Data Protection Notice EYE2025 Event Registration

Last updated: 03/02/2025

The Youth Outreach Unit of the European Parliament processes personal data in the context of organising and conducting the European Youth Event (hereinafter the “EYE”). Every two years, the EYE brings together thousands of young people from across the European Union and beyond, at the European Parliament in Strasbourg. 

We process your personal data pursuant 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 (the ‘Regulation’).

We provide you with the information that follows based on Article 15 and Article 16 of the Regulation.

1. 1.Who processes your personal data (data controller)?

    

   The European Parliament is acting as the Data Controller and the department responsible for the processing of the participants’ personal data is the Youth Outreach Unit of the Directorate-General for Communication (DG COMM) of the European Parliament, represented by its Head of Unit.

   For more information on the Youth Outreach Unit (YOU) and the EYE, please consult our website: https://european-youth-event.europarl.europa.eu/en/

   You can contact the controller at youth@europarl.europa.eu or by post, in a sealed envelope, at European Parliament – Youth Outreach Unit Attn: The Head of Unit – Rue Wiertz 60, 1047 Brussels – Belgium.

   The Directorate-General for Logistics and Interpretation for Conferences of the European Parliament (DG LINC) is responsible for the platform using the tool EP Events and may access your personal data on a need-to-know basis. 
    

2. 2.What is the purpose of the processing of your personal data?

    

   We process your personal data for the following purposes:

   Purpose 1:  to enable your event registration, provide you with relevant information and ensure the event's accessibility, smooth operation, and organisation. 

   Purpose 2:  to share your personal data with the Directorate-General for Security and Safety (DG SAFE) which will process your accreditation to grant you access to the European Parliament premises. 

   The European Parliament operates also a video surveillance system, monitoring its buildings and perimeter. The system is used for safety and security purposes only. In accordance with guidelines by the European Data Protection Supervisor, the European Parliament has a Video‐ Surveillance Policy, which contains all relevant characteristics of the system, as well as information relating to data protection and contact details. You can also consult the dedicated data protection notice related to the video surveillance system for the EP buildings here.
   The Video surveillance policy and data protection notice are also applicable for the video-surveillance system installed in the EYE Village.

   Purpose 3:  to stay in touch with you to invite you to the future editions of the EYE and/or send you communications about activities, news and events organised by the Youth Outreach Unit of the European Parliament and/or receive communications about activities and events happening in your country organised by the European Parliament Liaison Office.

   Purpose 4: to anonymise personal data and transfer the anonymised data for statistical and reporting purposes. 

   Purpose 5: To share the event experience with a wider audience or/and to promote future youth-related activities on social media platforms and across other media channels, as stipulated in the Image Release Form.

3. 3.What is the legal basis for the processing?

    

   Purpose 1: to register, contact you and organise the event, the lawfulness of this processing is based on Article 5(1)(c) of the Regulation: the processing is necessary for the performance of a contract to which the data subject is party, or in order to take steps at the request of the data subject prior to entering into a contract.

   To ensure the event’s accessibility, the lawfulness of our processing is based on Article 5 (1)(d) of Regulation (EU) 2018/1725, i.e. your consent, as required under Article 10 of the Regulation which governs the processing of special categories of personal data.

   Purpose 2: To provide you with accreditation and ensure safety and security, the lawfulness of this processing is based on Article 5(1)(a) of the Regulation: i.e. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body and (b) processing is necessary for compliance with a legal obligation to which the controller is subject.

   If you would like to know more about why and how DG SAFE processes your personal data, please read their Data Protection Notice.

   Purpose 3: to stay in touch with you, the lawfulness of our processing is based on Article 5 (1)(d) of Regulation (EU) 2018/1725, i.e. your consent.

   Purpose 4: to anonymise personal data and transfer the anonymised data for statistical and reporting purposes, the lawfulness of this processing is based on Article 5(1)(a) of the Regulation: i.e. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body. The execution of this task is based on Bureau Note D(2024)36706 and the EP resolution of 15 January 2019 on gender mainstreaming in the European Parliament T8-0010/2019, which, under Article 49, recommends that DG COMM includes a stronger and more active gender perspective in its reporting. 

   The collection of additional data for sharing with the Eco-Management and Audit Scheme (EMAS) is based on a legal obligation under EMAS Regulation (EC) No 1221/2009, which requires organisations to provide relevant environmental data and reports. Additionally, this processing is justified under Article 5(1)(a) of Regulation (EU) 2018/1725, as it is necessary for the performance of a task carried out in the public interest or in compliance with a legal obligation.

   Purpose 5:  To share the event experience with a wider audience or/and to promote future youth-related activities on social media platforms and across other media channels, as stipulated in the Image Release Form, the lawfulness of our processing is based on Article 5 (1)(d) of Regulation (EU) 2018/1725, i.e. your consent
    

4. 4.What personal data do we process?

    

   Purpose 1: to register, contact you, organise the event and ensure its accessibility, we process:

   •    First Name
   •    Last name
   •    Email 
   •    Confirmation of whether you are under or over 18 years old
   •    Phone number (if you are a Head of Group, Speaker or have accessibility needs)
   •    Accessibility needs
   •    Whether you are coming with an accompanying person (if you have accessibility needs)
   •    Whether you need a VISA invitation letter

   Purpose 2: To provide you with accreditation, we process:

   •    First name as written on your passport/ID document
   •    Last name as written on your passport/ID document
   •    Date of birth
   •    Nationality
   •    ID/Passport Number/residence permit
   •    ID/Passport/residence permit expiration date
   •    Image
   •    Date and time of your visit

   Purpose 3: to stay in touch with you, we process:

   •    First and/or last name (non-mandatory)
   •    Email

   Purpose 4: to anonymise personal data and transfer the anonymised data for statistical and reporting purposes, we process:

   •    Gender
   •    Nationality 
   •    Country and city of departure (EMAS)
   •    Means of transport to travel TO Strasbourg (EMAS)
   •    Means of transport to travel IN Strasbourg (EMAS)

   Purpose 5: To share the event experience or/and to promote future youth-related activities, we process:

   •    Image
   •    Voice
   •    Name 
   •    Last name
   •    Date of birth
   •    User ID  
   •    Timestamps
   •    IP address
   •    Consent choice
    

5. 5.Who are the recipients of your data?

    

   1. The Directorate-General for Security and Safety (DG SAFE) which carries out security checks to accredit and grant you access to the European Parliament premises. 
   DG SAFE acts as a separate data Controller for this specific processing, which takes places after the transfer of your personal data. To know more about this recipient, please read their Data Protection Notice. 
   You can also consult the dedicated data protection notice related to the video surveillance system for the EP buildings here.

   2. The DG COMM European Parliament Liaison Office (EPLOs) of your country will receive your email if you decide to stay in touch with the European Parliament, as described in purpose 3; 

   3. The DG COMM's Webmasters Unit, may access your data, on a need-to-know basis, to manage the technical aspects of the DG COMM’s secured database (CoManSys).

   4. European Parliament websites and Social Media accounts 

   5. The European Parliament EMAS Unit will only receive anonymous data for statistical and reporting purposes.

6. 6.How long will your personal data be stored?

    

   The European Parliament retains your personal data for no longer than is necessary for the purposes for which it was collected. 

   Retention Period: Up to One Month After the Event

   
   The following personal data will be stored in the registration platform (EP Events) for up to one month after the event for the following purposes:
   a.    Purpose 1: Data processed to register, contact you, and organise the event.
   b.    Purpose 2: your personal data collected to accredit you. This data will be transferred to DG SAFE, who acts as data Controller for this specific processing, which takes place after the transfer of your personal data. 
   If you would like to know more about their retention policy, please read their Data Protection Notice and consult the dedicated data protection notice related to the video surveillance system for the EP buildings here.
   c.    Purpose 3: personal data collected and anonymised in order to be transferred for statistical and reporting purposes to the entity responsible (EMAS unit).

   Retention Period: longer than 1 month

   d.    Purpose 4 : if you decided to stay in touch with the Youth Outreach Unit, your contact details will be deleted from EP Events within 1 month after the event and will then be transferred to DG COMM secured database, CoManSys, until you withdraw your consent.
   You can do so by clicking the ‘Unsubscribe’ button available in all of our communications or by contacting the data controller via email at youth@europarl.europa.eu with your request. 
   Every 5 years, we will send you an email to remind you that you still are in our database.
   e.    Purpose 5: To share the event experience with a wider audience or/and to promote future youth-related activities on social media platforms and across other media channels, as stipulated in the Image Release Form, your personal data will be stored on the European Parliament servers, in a password protected-folder only accessible by a limited number of people for a maximum of 5 years. 
   Please note that since the videos and photographs will be published on the internet, the European Parliament cannot guarantee that third parties will not copy, share, or republish them. Additionally, even after the European Parliament removes the content from its website and intranet, it cannot ensure that third parties who may have downloaded or shared the material will also delete it.
    

    

7. 7.Will your personal data be shared with a non-EU country or international organisation?

    

   Your personal data will not be shared with a non-EU country or an international organisation unless you consent to the European Parliament using your photos to promote the EYE on social media platforms, which may involve data transfers outside the EU.

8. 8.Are any automated processes and/or profiling used to make decisions which could affect you?

    

   No.

9. 9.What are your rights and how can you exercise them?

    

   You have the rights:
   ·    to access to your personal data
   ·    to rectify your personal data if it is inaccurate or incomplete
   ·    where applicable, to erase your personal data
   ·    where applicable, to restrict the processing of your personal data
   ·    where applicable, to data portability
   ·    where applicable, to object to the processing of your personal data lawfully carried out pursuant to Article 5(1)(a)
    
   You might withdraw your consent without affecting the lawfulness of processing based on consent before its withdrawal.

   To withdraw your consent, please email the Youth Outreach Unit at: youth@europarl.europa.eu

   Who should you contact if you have a query or a complaint?

   Your first point of contact is youth@europarl.europa.eu.

   If you have any remarks or complaints regarding the way that your personal data is processed, you can contact the European Parliament’s Data Protection Officer at: data-protection@europarl.europa.eu. 

   You also have the right to lodge a complaint with the European Data Protection Supervisor at: edps@edps.europa.eu.