Privacy statement

Sustainable Energy Award for the Eastern Partnership countries


This privacy statement provides information about the processing and the protection of your personal data.

Table of Contents

  1. Introduction
  2. Why do we process your data?
  3. Which data do we collect and process?
  4. How long do we keep your data?
  5. How do we protect your data?
  6. Who has access to your data and to whom is it disclosed?
  7. What are your rights and how can you exercise them?
  8. Contact information
  9. Where to find more detailed information?
  1. Introduction

The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes 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 (repealing Regulation (EC) No 45/2001).

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you may exercise in relation to your data (the right to access, rectify, block etc.). It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

This specific privacy statement concerns the data processing operations undertaken by Directorate-General for Neighbourhood and Enlargement negotiations (DG NEAR) Directorate C -Neighbourhood East & Institution Building, Unit 2 for the selection of applicants to the Sustainable Energy Award for the Eastern Partnership countries.

  1. Why do we process your data?

Purpose of the processing operation: DG NEAR (referred to hereafter as Data Controller) collects and uses your personal information to:

Participants will introduce their personal details through an online application form.


We process your personal data, because 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:

Article 58(2) (d) of the EU Financial Regulation[1]: The Coordination and promotion of awareness on development issues appropriations are implemented without a basic act by virtue of tasks deriving from the Commission’s institutional prerogatives in line with the Commission’s political priorities, and DG NEAR 's Communication Strategy. 

No restrictions under Article 25 of Regulation (EU) 2018/1725 apply.

  1. Which data do we collect and process?

Name, Contact details (e-mail address, telephone number, mobile telephone number, company and department, country of residence);

Information for the evaluation of eligibility criteria such as project information and photo materials sent.

None of the personal information requested to assess eligibility will be made public.

Data for the application process will be collected through EUSurvey, an application developed by the Commission of the European Union.

  1. How long do we keep your data?

- All personal data related to the application to the contest will be kept for two years.

- Data collected for the selection and the award of the winners could be retained as part of contractual supporting documents of the Controller and its contractors for audit and control purposes. These data will be retained by the Controller for 10 years after the closure of the contract with its contractor and by contractors for 7 years from the final payment under the contract.

  1. How do we protect your data?

All personal data in electronic format (e-mails, documents, uploaded batches of data, etc.) are stored either on the servers of the European Commission or of its contractors. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission. The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).

The Data Processor will store applicants’ data on their server, located in the European Union, in a password protected file. The password will only be known by the team members working on the project to assess the eligibility of submissions and contact the winners. The Data Processor only communicates personal data via a secured FTP to the Data Controller. The Data Processor will extract the personal data and store it on a secured server with limited access.

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

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

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements. 

The Data Processor, which manages the selection of the application on behalf of the Controller, will have full access to applicants’ personal data submitted via this form. The Data Processor will use participants’ data to assess their eligibility and contact the winners of the contest. The Data processor will store participants’ data and entries on its own server (located in Brussels).

The Controller will share the data of the awarded applicants with the Executive Agency for Small and Medium-sized Enterprises (EASME) which will organise the award ceremony in the context of the European Union Sustainable Energy Week 2020.

Please note that pursuant to Article 3(1) of Regulation (EU) 2018/1725 public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients; the processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing. The information we collect will not be given to any third party, except to the extent and for the purpose this is required by law.


Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies).

The registration of the applicants takes place via a Commission website. The cookies employed by the Commission on the registrant’s device for that purpose will be covered by the cookie policy of the Commission, which is available here:

When you visit the website(s) of our contest and when you register, the cookies disappear once the session has been terminated. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures.

Cookies are stored by Europa Analytics, the corporate service which measures the effectiveness and efficiency of the European Commission's websites on EUROPA. More information is available in the Record of Processing DPR-EC-00685 (Europa Analytics).

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 the meeting/event website may not work as intended.

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

Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish.

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

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability. You have consented to provide your personal data to the Data Controller for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

You can exercise your rights by contacting the data controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 8 below. 

  1. Contact information

- The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller at

- The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer ( with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

 - The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor ( 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.

  1. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link:

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-04887

[1] Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union, amending Regulations (EU) No 1296/2013, (EU) No 1301/2013, (EU) No 1303/2013, (EU) No 1304/2013, (EU) No 1309/2013, (EU) No 1316/2013, (EU) No 223/2014, (EU) No 283/2014, and Decision No 541/2014/EU and repealing Regulation (EU, Euratom) No 966/2012