example, the taking, storage and transmission of photographs and video recordings inword and image in connection with the activities of the data controller. The data may be published in various media (analogue and digital).

3.2 Scope of the processing of personal data:

Participants at events:

  • photos
  • video recordings

3.3 Legal basis for processing personal data:

If informed consent is obtained (e.g. event registration), processing shall be based on such consent pursuant to Article 6(1)(a) GDPR.

In all other cases, the photographs and video recordings are taken on the basis of a legitimate interest pursuant to Article 6(1)(f) GDPR. The legitimate interest of the data controller for the recording and dissemination of the recordings and photos made consists in the public relations work of the data controller and the C3E Initiative is a Technology Collaboration Programme.

If you do not agree with the taking of photos or video recordings of yourself, you can object at any time to the person taking the pictures or a member of staff of the data controller present on site.

3.4 Data retention period

Your personal data will be deleted by us as soon as the purpose for storing and processing such data no longer applies, provided that no longer retention period is stipulated by statutory provisions.

Your data will also be deleted as soon as you successfully object or revoke your consent.

3.5 Recipents

Your data may be passed on to the following recipients in particular:

  • marketing service providers
  • Co-organiser
  • Media owner for publication
  • other processors

Photos and recordings might be publicly available on the website.

4. Presentation of the C3E Ambassadors and C3E Exco Members

4.1 Purposes of data processing:

Presentation of the C3E Ambassadors and the C3E Exco Members on the website.

4.2 Scope of the processing of personal data:

  • first name
  • last name
  • organisation
  • current title
  • E-mail adress
  • phone number
  • country
  • social media accounts
  • photo
  • further information provided in the “ambassadors onboarding” form

4.3 Legal basis for processing personal data:

If informed consent is obtained, processing shall be based on such consent pursuant to Article 6(1)(a) GDPR.

In all other cases, the processing is based on a legitimate interest pursuant to Article 6(1)(f) GDPR.  The legitimate interest here lies in the presentation of the C3E Ambassadors and the C3E Exco Members to the outside world in order to effectively pursue the objectives of the programme.

4.4 Data retention period

The data will be collected and published on the C3E website as long as the person serves as C3E ambassador.

The data will also be deleted as soon as the person successfully objects or revokes his or her consent.

4.5 Recipents

The data is publicly available on the website

5. Exco – Intranet

5.1 Purposes of data processing:

An intranet is made available via the website. Via the intranet, it is possible to access the Exco Meeting documentation and other important documents. Exco Members and workstreamleads can access the intranet via a specially provided accounts.

5.2 Scope of the processing of personal data:

  • first name
  • last name
  • Accountdata (Name, Password)
  • E-Mail address
  • Metadata like IP- adress, time of last login, etc.

5.3 Legal basis for processing personal data:

If informed consent is obtained, processing shall be based on such consent pursuant to Article 6(1)(a) GDPR.

In all other cases, the processing is based on the legitimate interest pursuant to Article 6(1)(f) GDPR. The legitimate interest is that the datacontroller should be able to make the necessary documents available to the persons concerned in a simple and secure manner.

The processing of technical metadata is carried out in the legitimate interest of preventing possible misuse and ensuring the security and stability of the website system.

5.4 Data retention period

Metadata will be deleted by us as soon as the purpose for storing and processing such data no longer applies, provided that no longer retention period is stipulated by statutory provisions.

All other data will be stored and processed as long as the person serves as Exco Members or a workstreamlead. This data will also be deleted as soon as the person successfully objects or revokes his or her consent.

IV. Rights of the data subject

1. Right to access

You have the right, vis-à-vis us, to request access to all personal data concerning you processed by us. In particular, you may request the following information from us:

  1. the purposes of the processing;
  2. the categories of personal data concerned;
  3. the recipients or categories of recipient to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations;
  4. where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  5. the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing;
  6. the right to lodge a complaint with a supervisory authority;
  7. where the personal data are not collected from the data subject, any available information as to their source;
  8. the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

You have the right to request information as to whether your personal data is passed on to recipients in third countries or international organisations. In this context, you may demand to be informed of the appropriate safeguards pursuant to Article 46 GDPR relating to the transfer.

2. Right to rectification and right to restriction of processing

You may request the rectification of inaccurate data or have incomplete data completed. You may, under certain circumstances, for example if the accuracy of the data is contested, demand restriction of processing until the accuracy of the data is verified to the extent that such data may only be processed with your consent or for the establishment, exercise or defence of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest.

3. Right to data portability
You may demand we transmits to you – or if technically feasible to a third party indicated by you – a copy of your data in a structured, commonly used and machine-readable format. In addition, you have the right to transmit those data to another controller without hindrance from the controller to which the personal data have been provided, where

  1. the processing is based on consent pursuant to Article 6(1)(a) GDPR GDPR and
  2. the processing is carried out by automated means.

In exercising this right, you also have the right to have the relevant personal data transmitted directly from one controller to another, where technically feasible. Rights and freedoms of others shall not be adversely affected by the above.

4. Right to erasure

Under certain circumstances, you have the right to obtain erasure of your data, e.g. if your data is not processed in accordance with data protection requirements.

5. Right to object

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on Article 6(1)(e) GDPR.

In that case, the controller shall no longer process your personal data unless the controller demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

6. Right to withdraw declaration of consent under data protection law

You have the right to withdraw your declaration of consent at any time.
The withdrawal of consent shall not affect the lawfulness of any consent-based processing performed until the withdrawal.

7. Supervisory authority

You have the right to lodge a complaint with the national supervisory authority in your place of residence if it is assumed that the processing of personal data is carried out unlawfully.

The supervisory authority is the agency within each European Union country that is responsible for GDPR (General Data Protection Regulation) assistance and enforcement.

Each supervisory authority shall be competent for the performance of the tasks assigned to and the exercise of the powers conferred on it in accordance with this Regulation on the territory of its own Member State.

Where processing is carried out by public authorities or private bodies acting on the basis of point (c) or (e) of Article 6 (1), the supervisory authority of the Member State concerned shall be competent.

If you have an complaint contact the competent supervisory authority:

The list of the national data protection authorities is available on the website: https://edpb.europa.eu/about-edpb/board/members_en

V. Contact

In connection with any of the above matters, in particular, with regard to exercising your rights as data subject, as well as in case you have any further questions, please contact the following e-mail address:

secretary@c3e-international.org