All personal data are processed by the European Institute of Innovation and Technology (EIT) in accordance with the provisions of 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.

In line with Article 5(a) of Regulation (EU) 2018/1725, personal data processing operations at the EIT are necessary for the performance of its tasks carried out in the public interest on the basis of the EIT Regulation and for the legitimate exercise of official authority vested in the EIT.

As a general rule, personal information collected is processed only by members of the EIT staff responsible for the processing operations and will be held no longer than necessary.

Based on Regulation (EU) 2018/1725, data subjects have the right of access, rectification, blocking of data, and erasure. Data subjects may at any time consult the EIT’s responsible unit processing personal data, the Data Protection Officer of the EIT or have recourse to the European Data Protection Supervisor. Written requests must be addressed to the contacts indicated below.

To read more about data protection at EIT and the tasks of the EIT’s Data Protection Officer, please consult the implementing rules of the EIT.

Contacts

Data Protection Officer of the EIT

E-mail: EIT-DPO[@]eit.europa.eu

 

European Data Protection Supervisor

Wojciech Wiewiórowski, Supervisor

Postal address:

Rue Wiertz, 60

B-1047 Brussels, Belgium

Tel: (+32) 2 283 1900

Fax: (+32) 2 283 1950

e-mail: edps[@]edps.europa.eu

website: edps.europa.eu/

Public register of records and privacy statements

Grant management

The core task of the EIT is to manage grants as follows:

• to launch calls for proposals, evaluate the applications and designate the Knowledge and Innovation Communities (Innovation Communities) as framework partnerships,
• to award the start-up grants to the designated Innovation Communities in order to allow them to complete the structural and operational setting up of the framework partnerships within the start-up phase,
• to launch the call for Business Plans and award the specific grants to the Innovation Communities, and to manage these grants throughout the whole duration of the framework partnership agreements.

The personal data of staff members of applicants, the Innovation Communities and its partners are processed solely for the purpose of the management of grants in accordance with the EIT’s tasks.

For more information, please read the privacy statement for the management of grants.

Selection of EIT Governing Board members

This privacy statement provides information relating to the processing of personal data by the EIT when managing the selection procedure of new members of the Governing Board of the EIT.

Conflict of interests of members of the EIT Governing Board

This privacy statement provides information relating to the processing of personal data by the EIT concerning the management of conflict of interests of members of the EIT Governing Board and the European Commission Observer.

Selection and recruitment of EIT staff members 

The purpose of processing of personal data submitted by candidates for vacancies at the EIT is to manage job applications in view of a possible selection and recruitment by the EIT.

For more information on processing personal data, please read the privacy statement regarding staff selection and recruitment procedures.

Selection and recruitment of trainees

The purpose of processing personal data is to select and recruit trainees to meet the objectives of the EIT traineeship scheme, in particular to promote European integration by providing an opportunity for trainees to acquire practical experience of the activities of the European institutions in general and the European Institute for Innovation and Technology in particular.

For more information on processing personal data, please read the privacy statement regarding selection and recruitment of trainees. 

Interim staff services

Interim positions arise from time to time at the EIT, which currently procures interim services through an external service provider.

For more information on processing personal data, please read the privacy statement regarding interim staff services for the European Institute of Innovation and Technology

You can find the record here.

Contract renewal

EIT decides on the renewal of staff members' contract according to the law of the European Union. To manage the contract renewal procedure, the EIT must process personal data.

For more information on processing personal data, please read the privacy statement regarding the renewal of contracts of temporary and contract agents of the European Institute of Innovation and Technology.

You can find the record here.

Use of SYSPER 2

To support the management of main HR processes, the EIT uses SYSPER 2, an IT tool owned by the European Commission.

For more information on processing personal data, please read the privacy statement regarding the use of SYSPER 2.

Management of leaves of EIT staff

The EIT processes personal data of EIT staff relating to work patterns, leave rights and absences (part-time work, annual leave, parental and family leave, and other special leaves).

For more information on processing personal data, please read the privacy statement regarding the management of leaves. 

Anti-harassment procedure: Selection of confidential counsellors and informal procedure

In the selection procedure of confidential counsellors, the personal data of applicants is processed in order to identify and select the candidates best qualified to assume the role of confidential counsellor.

For more information on processing personal data, please read the privacy statement on the selection of confidential counsellors.

In the informal procedure, personal data is processed so as to manage the alleged harassment case.

For more information on processing personal data, please read the privacy statement on the anti-harassment informal procedure.

Selection and management of experts

To implement its tasks, the EIT selects and contracts external experts to provide it with support for the evaluation of proposals submitted for Innovation Community Calls, assessment of Innovation Community Business Plans and Innovation Community Reports, other tasks relating to assisting the EIT with executing its core tasks, such as the preparation of studies/reports/opinions/recommendations, the participation in monitoring reviews or the assessment of IT tools.

For more information on processing personal data, please read the privacy statement for the selection and management of experts.

EIT Alumni

The EIT Alumni Community is an interdisciplinary and multicultural network of networks gathering all graduates and alumni from EIT's education & business creation programs.

EIT organises many types of events and activities related to the operation of the EIT Alumni.

This privacy statement provides information relating to the processing of personal data by the European Institute of Innovation and Technology (EIT) while managing the EIT Alumni events and activities.

You can find the record here.

INNOVEIT

The EIT’s annual innovation event, INNOVEIT, brings together entrepreneurs, the representatives of higher education and businesses, EU, national and regional policy makers, as well as EIT graduates and other key innovation actors.

For more information on processing data, please read the Privacy statement regarding online registration and participation in INNOVEIT 2019.

The Stakeholder Database of the EIT

The purpose of the Stakeholder Database is to enable the EIT to contact persons with whom it has professional relations in the context of its activities, in particular the organisation of the annual Stakeholder Forum. This may include direct contacts by an EIT staff member, email invitations to the EIT events or/and email notifications concerning the EIT activities..

For more information on processing data, please read the Privacy statement regarding the Stakeholder Database of the EIT.

EIT Awards

Each year, the EIT organises different awards (i.e. the EIT Change Award, EIT Venture Award, EIT Innovators Award, EIT Woman Leadership & Entrepreneurship Award and the EIT Public (Citizen) Award) to recognise and reward the successful start-ups, innovative projects and young entrepreneurial talent in Europe.

For more information on processing personal data, please read the privacy statement on the EIT Awards.

Public procurement

The EIT launches procurement procedures to purchase services and supplies in accordance with the EIT’s operational tasks and to meet the administrative needs of the EIT.

Each year the indicative list of the planned procurement procedures are laid down in the Single Programming Document (SPD) which serves as the financing decision in accordance with the EU Financial Regulation. The SPD may be consulted via the Bookshelf.

For more information on processing personal data, please read the privacy statement for public procurement procedures. 

Ex-ante and ex-post controls and audits of grant beneficiaries and recipients of the EIT

The EIT and audit firms contracted by the EIT process personal data to verify compliance of EIT grant beneficiaries and recipients with the provisions of the respective grant agreements and other legislation applicable to them, in order to establish eligible expenditure when calculating the final grant amount and recovering any ineligible expenditures after the final payment.

For more information on processing personal data, please read the privacy statement on ex-ante and ex-post controls and audits.

Internal audit

The Internal Audit Capability (IAC) of the EIT processes personal data in order to allow the identification, recording, analysis and evaluation of the information required to perform internal audits and consultancies, in accordance with the IAC annual programme.

For more information on processing personal data, please read the privacy statement for internal audit processes.