Last updated December 16, 2020

Privacy Setting Terms and Conditions 

Protecting your privacy is of the utmost importance to the Low Carbon and Circular Economy Business Action in the Americas project (LCBA or ‘us’). The LCBA team is committed to respecting and protecting your personal data and ensuring your rights as a data subject. All data of a personal nature that identifies you directly or indirectly will be handled fairly, lawfully and with due care. 

This processing operation is subject to 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, and repealing Regulation (EC) No 45/ 2001, Decision No 1247/ 2002/ EC and DPR (Data Protection Rules) of the European Commission.  

1. Why do we process your data and what do we do with it? 

Personal data is processed for the purposes of communication, in order to provide and make available information on the business opportunities, projects or initiatives. Your information, including Personal Data, is only shared with internal operators contractually bound to deliver the Business Missions and the respective activities. These operators are based in Europe as well as outside of Europe, and all process the data solely for the purpose of the LCBA Argentina, Brazil, Chile and Colombia Programme in compliance with the EU’s Internal and General Data Protection Regulations [see respective regulations (EU) 2018/1725 and (EU) 2016/679]. None of the data is sold to third parties.    

Based on the above, we use your data to:  

Compile project statistics for project reporting purposes to the EU Delegation in Brazil, who may share information with the EU Delegation in Argentina, Chile or Colombia.  

If you are a manufacturing or service provider company based in the EU (referred to as “EU provider” in the website) and submit the application form with your basic contact details,  to send you a Monday.com–based email asking you to complete a new “validation form”, where you may introduce further data about your organization’s activity, members or sector as well as the kind of product/ services your company offers   

If you are a company based in Argentina, Brazil, Chile or Colombia (referred to as “LATAM Company” in our website) and submit the application form with your basic contact details,  to send you a Monday.com–based email asking you to complete a new “validation form”, where you may introduce further data about your organization’s activity, members or sector as well as the specific technology or service needed.  

If you are an institution, association, cluster, chamber of commerce or any other kind of organization that cannot be described as a “company” (referred to as “Stakeholder” in our website), to send you a Monday.com-based email asking to complete a new “validation form” where you may introduce further data about the companies, professional or sectoral entities represented by your organization, who will ultimately be informed about this privacy policy, as well as their rights in this regard.   

Once the validation forms are filled, these data will be stored in a restricted Monday.com server, as well as in our internal sharepoint servers that abide by pertinent security rules. Files have authorised access and, thus, are accessible only to authorised LCBA team members. Measures are provided to prevent unauthorised entities from access, alteration, deletion, disclosure of data. General access to personal data is only possible to recipients with a UserID/Password. Physical copies are stored in a secured manner. In case a service provider is contracted, as a processor, the collected data may be stored electronically by the external contractor, who has to guarantee data protection and confidentiality required by the Reg. (EU) 2018/1725.  

In addition, you may exceptionally be contacted by our services in very limited instances – e.g. information about an update to the privacy policy a problem or amendment to the provided data or for a survey about user needs and service improvements-. 

2. What personal data do we process?

When you submit the application form with your basic contact detail, the categories/types of personal data processed are the following: 

Company name*  

VAT number (not mandatory at this stage) 

Name and surname*  

Telephone  

Email*  

Company website*  

Country*  

3. Who is responsible for processing the data?

Personal data is processed by the Consortium consisting of IDOM Consulting, Engineering, Architecture S.A.U. and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH.   

4. Who has access to your personal data and to whom is it disclosed?

The recipients of your data may be: 

• Designated LCBA project team members  
• Designated staff of the EU Delegation in Brazil 

When required and for mere reporting purposes, your data may also be disclosed to:   

• Designated organising staff of Processors for the Service Contract for European Union External Actions No. EuropeAid/140289/DH/SER/Multi. 
• Assigned Staff of the Service for Foreign Policy Instruments of the European Commission in Headquarters and Union Delegations 
• Assigned staff of other EU institutions and other assigned organiser team members, if required 
• Participants, Interpreters, Technical staff if relevant 
• EEAS staff and other EEAS Intranet users 
• General public (if data made public on the internet and social media platforms of the data controller and data processors)  
• Security and other partners, contractors, service providers on behalf of the organiser

With the exception of public domain data, no personal data is transmitted to third countries or to international organisations, which are outside the list of recipients and the legal framework mentioned above. Data will not be shared with third parties for direct marketing. Under certain conditions outlined in law, we may disclose your information to third parties, (such as the European Anti-Fraud Office, the Court of Auditors, or law enforcement authorities) if it is necessary and proportionate for lawful, specific purposes.   

Social Media 

The LCBA Team Members and some of the recipients previously mentioned use media to promote and inform about events and meetings through widely used and contemporary channels. In addition to the EEAS Webpage videos may be uploaded to the EEAS YouTube channel and links from our website can appear on Twitter, Instagram, Flickr and Facebook. The use of social media does not in any way imply endorsement of them or their privacy policies. We recommend that users read the Twitter, Flickr, Facebook, Instagram and YouTube privacy policies which explain their data processing policy, use of data, users’ rights and the way how users can protect their privacy when using these services. 

5. How do we protect and safeguard your information?

We take appropriate technical and organisational measures to safeguard and protect your personal data from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.  

All personal data related to the projects’ procedures is stored in secure IT applications according to the Office’s security standards, as well as in specific electronic folders accessible to authorised recipients only. Appropriate levels of access are granted individually only to the abovementioned recipients.  

The database is password-protected under a single sign-on system and connected automatically to the user’s ID. E-records are held securely to safeguard the confidentiality and privacy of the data therein.  

6. How can you access your personal information and, if necessary, correct it? How can you receive your data? How can you request that your personal data be erased, or restrict or object to its processing? 

You have the right to access, rectify, erase, and receive your personal data, as well as restrict its processing or object to the same, as provided in Articles 17 to 24 of Regulation (EU) 2018/1725.  

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. You also have the right to have your data completely removed from our database. To modify or remove your personal information completely from our website and database, please send an email to:  

latam@lowcarbonbusinessaction.com   

Your request will be answered without undue delay, and in any event within 1 month of receipt of the request. However, according to Article 14(3) of Regulation (EU) 2018/1725, this period may be extended by up to 2 months where necessary, taking into account the complexity and number of requests. The LCBA team will inform you of any such extension within 1 month of receipt of the request, together with the reasons for the delay.  

7. External third-party service providers 

Finally, it may be possible that LCBA Argentina, Brazil, Chile and Colombia webpage contains links to other sites whose data processing practices are different from ours. Neither the data processors (point 3) nor the European Union are responsible for the privacy practices implemented on any of these external sites. You should be aware of this when leaving the LCBA Argentina, Brazil, Chile and Colombia website and we encourage you to read the privacy statements on such external websites, as we have no control over the information that is submitted to or collected by these third parties.   

We also use third-party platforms to carry out some of our services for you and you can find their privacy policies separately on their website, namely:   

8. What is the legal basis for processing your data? 

Personal data is processed in accordance with Article 5(1)(a) of Regulation (EU) 2018/1725, which states that ‘processing is necessary for the performance of a task carried out in the public interest’.  

Personal data is collected and processed in accordance with the contract signed between the Project Contracting Authority, namely the European Commissions, represented by the European Union Delegation to Brazil on the one hand and consortium consisting of IDOM Consulting, Engineering, Architecture S.A.U. and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH.   

9. How long can data be kept? 

Personal data will be kept only for the time needed to achieve the purpose for which it is processed.  

All data related to the project will be stored for the duration of the project. This is normally 3 years. Information will be stored for as long as the European Commission considers appropriate.  

In the event of a formal appeal, all data held at the time of the appeal will be retained until the completion of the appeal process.  

10. Contact information

Should you have any queries on the processing of your personal data, please address them to:   

The data Controller at latam@lowcarbonbusinessaction.com  

You shall have right of recourse at any time to the European Commission Data Protection Officer at data-protection-officer@ec.europa.eu and to the European Data Protection Supervisor at https://edps.europa.eu if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.  

11. Links to other websites 

It may be possible that the LCBA Argentina, Brazil, Chile and Colombia web pages contain links to other sites whose privacy practices may differ. Neither the LCBA Argentina, Brazil, Chile and Colombia  nor the European Commission are responsible for the Privacy Policy of these websites.  

12. Cookies

What is a cookie?  

A cookie is a simple text file that is stored on your computer or mobile device while you browse a website by such website’s and allows a website storing you browse preferences such as visits frequency, preferred options, etc.  

How do we use cookies?  

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that some features of this site may not work as intended.  

The cookie-related information is not used to identify you personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.  

How to control cookies  

You can control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.  

Website cookies  

A list of the different cookies that are used on this website are set out below. We have categorised these to help you understand the type of function the cookies are performing.   

STRICTLY NECESSARY COOKIES  

Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. 

Marketing Cookies  

Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. 

Analytics  

Analytics cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously. 

Preferences  

Unclassified cookies are cookies that we are in the process of classifying, together with the providers of individual cookies. 

Last update: 16/12/2020