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Privacy Statement relating to the processing of personal data in Agency-level events


1. Context and controller

When the Agency for the Cooperation of Energy Regulators (ACER) collects and further processes personal data it is subject to Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data.
In Agency-level events, the Agency wishes to collect and distribute participants lists containing participants’ name, affiliation (company), and country of residence.  Participants’ photographs and presentations (by speakers) may be published on the Agency’s website and/or a conference-specific website.
Such processing is voluntary and participants’ unambiguous consent is requested when registering for the event.  On the registration form for the event, participants will be informed of the processing operation and asked whether they give their consent thereto.
The person in charge of the processing is the Press and Communications Officer.
Mr. David Merino,
Press and Communications Officer
Postal address:
Trg republike 3
1000 – Ljubljana
Phone number: +386 (0)820 53 417
Email: david.merino(at)

2. What personal information do we collect, for what purpose, and under which legal bases?

Types of personal data
The following personal data of participants at Agency-level events may be processed: name, affiliation (company), country of residence and photographs (all participants) and presentations (by speakers). Participants not working for EU Institutions and/or bodies will be required to provide ID/Passport number, nationality, date of birth in events organised at European Commission buildings in Brussels.
The purpose of processing participants lists and participants’ photos is to enable participants to know of, and identify, one another, to manage the organization of events (e.g., follow-up with participants).  Photo inclusion and/or high-level speakers’ presentations would increase the visibility of the event in communication actions.
Legal bases
The legal basis for this processing operation is Article 5(d) of Regulation (EC) 45/2001.  Data subjects are requested to provide their prior informed and unambiguous consent to the collection and distribution of participants lists, taking and publication of their pictures on the Agency’s website, and publication of speakers’ presentations. On the registration form for the event, participants will be informed of the processing operation and asked whether they give their consent thereto.
Who has access to your personal data, to whom is it disclosed, and for how long is it stored?
A selection of photos taken will be available on the Agency’s website and on a dedicated website available under  Thus, these photos will be available to the general public.
Participants’ lists will be available to all participants in the concerned Agency-level event.  Further, they will be stored on an Agency server, accessible to authorised staff and the Appointing Authority.
Your personal data will be stored for a maximum of five years.

3. Data subjects’ rights and available recourse measures

Data subjects have the right of access to and rectification, blocking, and erasure of their personal data.  Data subjects’ rights are governed by the provisions of Regulation (EC) No 45/2001. 
Data subjects seeking clarification of their rights or further information should contact the Agency’s data protection officer (
Data subject wishing to exercise these rights are requested to contact either the person in charge of the processing (details above), or the Agency’s data protection officer (
Finally, the data subjects may, at any time, have recourse to the European Data Protection Supervisor (