Privacy statement for ECB Forum on Central Banking

What is our legal framework?

All personal data are processed in accordance with European Union data protection law, that is to say in line with Regulation (EU) 2018/1725 (‘EUDPR’).

Why do we process personal data?

In the context of the ECB Forum on Central Banking (“the Forum”), personal data are processed for the following three purposes:

1. Registration

Personal data are collected and further processed for registration management and related organisational matters, such as contacting participants to provide relevant information (before, during and after the Forum), invoicing registration fees, preparing entry badges for access to the Forum premises, arranging meals, and reimbursing travel and accommodation expenses.

1. SMS Service

In urgent cases (e.g. a change of schedule or an emergency) the Forum registered participants will receive an SMS alert on their mobile phones during the Forum.

1. Public communications

The names, photographs, biographies and affiliated institutions of registered participants may be published on the ECB’s website and/or on its official social media channels (Instagram, YouTube, Twitter and LinkedIn), as well as on associated digital event apps.

By registering for the Forum, participants consent to: a) having their photograph taken during the Forum and appearing in video and/or audio recordings made during the Forum; and b) the publication by the ECB of the resulting media files on its website and its official social media channels. A participant who refuses or withdraws such consent must give prior notification thereof to the ECB Directorate General Communications Team via e-mail addressed to ecb.forum.sintra@ecb.europa.eu

The use of social media by the ECB does not in any way imply endorsement of individual social media channels or platforms, or their privacy policies. The ECB recommends that Forum participants read the Instagram, YouTube, Twitter and LinkedIn privacy policies for information on the data collection and processing practices of each of them, as well as on user rights and privacy protection.

A participant who refuses or withdraws such consent must give prior notification thereof to the ECB Directorate General Communications Team via e-mail addressed to ecb.forum.sintra@ecb.europa.eu

What is the legal basis for processing your personal data?

Your personal data are processed by the ECB because you consented to this processing by providing the personal data requested. You may withdraw your consent at any time by sending an email to ecb.forum.sintra@ecb.europa.eu. All processing of your personal information will stop once you withdraw your consent; however, any processing that has already taken place remains lawful.

Who is responsible for processing your personal data?

The ECB is the controller for the processing of your personal data and the ECB’s Directorates General Communications and Research are the units responsible for this processing.

The data processor is the Italian external provider Pomilio Blumm s.r.l., which hosts the Forum registration website and associated email address mailto:info@ecbforum.eu, and processes collected data under instruction from and on behalf of the ECB.

Who will be the recipients of your personal data?

The recipients of your personal data are:

• teams within the ECB’s Directorates General Communications and Research responsible for event and contact management, including related activities such as the transportation of participants, processing of access badges and plausibility checks.
• dedicated members of staff working for the ECB’s external providers PP LIVE GmbH as well as Pomilio Blumm s.r.l.; and their subcontracted telecommunication company SMShosting responsible for invitation and registration management, SMS communication services during the Forum.

Where necessary, the ECB may also share participants’ personal data with external service providers involved in the organisation of the Forum, such as hotels, event agencies and transport companies. These service providers are contractually bound to treat any personal data processed on behalf of the ECB in a confidential manner and to protect it from unauthorised access, use and retention.

Moreover, any personal data published on the ECB’s website and its official social media channels in the contexts already mentioned will be accessible to the general public.

Some personal data may also be transferred to national central banks (NCBs) or national competent authorities (NCAs). Any further processing of personal data by those NCBs and/or NCAs is subject to the guarantees provided for in the General Data Protection Regulation (GDPR)^[1].

What categories of personal data are collected?

The ECB processes the following personal data:

• contact details (full name, form of address, affiliated organisation, country of affiliated organisation, function/position, address, email address, phone number);
• identification details (legal name, date of birth, nationality, passport number, photograph) and, where applicable, identification details of any accompanying person;
• financial information, if applicable (payment card number and/or bank account details for fee payments and reimbursement of travel expenses/allowances);
• photographs taken, and video recordings and/or audio recordings made during the Forum;
• information on personal dietary requirements (if any);
• information on means of transport and accommodation.

How long will the ECB keep personal data?

Your personal data will be stored for a maximum of five (5) years.

Personal data including that provided by you when registering for the Forum, as well as photographs taken, and video and/or audio recordings made during the Forum will be retained by the ECB for a maximum period of five (5) years, starting from the day on which the personal data were obtained, before being deleted.

Personal data published on the ECB’s website or its official social media channels (Instagram, YouTube, Twitter or LinkedIn) will be retained for as long as indicated in the privacy policy of the website or the social media channel or platform in question.

What are your rights?

You have the right to access your personal data and correct any data that is inaccurate or incomplete. You also have (with some limitations) the right to delete your personal data and to object to or to restrict the processing of your personal data in line with EUDPR. The ECB may restrict your rights to safeguard the interests and objectives referred to in Article 25(1) EUDPR.

Who can you contact for queries or requests?

You can exercise your rights by emailing the ECB’s Directorate General Communications at mailto:ecb.forum.sintra@ecb.europa.eu. You can also directly contact the ECB’s Data Protection Officer at dpo@ecb.europa.eu for all queries relating to your personal data.

Addressing the European Data Protection Supervisor

If you consider that your rights under the EUDPR have been infringed as a result of the processing of your personal data, you have the right to lodge a complaint with the European Data Protection Supervisor at any time.