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  • Activity: Access to documents
    Reference number DPO - C - 08
    Data subject category Members of the public
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of the processing operation is to ensure appropriate treatment of requests for access to public documents of the Clean Hydrogen JU
    Description
    This processing operation takes form in the receipt of requests of any member of the public to access Clean Hydrogen JU (public) documents, the analysis of the request, taking a decision on the request, and informing the applicant of the decision and acknowledgement of receipt,  in accordance with '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
    Processed data Profession Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 5 years
    Processors
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Obligation of confidentiality of the staff
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO - C - 08
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Anti-harassment procedures
    Reference number DPO - HR - 14
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected for the purpose of the procedure detailed in the Clean Hydrogen JU policy on protecting the dignity of the person and preventing psychological harassment and sexual harassment.
    Description
    Collection of data takes place in the context of selecting and appointing confidential counselors or in the context of the procedures described in the Governing Board DECISION of 31.07.2017 on the FCH 2 JU policy on protecting the dignity of the person and preventing psychological harassment and sexual harassment (informal and formal procedure). This decision applies as well to the Clean Hydrogen JU as established by the decision of the Clean Hydrogen JU Governing Board of 17 December 2021 adopting the transfer of decisions of the Fuel Cells and Hydrogen 2 JU’s Governing Board to Clean Hydrogen JU. Possible sets of data include allegations and declarations based upon the subjective perceptions of data subjects, usually collected by means of the personal notes of the counselors (informal procedure), or via a possible request to the appointing authority and its follow up via investigation team/expert/investigator appointed to carry out an administrative inquiry to determine the facts of the case and apportion any responsibility (formal procedure) . 
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725, processing is necessary to protect the vital interests of the data subject or another natural person (article 5(e) regulation 2018/1725) 3 months after the closure of the case
    Processors
    • European Commission and/or its services (EEA)
    Restrictions of data subject rights
    restriction of data subject rights may occur in the laid down procedures to fight against harassment to protect the alleged victim or witnesses in cases where personal data relate to the suspect as well (allegations made about the alleged harasser by informants or witnesses). the legal basis for such restrictions is article 25(1) regulation 2018/1725 (protection of the data subject or the rights and freedoms of others). 
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients Other: appointed investigation team/expert/investigator to carry out an administrative inquiry to determine the facts of the case and apportion any responsibility, European Commission and its services: DG HR, as applicable in accoridnace with the procedure
    Joint controllers n/a
    privacy policy url See Ares(2023)98142
    Last updated 09.04.2024
    internal reference DPO - HR - 14
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Audits of beneficiaries
    Reference number DPO - A - 03
    Data subject category JU staff, Candidates and tenderers in procurement procedures, Applicants’ data (in case of legal entities, their representatives) , natural persons registered as experts in dedicated calls, Clean Hydrogen JU contractors , staff of beneficiaries in Clean Hydrogen JU funded projects
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Check the eligibility of the costs declared by beneficiaries
    Description
    Personal data is collected in the conduct of checks and financial controls of grant agreements or service contracts aimed at verifying beneficiary's or contractor's or subcontractors' or third parties' compliance with all contractual provisions (including financial provisions). The purpose of the control is to check that the action and the provisions of the grant agreement or contract are being properly implemented and to assess the legality and regularity of the transaction underlying the implementation of the EU budget.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Financial information Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Personal details Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Profession Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    payrolls, payslips, bank statements, contracts, time records (timesheets) and any personal data contained in documents and files that are consulted / accessed / collected as part of the evidence during the audit Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Processors
    • Audit management system (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Automated system (Grants management), Confidentiality of communications and privacy, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Standard clause for the processing of personal data included in the contract
    Recipients European Commission and its services: CAS, External contractors under framework contract with the European Commission : , Police or legal organisations: European Court of Auditors , Other: Audit companies under a contract with the FCH 2 JU
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/10. Privacy Statement for Audits and Controls.pdf
    Last updated 09.04.2024
    internal reference DPO - A - 03
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: COMMUNICATION OF STAFF PERSONAL DATA TO GOVERNMENTS OF MEMBER STATES
    Reference number DPO-HR-10
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of the collection of the data above is the creation of a single file with limited staff personal dat and its communication, upon request, to the governments of the Member States
    Description
    The purpose of the collection of the data above is the creation of a single file with limited staff personal data and its communication, upon request, to the governments of the Member States. An electronic file, containing the above-mentioned types of personal data, will be communicated via a secured transmission system (i.e. ARES) to the requesting national governments.
    Processed data Personal details Legal obligation article 5 b) of regulation 2018/1725 10 years after end of contract
    Processors
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls
    Recipients Government organisations: Governments of the Member States, through their mandated authorities (including but not limited to ministries and Permanent Representations).
    Joint controllers n/a
    privacy policy url Ares(2019)1717651
    Last updated 09.04.2024
    internal reference DPO-HR-10
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Data collection for the annual Clean Hydrogen JU Programme review
    Reference number DPO - C - 07
    Data subject category Staff of beneficiaries of Clean Hydrogen JU funded projects
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Processing of data is necessary for the creation of an on-line account made available to FP 7 and H2020 beneficiaries, offering the possibility to connect to their own TRUST account and submit data related to the project funded either under the 7thFramework Programme or under Horizon 2020 Research and Innovation Programme.
    Description
    The Clean Hydrogen JU finances research and innovation projects aiming at ultimately bringing fuel cells and hydrogen technologies to market readiness level. To this end, it publishes calls for proposals, manages proposal evaluations and finally monitors project implementation. In view of assessing the effectiveness of its research programme and the needs for further technological developments (to be translated into new calls for proposals), the  Clean Hydrogen JU has been mandated to collect data on the concerned technologies in a systematic and uniform way. This need was identified early after the set-up of the FCH JU and follows the explicit request of the FCH 2 JU governing board, reflecting the will of all 3 members of the: the European Commission, Hydrogen Europe, representing the industrial stakeholders and Hydrogen Europe Research, representing the research community. The data collection is intended to yield comparable data from various projects by unambiguously setting the relevant: -parameters; -units; -validity date (annual granularity). Data collection is to be performed, as from 2017, through the TRUST (Technology Reporting Using Structured Templates) collection platform and, as from 2023, with the addition of Project Fiche, which is a spreadsheet file prefilled with information provided by the projects in the past through EU-Survey or Compass/Sygma that is exchanged with project coordinators in order to communicate changes in the project's evolution, only bilaterally via email. The expected outcome is a coherent and comprehensive vision of the fuel cells and hydrogen sector which is critical for its further development and visibility and for fostering political and financial support.
    Processed data Profession Public interest article 5 a) of regulation 2018/1725 10 years after end of contract
    Processors n/a
    Restrictions of data subject rights
    n / a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls
    Recipients European Commission and its services: Joint Research Center of the European Commission
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/knowledge-management/annual-data-collection_en
    Last updated 09.04.2024
    internal reference DPO - C - 07
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: E-HRS-AS Portal and Administration interfaces
    Reference number DPO - P - 02
    Data subject category Other , Appointed contacts
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The processing activity includes: collection of contact details of persons assigned by the HRS owners / operators; contacting the persons assigned for the integration of the HRS into the platform and for issues related to the HRS data maintenance (e.g. reminding the users to complete data sets), as well as for informing them on new functionalities; storage of the contact list; contacting for event activities;
    Description
    The European Hydrogen Refuelling Station Availability System (E-HRS-AS), set up and managed by the FCH JU, is a real-time information system on the availability status (e.g. downtime events) of the Hydrogen Refuelling Stations (HRS) which also provides information on basic details such as HRS locations, payment methods, site amenities, access restrictions, fuelling options, capacity etc. This is designed to help notify FCEV end users and improve their experience. This information is publicly available at https://h2-map.eu/ (so-called E-HRS-AS Map)

    The dynamic availability information is an automated signal sent by either the HRS itself via an on-site hardware or via a software interface from the operators’ plant monitoring system. The static information on site location of each HRS is updated manually by the HRS operators who have individual access to the operators’ portal of the E-HRS-AS (GPS coordinates, opening hours, services on site, customer notification on events etc.).

    Once an HRS is identified, the operator needs to name a contact person and as soon as the HRS is integrated, an access/login to the operators’ platform (so called E-HRS-AS Portal) is given. This is the HRS operators’ access area to allow for changes in the static information, to launch customer notifications and access availability reporting. Access to E-HRS-AS Portal is restricted to HRS owners and operators as well as the Clean Hydrogen JU project team and its contractor. Besides the E-HRS-AS Portal, there is the E-HRS-AS Administration, a front end to the platform’s internal database that allows the Clean Hydrogen JU project team and its contractor to operate and maintain all components of the system. The above 2 interfaces of the E-HRS-AS (Portal and Administration) contain personal data.
    Processed data Personal details Explicit consent article 5 d) of regulation 2018/1725 N + 4 years days
    Profession Explicit consent article 5 d) of regulation 2018/1725 N + 4 years days
    Processors
    • E-HRS-AS (Germany)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Computer systems hardened, Data not displayed to the wider public, Decision making process based on a control chain , Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://h2-stations.eu/privacy-policy/
    Last updated 09.04.2024
    internal reference DPO - P - 02
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: EU Sign (electronic signature service)
    Reference number DPO - HR -15
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Electronic signatures and/or seals on electronic documents
    Description
    Collect and use some basic personal information in order to provide a service to create, validate and extend electronic signatures and electronic seals on electronic documents and in order to operate the service efficiently. The processing includes:
    • authentication and access rights
    • handling of the electronic signatures;
    • providing support to users of the service
    • for service management (including statistical reports, dashboards).
    Processed data Other Public interest article 5 a) of regulation 2018/1725, treaty on the functioning of the european union 25 months; except for Log files for which the retention period is 6 months months
    Personal details Public interest article 5 a) of regulation 2018/1725, treaty on the functioning of the european union 25 months; data related to users of remote signature will be kept for the validity of the certificate (typically 3 years)+6 months;
    Trade union membership Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Processors
    • Real Dolmen (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Data kept according to the security measures adopted by the European Commission, Data not displayed to the wider public, Obligation of confidentiality of the staff, Secure transfer of data, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services: DG DIGIT Administrators of the electronic signature service; Any Commission user of the electronic signature service has access to the personal information present in the signer certificate as per the signed document., Other: Users must be aware that any personal data contained in documents to be signed/sealed will be contained in the signed/sealed document. Additionally, the signed/sealed document will contain the certificate(s) used to sign/seal. The signed/sealed document will not be stored by EU Sign after the finalization of the signing/sealing process, but users must be aware that any personal data in the document itself or in the certificate used to sign/seal it, will be disclosed to any party to whom the signed/sealed document is provided. In most cases, the personal data contained in the signing/sealing certificate will include the signatory/sealer's name or email address; and usually an identifier of the signatory/sealer. In some cases (e.g. signing certificates provided through the Belgian eID), additional personal data are included in the signing/sealing certificates, such as year of birth or gender
    Joint controllers European Commission - DG for Informatics (DIGIT).
    privacy policy url https://webgate.ec.testa.eu/Ares/document/show.do?documentId=080166e5d1a406e0
    Last updated 09.04.2024
    internal reference DPO - HR -15
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Exceptional leaves and absences
    Reference number DPO - HR - 24
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose is to manage the exceptional leaves and absences of staff members so that the HR Officer may determine if the staff members leave rights are to be adapted.
    Description
    The purpose is to manage the exceptional leaves and absences of staff members so that the HR Officer may determine if the staff members leave rights are
    to be adapted.
    The exceptional leaves, absences, could concern but are not limited to:
    - flexibility during public holidays (for example the possibility to work during the day of Easter)
    - participation to strikes organised by unions
    The exceptional leaves, absences do not fall under the normal scope of leaves and special leaves granted to staff members, for which another record gives account. 
    Processed data Personal details Contractual obligation article 5 c) of regulation 2018/1725 7 years
    Processors
    • EC PMO (EEA)
    • IT Tool SYSPER (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Data kept according to the security measures adopted by the European Commission, Limited retention periods configured, Obligation of confidentiality of the staff
    Recipients Managers of data subjects:
    Joint controllers EUROPEAN COMMISSION
    privacy policy url See https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en for more information
    Last updated 09.04.2024
    internal reference
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: External Audits
    Reference number FCH-A-02
    Data subject category Candidates applying for open vacancies (TA, CA, and SNE) , JU staff, Clean Hydrogen JU contractors
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose External audits allow the Court of Auditors to issue an opinion on the reliability of the Clean Hydrogen JU’s annual accounts and on the legality and regularity of the transactions underlying the annual accounts.
    Description
    External audit by the European Court of Auditors on the Clean Hydrogen JU’s annual accounts.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Financial information Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Personal details Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Profession Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 7 years
    Processors
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services: Accounting Officer of the European Commission, EU institutions and bodies: European Court of Auditors
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/10.%20Privacy%20Statement%20for%20Audits%20and%20Controls.pdf
    Last updated 09.04.2024
    internal reference FCH-A-02
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Flexitime Management
    Reference number DPO-HR-08
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected to authorize the recuperation of overtime based on the working hours registered by the staff member.
    Description
    Assessing and managing the entitlement of staff members to flexitime for temporary agents, contract agents and SNE.
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 N+3 years
    Profession Public interest article 5 a) of regulation 2018/1725 N+3 years
    Processors
    • ISA (Belgium)
    • IT Tool SYSPER (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services:
    Joint controllers n/a
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-08
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: GRANT AWARD AND MANAGEMENT (non-successful applicants)
    Reference number DPO-G-01.b
    Data subject category Applicants’ data (in case of legal entities, their representatives)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The data is collected in order to allow to evaluate proposals and/or organisation, to award funding if the proposal is successful, to manage grant agreements, as well as to design, monitor and evaluate Research and Innovation Programmes by the Clean Hydrogen JU and the European Comission .
    Description
    Collecting and processing of data provided by the applicants and beneficiaries in the context of grant applications as well as grant agreements managed by Clean Hydrogen JU in accordance with annual work plans.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Financial information Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Juridic data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Processors
    • European Commission (EEA)
    • Secured transmission system ARES (Belgium, Adequate)
    • e-Submission (Belgium)
    Restrictions of data subject rights
    n/a.restriction already foreseen in the financial regulation – art 142 (1)
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Automated system (Grants management), Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients European Commission and its services:
    Joint controllers European Commission
    privacy policy url https://ec.europa.eu/research/participants/data/support/legal_notice/h2020-ssps-grants-sedia_en.pdf
    Last updated 09.04.2024
    internal reference DPO-G-01.b
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Grant award and management (successful applicants)
    Reference number DPO-G-01.a
    Data subject category Applicants’ data (in case of legal entities, their representatives)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The data is collected in order to allow to evaluate proposals and/or organisation, to award funding if the proposal is successful, to manage grant agreements, as well as to design, monitor and evaluate Research and Innovation Programmes by the Clean Hydrogen JU and the European Comission.
    Description
    Collecting and processing of data provided by the applicants and beneficiaries in the context of grant applications as well as grant agreements managed by Clean Hydrogen JU in accordance with annual work plans.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Financial information Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Juridic data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Processors
    • European Commission (Belgium, Adequate)
    • Secured transmission system ARES (Belgium, Adequate)
    • e-Submission (Belgium)
    Restrictions of data subject rights
    n/a.restriction already foreseen in the financial regulation – art 142 (1)
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Automated system (Grants management), Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients Other: External evaluators assisting the Clean Hydrogen JU
    Joint controllers European Commission, Research Executive Agency
    privacy policy url https://ec.europa.eu/research/participants/data/support/legal_notice/h2020-ssps-grants-sedia_en.pdf
    Last updated 09.04.2024
    internal reference DPO-G-01.a
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Hydrogen Valley platform
    Reference number DPO - C - 12
    Data subject category Visitors of the website, Natural persons that voluntarily disclose their data using the forms available in the website
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of processing is to collect and process personal data necessary for the processing activities in the context of the Hydrogen Valley Platform.
    Description
    The purpose of processing is to collect and process personal data necessary for the processing activities in the context of the Hydrogen Valley Platform and more specifically for purposes of a. navigating in Hydrogen Valleys' website,  b. subscribing online for updates, c. communicating through the matchmaking form for business purposes, c. completing the online survey “H2V Questionnaire”. 
    Processed data Personal characteristics Public interest article 5 a) of regulation 2018/1725 5 years
    Personal details Public interest article 5 a) of regulation 2018/1725 5 years
    Profession Public interest article 5 a) of regulation 2018/1725 5 years
    Processors n/a
    Restrictions of data subject rights
    possible restrictions as laid down in article 25 of the regulation may apply.
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Data kept according to the security measures adopted by the European Commission, Limited access rights, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients Other: Internally: authorized staff of the Clean Hydrogen JU , Other: Externally: Authorised staff of the Hydrogen Valley Representative (only for data submitted through the matchmaking form)
    Joint controllers n/a
    privacy policy url https://www.h2v.eu/data-protection
    Last updated 09.04.2024
    internal reference DPO - C - 12
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Internal Audit
    Reference number DPO-A-01
    Data subject category JU staff, natural persons registered as experts in dedicated calls, Clean Hydrogen JU contractors , staff of beneficiaries in Clean Hydrogen JU funded projects
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected and managed for the purpose of independent, risk-based and objective assurance and consulting services designated to add value and improve the operations of the Clean HydrogenJU
    Description
    The Internal Auditor reports to the Clean Hydrogen JU on his or her findings and recommendations and advises on dealing with risks, by issuing independent opinions on the quality of management and control systems and by issuing recommendations for improving the conditions of implementation of operations and promoting sound financial management. 
    Processed data Education Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 7 years
    Financial information Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 7 years
    Personal details Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 7 years
    Profession Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 7 years
    Processors
    • IT Tools (ABAC, EMI, etc. ) (Belgium, Adequate)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    no restriction in the  clean hydrogen ju related operations. restrictions are foreseen in commission decision (eu) 2018/1961 of 11 december 2018 laying down internal rules concerning the provision of information to data subjects and the restriction of certain of their rights in the context of the processing of personal data for the purpose of internal audit activities.
    Security measures Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services: Internal Audit Service , EU institutions and bodies: European Court of Auditors , European Commission and its services: DG DIGIT,
    Joint controllers n/a
    privacy policy url See Intranet
    Last updated 09.04.2024
    internal reference DPO-A-01
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Leave and Special Leave management
    Reference number DPO-HR-05.b
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Management of Clean Hydrogen JU staff annual leave and special leave entitlements
    Description
    The purpose is the management of annual leave and special leave entitlements.
    The purpose is management of annual leave and special leave entitlements. Assessing the entitlement to special leave and working conditions for temporary agents, contract agents or SNE. The special leaves include: Marriage of an official, contract agent or SNE; Marriage of a child of an official / agent; Birth of a child of an official / servant / SNE; Serious illness of the spouse; Very serious illness of a child; Serious illness of a child; Serious illness of an ascendant ; Death of the spouse; Death of wife during maternity leave; Death of a child; Dead of an ascendant;- Dead of a brother or sister; Adoption; Maternity ; Exercise of an unremunerated external activity; Convocation to the court / judiciary; Cure ; Move ; Election outside the duty station; Participation in an examination / competition / selection organized by EPSO, by a Community Institution or Agency; Training; Exercise of an elective public office;  Looking for a job at the end of the contract.  Travel time "special leave".  Part-time work ; Family leave ; Termination of functions;- Cancellation of an annual or special leave at the request of the person concerned; Postponement of annual leave; Flexitime ; Permanence of end of year 
    Processed data Family composition Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years
    Health data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years
    Processors
    • IT Tool SYSPER (Belgium, Adequate)
    Restrictions of data subject rights
    in accordance with article 25 regulation (eu) 2018/1725, the clean hydrogen ju may restrict the application of the rights enshrined in articles 14 to 21, 35 and 36, as well as article 4 as per decision of the governing board of the fuel cells and hydrogen 2 joint undertaking of 26 may 2020 laying down internal rules concerning restrictions of certain rights of data subjects in relation to processing of personal data in the framework of the functioning of the fch 2 ju which applies as well to the clean hydrogen ju as established by the decision of the clean hydrogen ju governing board of 17 december 2021 adopting the transfer of decisions of the fuel cells and hydrogen 2 ju’s governing board to clean hydrogen ju.  
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Health data processed with the principles of medical confidentiality by HR officer, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients Other: Internally: HR and Heads of Units (only the ones who will have to validate a SYSPER request), European Commission and its services: 1) PMO, 2) DG HR and DIGIT via Sysper
    Joint controllers European Commission
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-05.b
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: License for use of Adobe Creative Cloud
    Reference number DPO - HR - 19
    Data subject category JU staff, Trainees (blue book and atypical)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Access to online application (cloud-based) based on Adobe Login or other identification modes provided by Adobe. Data are electronic and stored in the designated systems where user rights are created
    Description
    The purpose of the collection of the data above is to provide Clean Hydrogen JU staff members (more specifically communications team) with necessary access to Adobe Creative cloud platform and services in order for them to carry out their statutory duties.
    Processed data Document produced Legal obligation (article 5 (b) of regulation 2018/1725) 25 months
    Location information Legal obligation (article 5 (b) of regulation 2018/1725) 25 months
    Personal details Legal obligation (article 5 (b) of regulation 2018/1725) 25 months
    Processors
    • Adobe Experience Cloud (USA)
    Restrictions of data subject rights
    n/a
    Security measures Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url Please see the Intranet
    Last updated 09.04.2024
    internal reference DPO - HR - 19
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Management of procurement procedures (non-succesful tenderers / candidates)
    Reference number DPO-P-01.b
    Data subject category Candidates and tenderers in procurement procedures
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose A procurement procedure is a process that leads to the conclusion of a public contract. A publiccontract is defined as a purchase by a public authority (the Clean Hydrogen JU) of a service, goods or works.Public contracts are provided for the institution in exchange for remuneration.The process is in line with Financial Regulation.
    Description
    Collecting and processing of data provided by the candidates and tenderers, as well as contractors in the context of tenders procedures as well as procurement contracts managed by the Clean Hydrogen JU . 
    Processed data Education Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years after closure of procedure
    Juridic data Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years after closure of procedure
    Membership of a professional association Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years after closure of procedure
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years after closure of procedure
    Personal details Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years after closure of procedure
    Processors
    • Secured transmission system ARES (Belgium, Adequate)
    • e-Submission (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Signature of absence of conflict of interest , Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients Other: Opening Committee in relation to names of persons attending the opening session, Other: Evaluation Committee appointed by the Executive Director
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/5. Privacy Statement for processing of personal data related to procurement procedures.pdf
    Last updated 09.04.2024
    internal reference DPO-P-01.b
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Management of procurement procedures (successful applicants)
    Reference number DPO-P-01
    Data subject category Candidates and tenderers in procurement procedures
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose A procurement procedure is a process that leads to the conclusion of a public contract. A publiccontract is defined as a purchase by a public authority (the Clean Hydrogen JU) of a service, goods or works.Public contracts are provided for the institution in exchange for remuneration.The process is in line with Financial Regulation.
    Description
    Collecting and processing of data provided by the candidates and tenderers, as well as contractors in the context of tenders procedures as well as procurement contracts managed by the Clean Hydrogen JU . 
    Processed data Education Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 10 years after end of contract
    Juridic data Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 10 years after end of contract
    Membership of a professional association Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 10 years after end of contract
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 10 years after end of contract
    Personal details Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 10 years after end of contract
    Processors
    • Secured transmission system ARES (Belgium, Adequate)
    • e-Submission (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Signature of absence of conflict of interest , Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients Other: Opening Committee in relation to names of persons attending the opening sesion, Other: Evaluation Committee appointed by the Executive Director
    Joint controllers European Commission
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/5.%20Privacy%20Statement%20for%20processing%20of%20personal%20data%20related%20to%20procurement%20procedures.pdf
    Last updated 09.04.2024
    internal reference DPO-P-01
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Management of the Clean Hydrogen JU Bodies representatives and communication
    Reference number DPO-C-01
    Data subject category any natural person having a role in the Clean Hydrogen JU governance (in the Governing board, in the Advisory Bodies or representing the Clean Hydrogen JU Members)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Invitations to meetings and contacts related to the Clean Hydrogen JU work
    Description
    Collecting and processing  information of attendees to the Clean Hydrogen JU meetings, in particular  invitations, registration,  minutes, member's nominations; 
    More information on the  Clean Hydrogen JU members and bodies (Governing Board, States Representatives Group, Scientific committee), minutes and member's names can be found on the Clean Hydrogen JU website: https://www.clean-hydrogen.europa.eu/about-us/organisation_en
    Processed data Education Public interest article 5 a) of regulation 2018/1725 5 years
    Personal details Public interest article 5 a) of regulation 2018/1725 5 years
    Profession Public interest article 5 a) of regulation 2018/1725 5 years
    Processors n/a
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Obligation of confidentiality of the staff
    Recipients European Commission and its services: , Other: Partial information on the data realting to the Clean Hydrogen JU members and bodies is published publicly on the Clean Hydrogen JU website to ensure compliance with applicable rules
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO-C-01
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Microsoft 365
    Reference number DPO - HR - 21
    Data subject category JU staff, Externals to the organisation: JU external collaborators being granted access to M365 platform as guests
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose In line with the European Commission’s Digital Strategy, JU is gradually moving into a fully digital working environment. As a European public administration, JU needs to lead the way in terms of both integrating digital at the core of European policy implementation and leveraging the potential of digital to work better and faster.
    Description

    In line with the European Commission’s Digital Strategy, JU is gradually moving into a fully digital working environment.
    As a European public administration, JU needs to lead the way in terms of both integrating digital at the core of European policy implementation and leveraging the potential of digital to work better and faster.
    For this strategy to deliver, JU has designed several actions and adopted a series of new tools designed to form together a Digital Workplace. 
    The Digital Workplace is an opportunity for JU to become an example of a modern public, connected and efficient Public Administration by providing staff with the best combination of tools, physical framework and working methods, to effectively support the achievement of the priorities of our organisation. 
    The Digital Workplace responds to the need for connected office, integrating teleworking tools for activities such as conference calls, remote collaboration, audio- or videoconferencing or webinars.
    Consequently, JU has decided to operate M365 provided by Microsoft Ireland. M365 offers cloud-based solutions that enable staff members of JU to:
    1. Document Processing – to create, read, review and amend documents, presentations, spreadsheets and other document types in various formats and for various purposes (Access, Sway, Forms);
    2. Email, Calendar, Contacts – to manage and exchange e-mail, calendars, contacts, tasks and notes (Exchange Online);
    3. File Sharing – to create, read, review, amend, store and share documents and files of various types in view of collaboration among staff (SharePoint Online, OneDrive, OneNote, Stream, Teams, PowerApps, Yammer);
    4. Chat and Messaging – to interact, share files, chat and exchange messages with colleagues, partners, stakeholders and other parties (Teams, Yammer);
    5. Virtual Meetings – to set up and participate in virtual meetings and teleconferences (Teams);
    6. Project and Task Management – to facilitate project and task management by staff (Exchange Online); and
    7. Data Analytics and Visualisation – to analyse data and visualise such data (Power BI).
    Identity and access management to M365 is managed through Azure Active Directory (Azure AD) and InTune.

    The operation of M365 requires the processing of personal data by JU for the following purposes:
    1. provision, enabling, set-up, configuration and maintenance of M365 capabilities, including facilitating and coordinating field tasks (Identification Data, Service-Generated Data, Content Data)
    2. administration of the rights allocated to a user account (identity and access management)  (Identification Data);
    3. end-user support and IT Teams support for issues with M365 (Identification Data, Service-Generated Data, Diagnostic Data);
    4. prevention, detection and resolution of security events (e.g. cyber-attack), to ensure the confidentiality, integrity and availability of M365 (Identification Data, Service-Generated Data); and
    5. responding to data subjects exercising their rights in relation to personal data processed within M365 (Identification Data, Service-Generated Data).

    Additionally, Microsoft Ireland as a processor for and on behalf of JU processes personal data for internal business operations in the context of providing M365. These business operations consist of (exhaustive list):
    1. billing and account management (Identification Data, Service-Generated Data); 
    2. compensation (Service-Generated Data); 
    3. internal reporting and business modelling (Service-Generated Data); 
    4. combatting fraud, cybercrime, and cyberattacks (Identification Data, Service-Generated Data); 
    5. improving core functionality of accessibility, privacy and energy efficiency (Service-Generated Data); and 
    6. financial reporting and compliance with legal obligations (Identification Data, Service-Generated Data). 
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 For as long as the user account is active.
    Video tapes and photographs Public interest article 5 a) of regulation 2018/1725 up to 180 days upon expiration/termination of the subscription.
    Processors
    • Microsoft (Belgium)
    • NEO (IT platfrom for booking missions) (EEA)
    • Real Dolmen (Belgium)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Computer systems hardened, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients Other private organisations: Microsoft's personnel based outside the EEA (most importantly, the USA) managing the databases on Microsoft cloud servers and Microsoft’s sub-processors' personnel on a need-to-know basis.
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO - HR - 21
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Missions
    Reference number DPO-HR-11
    Data subject category JU staff, JU Staff: contractual, External staff: trainees and interim staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected for the management of the missions of the staff and the reimbursement of travel expenses and daily subsistence allowance.
    Description
    Personal data is being collected for the management of the missions of the staff and the reimbursement of travel expenses and daily subsistence allowance. 
    Moreover, personal data is being processed for procedural parts of the mission, such as (issuing tickets, payment, booking a hotel, renting a car etc).
    The Clean Hydrogen JU uses an in-house IT tool for missions, which has the following workflow: 
    -Creation of the “mission” order by the assistant or mission performer; 
    -Confirmation and signature of the actors of the workflow and approval of the authorizing officer; 
    -Supporting documents relating to the declaration of mission expenses must be obligatorily scanned and uploaded;
     -Verification and signature of the actors of the workflow and approval of the authorizing officer; 
    -Calculation of the “mission” by the mission's officer.
    - During the liquidation phase the mission officer reviews the supporting electronic documents. The officer having carried out a “mission” must keep the original paper documents in order to provide them to the accountant at the request of the latter for various reasons (electronic copy not readable, random control, ...).
    -Ex-ante control by the Clean Hydrogen JU. A separate message informs each officer in working travel that he / she has been selected as part of this check and is requested to submit the original supporting documentation for this assignment.

    The Clean Hydrogen JU in specific cases may use third party service providers who process personal data on behalf of the Clean Hydrogen JU or in specific cases for their own purposes. 
    These are: 
    - the travel agency responsible for issuing tickets and booking hotels; KDS Neo (NEO IT Tool), developed and operated by Klee Data System, allows the organization and management of the business trips. 
    - car hire companies that may be used when on mission; 
    - hotels and other assimilated accommodation providers.
    Processed data Personal characteristics Public interest article 5 a) of regulation 2018/1725 7 years
    Personal details Public interest article 5 a) of regulation 2018/1725 7 years
    Profession Public interest article 5 a) of regulation 2018/1725 7 years
    Processors
    • NEO (IT platfrom for booking missions) (EEA)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients Other: Travel Agency, Hotel, Airline Company, Other: Managers of the data subject, Head of Unit, Internal Accountant and his/her back-up, Assistants (in some cases they assist staff members in the preparation of the mission and the submission of the reimbursement claim).
    Joint controllers n/a
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-11
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Occupational health: pre-recruitment medical visits and annual and periodic medical examination
    Reference number DPO - HR - 04
    Data subject category JU staff, Relatives of the data subject
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose General affirmation of proper medical condition for the performance of work duties
    Description
    Procedures put in place to ensure safety, health and welfare of JU staff; pre-recruitment medical examination; Annual and periodic medical examination . The JU does not collect medical certificates of staff members for occupatioonal health: these are directly sent to the medical service of the European Commission in accordance with the procedure established for medical examination 
    Processed data Family composition Public interest article 5 a) of regulation 2018/1725 10 years after end of contract
    Health data Public interest article 5 a) of regulation 2018/1725 10 years after end of contract
    Personal details Public interest article 5 a) of regulation 2018/1725 10 years after end of contract
    Processors
    • EC and / or JU service providers (contractors or subcontractors) under direct or framework service procurement contracts (EEA)
    • Secured IT data base (Joint Sickness Insurance Scheme) (EEA)
    Restrictions of data subject rights
    no restrictions are in place at clean hydrogen ju. the medical files are kept at the european commission's medical services. commission decision (eu) 2019/154 of 30 january 2019 laying down internal rules concerning the restriction of the right of access of data subjects to their medical files.
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Secure transfer of data
    Recipients European Commission and its services:
    Joint controllers n/a
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO - HR - 04
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: On-line Surveys
    Reference number DPO-C-05
    Data subject category any natural person having registered on-line
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose This specific on-line service consists of an on-line questionnaire made available on this web page, offering you the possibility to express your views or provide information on the subject.
    Description
    The persons invited are participating in this survey on a voluntary basis. This specific on-line service consists of an on-line questionnaire made available on this web page, offering the possibility to express your views or provide information on the subject. The main part of the survey outcome is a descriptive analysis of responses of a questionnaire that will be aggregated into a report. Name,surname and affiliation of the respondents will not be included in the report. 
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 5 years
    Profession Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 5 years
    Processors
    • Clean Hydrogen JU external service providers (contractors or subcontractors) under direct or framework service procurement contracts (EEA)
    Restrictions of data subject rights
    n/a
    Security measures Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/2.%20Privacy%20Statement%20for%20data%20collected%20via%20on-line%20surveys.pdf
    Last updated 09.04.2024
    internal reference DPO-C-05
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: On-line electronic registration to events
    Reference number DPO-C-03
    Data subject category any natural person having registered on-line
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of processing personal data for the on-line service is the organisation and management of the event itself, including: taking all necessary organisational steps to allow you access on the premisesof the event’s venue; management of reports, distribution and feedback on reports; event follow-up activities;sharing information about the event on Clean Hydrogen JU and EUROPA websites. For its events, the Clean Hydrogen JU draws up lists of participants and provides these to participants within the framework of the event. They serve in particular to promote professional networking and are part of the event documentation
    Description
    Collecting personal data for the purposes of participation in an on-line survey in order to to participate in a Clean Hydrogen JU event on a voluntary basis.the processing includes: collection of names / contact details; Storage of the participants contact list; Sending e-mails to participant on contact list; Possibly publication of minutes/reports/notices on the Clean Hydrogen JU website and/or on paper; sharing of participant lists, photographs/pictures of groups of participants and organizers; if applicable: transmission of contact details to Clean Hydrogen JU contractors in charge of executing activities for the organisation of the event. 
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 , explicit consent article 5 d) of regulation 2018/1725 5 years
    Profession Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 , explicit consent article 5 d) of regulation 2018/1725 5 years
    Video tapes and photographs Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 , explicit consent article 5 d) of regulation 2018/1725 5 years
    Processors
    • Clean Hydrogen JU external service providers (contractors or subcontractors) under direct or framework service procurement contracts (EEA)
    Restrictions of data subject rights
    n/a
    Security measures Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/1.Privacy Statement for data collected via the on-line registration to Clean Hydrogen JU events.pdf
    Last updated 09.04.2024
    internal reference DPO-C-03
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: On-line subscriptions to communication about the Clean Hydrogen JU
    Reference number DPO - C - 06
    Data subject category any natural person having registered on-line
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose on-line electronic possibility to subscribe to receiving occasional news alerts, the Clean Hydrogen JU newsletters
    Description
    This specific on-line service consists of on-line electronic registration made available on a dedicated web page, offering the possibility to subscribe to receiving occasional news alerts, the Clean Hydrogen JU newsletters, invitations and other communication from and about the Clean Hydrogen JU and its relevant activities.
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 5 years
    Processors
    • Clean Hydrogen JU external service providers (contractors or subcontractors) under direct or framework service procurement contracts (EEA)
    • OneTrust cookies and consent tool (Germany)
    Restrictions of data subject rights
    n/a
    Security measures Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/8.%20Privacy%20Statement%20for%20data%20collected%20via%20on-line%20subscriptions%20to%20communication%20about%20the%20Clean%20Hydrogen.pdf
    Last updated 09.04.2024
    internal reference DPO - C - 06
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Personnel Files
    Reference number DPO-HR-07
    Data subject category JU staff, Trainees (blue book and atypical)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Recruitment, career development, evaluation/ appraisal of staff, determination of rights, Additionally, personal data in the personnel file may alos be used in the following case: in order to analyse information about potential fraud and financial irregularities to assess whether there are grounds to transmit the information to the relevant authorities for investigation, in particular the European Anti-Fraud Office (OLAF). Privacy notices relating to OLAF processing operations at the following link: https://ec.europa.eu/anti-fraud/olaf-and-you/data-protection/olaf-personal-data-processing-operations-and-privacy-statements_en
    Description
    Collection of staff documentation for recruitment, career development, appraisal, determination of rights; creation and management of e-mail address (EC Address book data). Staff data may also be used for the following purpose:  in order to analyze information about potential fraud and financial irregularities to assess whether there are grounds to transmit the information to the relevant authorities for investigation, in particular the European Anti-Fraud Office (OLAF).  Privacy notices relating to OLAF processing operations at the following link: https://ec.europa.eu/anti-fraud/olaf-and-you/data-protection/olaf-personal-data-processing-operations-and-privacy-statements_en
    Processed data Education Public interest article 5 a) of regulation 2018/1725 10 years after the extinction of all rights of the staff member and any dependents
    Financial information Public interest article 5 a) of regulation 2018/1725 10 years after the extinction of all rights of the staff member and any dependents
    Personal characteristics Public interest article 5 a) of regulation 2018/1725 10 years after the extinction of all rights of the staff member and any dependents
    Personal details Public interest article 5 a) of regulation 2018/1725 10 years after the extinction of all rights of the staff member and any dependents
    Processors
    • IT Tool SYSPER (Belgium, Adequate)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    only one possible case of restriction of data subjects rights: such case may occur during the preliminary activities related to cases of potential irregularities reported to olaf.
    see commission decision (eu) 2018/1962 of 11 december 2018 laying down internal rules concerning the processing of personal data by the european anti-fraud office (olaf) in relation to the provision of information to data subjects and the restriction of certain of their rights in accordance with article 25 of regulation (eu) 2018/1725 of the european parliament and of the council.
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients n/a
    Joint controllers European Commission
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-07
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Pilot for Microsoft Office Teams
    Reference number DPO - HR - 18
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Due to the outbreak of the coronavirus COVID-19 virus, the FCH 2 JU has started a trial (pilot) for the the use of Microsoft Office 365 - in particular ‘Microsoft Teams’ - to organise virtual meetings between internal staff only.
    Description
    Due to the outbreak of the coronavirus COVID-19 virus, the FCH 2 JU has started a trial (pilot) for the the use of Microsoft Office 365 - in particular ‘Microsoft Teams’ - to organise virtual meetings between internal staff only. MS Teams is a cloud-based application included as part of Office 365 that is provided to users (staff members) with the aim to offer more flexibility and improve communications and collaboration between stakeholders. The core capabilities in Microsoft Teams include business messaging, calling, video meetings and file sharing; however only messaging and (video)conferencing features are used for the purpose of the pilot. Use with external stakeholders and file sharing is excluded.
    The personal data is collected and stored in Microsoft’s Cloud servers with the purpose of providing the above-mentioned services. The processing is not intended to be used for any automated decision making, including profiling
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 1 year
    Video tapes and photographs Public interest article 5 a) of regulation 2018/1725, explicit consent article 5 d) of regulation 2018/1725 1 year
    Processors
    • Microsoft (Belgium)
    • Real Dolmen (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures n/a
    Recipients n/a
    Joint controllers n/a
    privacy policy url Please see the Intranet
    Last updated 08.04.2024
    internal reference DPO - HR - 18
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Presence of staff on FCH 2 JU premises during COVID-19
    Reference number DPO - HR - 17
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The processing of a limited set of personal data of staff members is necessary for the purpose of monitoring the occupancy rate of the FCH 2 JU premises (staff offices) so as to establish access to its building during the Covid-19 pandemic.
    Description
    FCH 2 JU puts in place a procedure to curb the spread of COVID-19 virus. Staff members are admitted to the building at maximum percentage of office presence which depends on the epidemiological situation, service need, as agreed with line managers. The maximum percentage of office presence is adaptable according to the abovementioned parameters. Staff is always informed on teleworking/ office presence conditions by the ED. 

    As long as specific procedures are in place to establish staff’s access to building during Covid-19 pandemic, such access to the building is recorded in an excel table. 

    The personal information is provided by filling up an excel table in a shared drive put at disposal of staff by the HR. 

    Staff members shall fill up the excel and may enter the building only based on prior authorisation by the ED or his delegated representative, in order to ensure that the established procedure and safety measures shall be complied with during the time at the office. 
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 2 months
    Processors
    • G4S (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients Other: Internally: Any staff member may access the excel internally in order to encode their presence at the office, Other: Externally: The security company that monitors the entrance to the building.
    Joint controllers n/a
    privacy policy url Please see the Intranet
    Last updated 08.04.2024
    internal reference DPO - HR - 17
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Prevention and management of conflicts of interests applicable to the bodies of the Clean Hydrogen JU
    Reference number DPO - C - 09
    Data subject category any natural person having a role in the Clean Hydrogen JU governance (in the Governing board, in the Advisory Bodies or representing the Clean Hydrogen JU Members)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is processed for the sole purpose of applying the rules for the prevention and management of conflicts of interest applicable to the members of the bodies of the Clean Hydrogen JU in order to ensure the handling of situations where potential conflicts of interest may arise in a transparent and consistent manner.
    Description
    Collecting and screening declarations of confidentiality and non-conflict of interests signed by all members of the Clean Hydrogen JU bodies' members before appointment, after appointment  (on an annual basis) and spontaneously at any time in the course of their duties (ad-hoc Declaration).
    The name of the Members of Governing Board, Scientific Committee, States Representatives Group together with the name of their employer or any organisation which pays them  shall be published on the Clean Hydrogen JU’s website. In addition, the CVs and declarations of interest by the Members of the Governing Board shall be available for public scrutiny in the  Clean Hydrogen JU web site with due respect to the applicable EU rules on protection of personal data  and access to documents, in accordance with the applicable legal basis. 
    Processed data Education Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 Personal data will be kept for no longer than necessary for the specific purpose for which they are being processed.
    Financial information Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 Personal data will be kept for no longer than necessary for the specific purpose for which they are being processed.
    Membership of a professional association Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 Personal data will be kept for no longer than necessary for the specific purpose for which they are being processed.
    Memberships Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 Personal data will be kept for no longer than necessary for the specific purpose for which they are being processed.
    Personal details Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 Personal data will be kept for no longer than necessary for the specific purpose for which they are being processed.
    Profession Public interest article 5 a) of regulation 2018/1725, legal obligation article 5 b) of regulation 2018/1725 Personal data will be kept for no longer than necessary for the specific purpose for which they are being processed.
    Processors n/a
    Restrictions of data subject rights
    n / a 
    Security measures n/a
    Recipients Other: For the members of the Governing Board: the members of the public will have access to the declarations on conflict of interest via the Clean Hydrogen JU website, in accordance with the applicable legal obligations
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO - C - 09
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Recruitment of trainees
    Reference number DPO-HR-02
    Data subject category Candidates in the recruitment procedures for traineeship
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Data are processed for the purpose of organising the selection and recruitment procedures for trainees
    Description
    This processing operation consists of collecting applications of candidates, screening tables, pre-selection and selection reports, offer of the post, reserve lists, negative letters etc.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Health data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Juridic data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Processors n/a
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services:
    Joint controllers European Commission
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/7.%20Privacy%20Statement%20for%20processing%20of%20personal%20data%20related%20to%20recruitment%20of%20trainees.pdf
    Last updated 09.04.2024
    internal reference DPO-HR-02
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Recruitment of trainees (non-recruited)
    Reference number DPO-HR-02.b)
    Data subject category Candidates in the recruitment procedures for traineeship
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Data are processed for the purpose of organising the selection and recruitment procedures for trainees
    Description
    This processing operation consists of collecting applications of candidates, screening tables, pre-selection and selection reports, offer of the post, reserve lists, negative letters etc.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Health data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Juridic data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Processors n/a
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services:
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/7. Privacy Statement for processing of personal data related to recruitment of trainees.pdf
    Last updated 09.04.2024
    internal reference DPO-HR-02
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Remuneration, expenses, social security benefits, pensions and allowances
    Reference number DPO-HR-06
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected in order to determine the staff member’s entitlements. Documents are collected by Human Resources and sent to the relevant Commission service (PMO) which will process the data in order to determine the financial rights of the staff member.
    Description
    Producing salary slips, determining allowances, establishment of financial rights, paying the salaries and allowances to staff.
    Processed data Education Public interest article 5 a) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Family composition Public interest article 5 a) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Financial information Public interest article 5 a) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Personal details Public interest article 5 a) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Profession Public interest article 5 a) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Processors n/a
    Restrictions of data subject rights
    n/a
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services:
    Joint controllers European Commission
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-06
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: SYSPER: Business Continuity Management (BCM) and central administrative purposes.
    Reference number DPO - HR - 22
    Data subject category JU staff, Relatives of the data subject
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Collection and use of private contact data of officials and other servants in the context of the Business Continuity Management (BCM) and for other central administrative purposes.
    Description
    Collection and use of private contact data of officials and other servants in the context of the Business Continuity Management (BCM) and for other central administrative purposes.
    Clean Hydrogen JU collects and uses your personal information through the IT system SYSPER ("System de personnel"), that manages a compendium of work life related files of staff, centralised the personal data. This design aims the efficient way of managing the work life related personal data.  Although every processing using any personal data have specific data protection records, this record justifies the general need of collecting personal data such as: First and family name, address, personal telephone, family composition and so on.  
    Below is a non-exhaustive list of the more significant processes of personal data through SYSPER:
    ·         To collect private contact details of staff and make them available at corporate level for Business Continuity Management purposes, i.e. to prepare (exercises) and respond to crises and operational disruptions affecting the normal functioning of the Clean Hydrogen JU.
    ·         To contact staff (or their family) for administrative and / or urgent reasons. Such contact may be required in the interests of the service or to inform staff of a situation which could impact upon their ability to carry out their assigned tasks.  
    ·         To authenticate some activities of the staff members such as remote access to IT platforms, or switching the professional line to the private line in case of telework. 
    ·         To collect and transmit data of staff members and their family members residing in Belgium  to the relevant Belgian authority and if the consent of the staff members is provided, for the purpose of obtaining a ‘digital key’ (a user name and password) which allows access to all federal public sites, local sites, including the Ma Santé portal relevant in the context of Covid-19 certificates.
    ·         Any other administrative work life related purpose
    Your personal data will not be used for an automated decision-making including profiling.
    Processed data Personal characteristics Public interest article 5 a) of regulation 2018/1725, processing is necessary to protect the vital interests of the data subject or another natural person (article 5(e) regulation 2018/1725), legal obligation (article 5 (b) of regulation 2018/1725), explicit consent article 5 d) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Personal details Public interest article 5 a) of regulation 2018/1725, processing is necessary to protect the vital interests of the data subject or another natural person (article 5(e) regulation 2018/1725), legal obligation (article 5 (b) of regulation 2018/1725), explicit consent article 5 d) of regulation 2018/1725 8 years after the extinction of all rights of the person concerned and of any dependents
    Processors
    • European Commission and/or its services (EEA)
    • IT Tool SYSPER (Belgium, Adequate)
    Restrictions of data subject rights
    in accordance with article 25 regulation (eu) 2018/1725, the clean hydrogen ju  may restrict the application of the rights enshrined in articles 14 to 21, 35 and 36, as well as article 4 as per decision of the governing board of the fuel cells and hydrogen 2 joint undertaking of 26 may 2020 laying down internal rules concerning restrictions of certain rights of data subjects in relation to processing of personal data in the framework of the functioning of the fch 2 ju (this decision applies as well to the clean hydrogen ju as established by the decision of the clean hydrogen ju governing board of 17 december 2021 adopting the transfer of decisions of the fuel cells and hydrogen 2 ju’s governing board to clean hydrogen ju. )
    Security measures Data kept according to the security measures adopted by the European Commission, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services: , Other: Recipients in the framework of the access to the Digital Key for Belgian residents is the Belgian authority, Other: Generated lists are sent to the Permanent Representations of the EU member states
    Joint controllers n/a
    privacy policy url See Ares(2022)5107013
    Last updated 09.04.2024
    internal reference DPO - HR - 22
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Selection and management of external experts (non-selected experts)
    Reference number DPO-G-02.b
    Data subject category natural persons registered as experts in dedicated calls
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected for the selection and the management (including reimbursements of expenses and payment where appropriate) of independent experts appointed by JU to advise on or assist with: the evaluation of proposals, the monitoring of the implementation of actions carried out under Horizon 2020 as well as of previous Research and/or Innovation Programmes, advice or assistance with other tasks related to JU activities.
    Description
    Collection and processing of data provided by individuals for the establishment of a database of prospective independent experts to assist with tasks managed by the Clean Hydrogen JU. The processing operations performed by the Controller include collection, storage and evaluation of personal data of the experts.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Financial information Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Profession Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 5 years after closure of procedure
    Processors
    • European Commission (EEA)
    • IT Tools (ABAC, EMI, etc. ) (Belgium, Adequate)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Automated system (Grants management), Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers European Commission
    privacy policy url https://ec.europa.eu/research/participants/data/support/legal_notice/h2020-ssps-experts-sedia_en.pdf
    Last updated 09.04.2024
    internal reference DPO-G-02.b
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Selection and management of external experts (selected experts)
    Reference number DPO-G-02.a
    Data subject category natural persons registered as experts in dedicated calls
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected for the selection and the management (including reimbursements of expenses and payment where appropriate) of independent experts appointed by JU to advise on or assist with: the evaluation of proposals, the monitoring of the implementation of actions carried out under Horizon 2020 as well as of previous Research and/or Innovation Programmes, advice or assistance with other tasks related to JU activities.
    Description
    Collection and processing of data provided by individuals for the establishment of a database of prospective independent experts to assist with tasks managed by the Clean Hydrogen JU. The processing operations performed by the Controller include collection, storage and evaluation of personal data of the experts.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Financial information Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Profession Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Processors
    • European Commission (Belgium, Adequate)
    • IT Tools (ABAC, EMI, etc. ) (Belgium, Adequate)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Automated system (Grants management), Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Standard clause for the processing of personal data included in the contract
    Recipients European Commission and its services:
    Joint controllers European Commission, Research Executive Agency
    privacy policy url https://ec.europa.eu/research/participants/data/support/legal_notice/h2020-ssps-experts-sedia_en.pdf
    Last updated 09.04.2024
    internal reference DPO-G-02.a
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Selection and management of interim staff
    Reference number DPO - HR - 20
    Data subject category Interim agents - external individuals who are contracted by the interim agency
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of the processing of personal data in this context is to meet the needs of selection of staff based on interim contracts at the Clean Hydrogen JU (hereinafter “the JU”).
    Description
    The purpose of the processing of personal data in this context is to meet the needs of selection of staff based on interim contracts at the Clean Hydrogen JU (hereinafter “the JU”). The data are sent to the JU in the context of the offer of possible CVs by interim agencies matching job profiles sought by the JU. This enables the JU to select suitable interim candidates and communicate the decision to the interim agency in charge of the recruitment, which will establish a contract with the successful candidate. 
    Such Agencies are the following:
    a. Randstad Belgium SA/NV
    Avenue Charles Quint 586 bte 8, 1082 Bruxelles
    b. Start People NV
    Frankrijklei 101
    2000 Antwerpen
    c. Daoust
    Galerie de la Porte Louise 203/5
    1050 Bruxelles
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 1 month after the end of the working period, and until the billing of the interim staff is settled with the agency.
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 1 month after the end of the working period, and until the billing of the interim staff is settled with the agency.
    Profession Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 1 month after the end of the working period, and until the billing of the interim staff is settled with the agency.
    cv Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 1 month after the end of the working period, and until the billing of the interim staff is settled with the agency.
    Processors
    • G4S (Belgium)
    • Randstad Belgium SA (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Once the procedure is closed, electronically stored data erased, Signature of absence of conflict of interest , Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients Individuals/organisations in direct relationship with controller: The agency will receive from Clean Hydrogen JU the information on whether a candidate is recruited or not, Other: Internally: a. heads of departments requesting the interim staff, b. HR department, c. IT Officer, d. Financial Initiator
    Joint controllers DG Human Resources and Security
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO - HR - 20
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Selection and recruitment of staff contract staff, temporary staff, seconded national experts (non-recruited candidates)
    Reference number DPO-HR-01.b)
    Data subject category Candidates applying for open vacancies (TA, CA, and SNE)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Data are processed for the purpose of organising the selection and recruitment procedures for TA, CA, SNE.
    Description
    This processing operation consists of collecting applications from candidates, screening tables, pre-selection reports, selection reports, written tests/interview questions, offer of the post, short lists, reserve lists, reserve list letters, negative letters etc.
    Processed data Education Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Health data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Juridic data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    cv Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 2 years following the recruitment procedure is terminated
    Processors n/a
    Restrictions of data subject rights
    n/a
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Health data processed with the principles of medical confidentiality by HR officer, Obligation of confidentiality of the staff, Signature of absence of conflict of interest
    Recipients European Commission and its services: , Other: Selection Committee members appointed by the Executive Director
    Joint controllers European Commission
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/6. Privacy Statement for processing of personal data related to recruitment of staff.pdf
    Last updated 09.04.2024
    internal reference DPO - HR - 01
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Selection and recruitment of staff contract staff, temporary staff, seconded national experts (recruited candidates).
    Reference number DPO-HR-01
    Data subject category Candidates applying for open vacancies (TA, CA, and SNE)
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Data are processed for the purpose of organising the selection and recruitment procedures for TA, CA, SNE.
    Description
    This processing operation consists of collecting applications from candidates, screening tables, pre-selection reports, selection reports, written tests/interview questions, offer of the post, short lists, reserve lists, reserve list letters, negative letters etc.
    Processed data Education Public interest article 5 a) of regulation 2018/1725 10 years after the extinction of all rights of the staff member and any dependents
    Health data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Juridic data Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal characteristics Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Personal details Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    cv Public interest article 5 a) of regulation 2018/1725, contractual obligation article 5 c) of regulation 2018/1725 10 years after end of contract
    Processors n/a
    Restrictions of data subject rights
    n/a
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Health data processed with the principles of medical confidentiality by HR officer, Obligation of confidentiality of the staff, Signature of absence of conflict of interest
    Recipients European Commission and its services: , Other: Selection Committee appointed members
    Joint controllers European Commission
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/6.%20Privacy%20Statement%20for%20processing%20of%20personal%20data%20related%20to%20recruitment%20of%20staff.pdf
    Last updated 09.04.2024
    internal reference DPO - HR - 01
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Sick Leaves and Accidents management
    Reference number DPO-HR-05.a
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Management of Clean Hydrogen JU staff sick leaves and accidents
    Description
     The purpose of the processing is to manage sick leaves or accidents for the lean Hydrogen JU staff. The legal basis for processing data is Articles 57, 58, 59, 59a and 60 of the Staff Regulations. 
    Processed data Health data Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years
    Personal details Public interest article 5 a) of regulation 2018/1725, legal obligation (article 5 (b) of regulation 2018/1725) 5 years
    Processors
    • EC Medical Service (EEA)
    • EC PMO (EEA)
    • IT Tool SYSPER (Belgium, Adequate)
    • Secured IT data base (Joint Sickness Insurance Scheme) (EEA)
    Restrictions of data subject rights
    in accordance with article 25 regulation (eu) 2018/1725, the clean hydrogen ju  may restrict the application of the rights enshrined in articles 14 to 21, 35 and 36, as well as article 4 as per decision of the governing board of the fuel cells and hydrogen 2 joint undertaking of 26 may 2020 laying down internal rules concerning restrictions of certain rights of data subjects in relation to processing of personal data in the framework of the functioning of the fch 2 ju (this decision applies as well to the clean hydrogen ju as established by the decision of the clean hydrogen ju governing board of 17 december 2021 adopting the transfer of decisions of the fuel cells and hydrogen 2 ju’s governing board to clean hydrogen ju. )
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Health data processed with the principles of medical confidentiality by HR officer, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients European Commission and its services: Sysper, PMO, Other: Internally: HR, Heads of Units
    Joint controllers European Commission
    privacy policy url See https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-05.a
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Slido - Audience Interaction Software
    Reference number DPO - C - 13
    Data subject category any natural person having registered on-line
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Slido is a tool that allows for audience interactive participation during either on line or live meetings or conferences
    Description
    The audience can ask questions, respond to polls, take part in quizzes during a webinar or live event. The tool can be used with any of the JU's audio-conference tools for on-line events (Teams, Webex, or Zoom).

    In order to reply to questions, event participants can scan a QR code or log into the Slido website and enter the conference code. The replies can be anonymous or linked to a person's name depending on the event or meeting. The processing of personal data is to ensure that participants have been able to connect to the software and they are able to reply to the questions only once.

    When the user goes to the Slido website and starts entering an event code, they are required to accept the privacy policy of Slido and give their consent to the system using their personal data.  The Policy explains among other things who can see the information a participant enters, how this information is used, and links further to the privacy policy. 

    Content collected during an interactive Slido session may contain further processing and such processing is not covered by this record of processing. If further processing shall take place, this information shall be contained in the specific privacy statement dedicated to the event, which will inform the participants of Slido use.
    Processed data Personal details Consent the time of the connection days
    Processors n/a
    Restrictions of data subject rights
    na
    Security measures Data kept according to the security measures adopted by the European Commission, Once the procedure is closed, electronically stored data erased, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url Clean Hydrogen website
    Last updated 09.04.2024
    internal reference DPO - C - 13
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Staff evaluation (appraisal)
    Reference number DPO-HR-03
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of this processing activity is to ensure the 1) annual performance assessment, 2) probationary reports 3) reclassification of staff and 4) renewal of contracts
    Description
    The purpose of this processing activity is to ensure the 1) annual performance assessment, 2) probationary report and 3) reclassification of staff and 4) renewal of contracts . 
    Personal data is collected to assess the performance with regard to the job specifications and defined objectives - staff evaluation stricto sensu, to the establishment of the contract after the probationary period (probationary reports), to the reclassification of staff and to the renewal of contracts. 
    Processed data Education Public interest article 5 a) of regulation 2018/1725 up to 10 years after the termination of employment or from the last pension payment
    Personal details Public interest article 5 a) of regulation 2018/1725 up to 10 years after the termination of employment or from the last pension payment
    Profession Public interest article 5 a) of regulation 2018/1725 up to 10 years after the termination of employment or from the last pension payment
    Processors
    • IT Tool SYSPER (Belgium, Adequate)
    • Secured IT data base (Joint Sickness Insurance Scheme) (EEA)
    Restrictions of data subject rights
    in accordance with article 25 regulation (eu) 2018/1725, the clean hydrogen ju  may restrict the application of the rights enshrined in articles 14 to 21, 35 and 36, as well as article 4 as per decision of the governing board of the fuel cells and hydrogen 2 joint undertaking of 26 may 2020 laying down internal rules concerning restrictions of certain rights of data subjects in relation to processing of personal data in the framework of the functioning of the fch 2 ju. decisions of the fch 2 ju governing board apply as well to the clean hydrogen ju as established by the decision of the clean hydrogen ju governing board of 17 december 2021 adopting the transfer of decisions of the fuel cells and hydrogen 2 ju’s governing board to clean hydrogen ju. 
    Security measures Appropriate technical and organisational security measures, giving due regard to the risks inherent in the processing and to the nature of the personal data concerned, Data kept according to the security measures adopted by the European Commission, Staff dealing with this processing operation is designated on a need-to-know basis
    Recipients Other: Internally: Line Managers, HR Officer, and in case of reclassification, the staff and Joint reclassification committees., EU institutions and bodies: In case of transfer to another Institution, the official in charge of personnel files in this Institution, Other: The European Ombudsman, the Court of Auditors and Court of Justice where necessary
    Joint controllers n/a
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-03
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Sysper
    Reference number To be added
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Time management and flexitime requests
    Description
    Manage within a legal, standardized and centralized framework all aspects of the working time management of staff (SYSPER):
    1) management of files and requests relating to part-time work, and parental and family leave;
    2) management of annual and special leave rights and absences.
    3) telework monitoring management
    4) management of working time within the framework of flexible working hours (is there are relevant decision?) in compliance with obligations regarding working hours in general. These data can be used to authorise the recuperation of overtime based on the working hours registered in SYSPER by the staff member.
    5) production of statistics corresponding to all the previous points.
    The processing of all of this data is not intended to intervene in the evaluation process. These data are used to produce anonymous statistics by Clean Hydrogen JU.
    For flexible working hours, the data is used to produce individual reports.
    The data relating to a case of serious difficulty are used to enable the Clean Hydrogen JU to take a decision allowing 95% part-time work without a financial reduction.
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 10 years after end of contract
    Profession Public interest article 5 a) of regulation 2018/1725 7 years
    Processors
    • EC PMO (EEA)
    • European Commission and/or its services (EEA)
    • NEO (IT platfrom for booking missions) (EEA)
    • Secured IT data base (Joint Sickness Insurance Scheme) (EEA)
    • Secured transmission system ARES (Belgium, Adequate)
    Restrictions of data subject rights
    in accordance with article 25 regulation (eu) 2018/1725, the clean hydrogen ju  may restrict the application of the rights enshrined in articles 14 to 21, 35 and 36, as well as article 4 as per decision of the governing board of the fuel cells and hydrogen 2 joint undertaking of 26 may 2020 laying down internal rules concerning restrictions of certain rights of data subjects in relation to processing of personal data in the framework of the functioning of the fch 2 ju (which applies as well to the clean hydrogen ju as established by the decision of the clean hydrogen ju governing board of 17 december 2021 adopting the transfer of decisions of the fuel cells and hydrogen 2 ju’s governing board to clean hydrogen ju) 
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients European Commission and its services: DG HR
    Joint controllers n/a
    privacy policy url See Intranet
    Last updated 09.04.2024
    internal reference Add Number
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Teleworking requests
    Reference number DPO-HR-09
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose , Manage in a legal, standardized and centralized framework all temporal aspects of a jobholder's framework with respect to the management and monitoring of the implementation of teleworking. In particular, the treatment consists in identifying the persons authorized totelework according to various criteria such as the possibilities of telework, the interest of theservice or the motivation of the person.The persons concerned have the possibility of making a request for telecommuting either casual or structural via ISA or, in the future, via Sysper.
    Description
    Management of the teleworking requests and agreements; planning regarding the ordering of ICT tools and devices for the performance of telework. Staff members are granted access to an electronic tool (ISA or in the future, Sysper)  in which they can launch a request for teleworking. 
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 N+3 years
    Profession Public interest article 5 a) of regulation 2018/1725 N+3 years
    Processors
    • ISA (Belgium)
    • IT Tool SYSPER (Belgium, Adequate)
    Restrictions of data subject rights
    n/a
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff, Staff dealing with this processing operation is designated on a need-to-know basis, Standard clause for the processing of personal data included in the contract
    Recipients European Commission and its services:
    Joint controllers n/a
    privacy policy url See Ares(2022)5107013 for more information.
    Last updated 09.04.2024
    internal reference DPO-HR-09
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Training of staff
    Reference number DPO-HR-23
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose We process the data in order to plan and organize training activities, to monitor the training budget and the number of training days per staff member, and to keep a training history of the Clean Hydrogen JU staff.
    Description
    We process the data in order to plan and organize training activities, to monitor the training budget and the number of training days per staff member, and to keep a training history of the Clean Hydrogen JU staff. 

    Moreover, we process personal data in the context of the establishment of a personal Learning & Development Plan (hereinafter L&D). The process for the creation of the personal Learning and Development plan (annual exercise) is supported by the collection of data within an Excel table which is stored in the DMS (under Human Resources/training/HR reports on L&D). The excel is accessible to the HR assistant, his/her back-up and the Head of Unit of Administration & Finance.  

    The process for the general, IT, languages trainings and trainings organised by the European School of Administration (EUSA) included in the EU Learn catalogue is the following: a. enrolment via the LMS EU Learn, b. validation by the line manager via EU Learn, c. invitation to the course d. attending the course, e. evaluation sheet of the course which shall be filled in EU Learn.

    The process for the trainings organised by an external provider is the following: a. specific request done by the Clean Hydrogen JU staff member as well as the line manager and ED's approval, b. budget check, c. financial procedure (budget request, commitment, purchase order), d. enrolment of the Clean Hydrogen JU staff member.
    Processed data Personal details Contractual obligation 5 years
    Processors
    • Clean Hydrogen JU external service providers (contractors or subcontractors) under direct or framework service procurement contracts (EEA)
    • EC PMO (EEA)
    • European Commission and/or its services (EEA)
    • Secured IT data base (Joint Sickness Insurance Scheme) (EEA)
    Restrictions of data subject rights
    na
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients Individuals/organisations in direct relationship with controller: The external providers to which Clean Hydrogen JU staff member enroll for a training., Other: Internally: The Head of Unit and the line managers of the staff member, The HR Officer, European Commission and its services: , EU institutions and bodies: The services de European School of Administration (EUSA)
    Joint controllers European Commission
    privacy policy url See Ares(2022)5107013
    Last updated 09.04.2024
    internal reference Internal Policy on Learning and Development Ares(2018)6593373
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: User Network and Systems Access
    Reference number DPO-HR-12
    Data subject category Trainees (blue book and atypical), External staff: trainees and interim staff, Staff JU and other EUIs (temporary agents, contract agents, seconded national experts, seconded personnel from JU Member), On-site contractors and interim staff at JU premises, Clean Hydrogen JU contractors
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of the collection of the data above is to provide Clean Hydrogen JU employees with necessary access to ICT systems and services in order for them to carry out their statutory duties. This includes access to EC systems based on ECAS / EU Login or other identification modes.
    Description
    The purpose of the collection of the data above is to provide Clean Hydrogen JU staff with necessary access to ICT systems and services in order for them to carry out their statutory duties. This includes access to EC systems based on ECAS / EU Login or other identification modes.All data is electronic and stored in the designated systems where user rights are created.
    Processed data Document produced Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Location information Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Media Access Control (MAC) address of the device connected, URL of visited websites Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Personal characteristics Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Personal details Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Profession Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Processors
    • Real Dolmen (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Data kept according to the security measures adopted by the European Commission
    Recipients Other private organisations: Microsoft, Google, British Telecom, Proximus
    Joint controllers European Commission
    privacy policy url See Ares(2020)2125816
    Last updated 09.04.2024
    internal reference Ares(2020)2125816
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: User Network and Systems Access (Microsoft cloud-based systems)
    Reference number
    Data subject category Trainees (blue book and atypical), Staff JU and other EUIs (temporary agents, contract agents, seconded national experts, seconded personnel from JU Member), On-site contractors and interim staff at JU premises, Clean Hydrogen JU contractors , Citizens, partners, stakeholders or individuals who actively collaborate, communicate or otherwise interact with employees of the data exporter and/or use communication tools such as apps and websites provided by the data exporter, Citizens, stakeholders or individuals who passively interact with data exporter, because they are the subject of an investigation, research or mentioned in documents or correspondence from or to the data exporter, Citizen users (customers, clients, patients, visitors, etc.) and other data subjects that are users of data exporter's governmental services
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose
    Description
    The purpose of the collection of the data above is to provide Clean Hydrogen JU employees with necessary access to ICT systems and services in order for them to carry out their statutory duties. This includes access to online application (cloud-based)  based on Microsoft Login or other identification modes. Data are electronic and stored in the designated systems where user rights are created
    Processed data Document produced Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Location information Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Media Access Control (MAC) address of the device connected, URL of visited websites Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Personal characteristics Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Personal details Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Profession Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Video tapes and photographs Public interest article 5 a) of regulation 2018/1725 1 month after user's departure
    Processors
    • Microsoft (Belgium)
    • Real Dolmen (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Annual assessment of risk factors through the risk assessment exercise, Data kept according to the security measures adopted by the European Commission, Password recovery mechanism , Staff dealing with this processing operation is designated on a need-to-know basis, Windows 10 access: Password renewed every six month
    Recipients Other private organisations: Microsoft
    Joint controllers n/a
    privacy policy url See Ares(2020)2125816
    Last updated 09.04.2024
    internal reference Ares(2020)2125816
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Visitors on premises of the Clean Hydrogen JU
    Reference number DPO - C - 10
    Data subject category Members of the public
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The aim in collecting and handling the data is to control access to the Clean Hydrogen JU building and car pa
    Description
    The data will be used only by the Clean Hydrogen JU in the course of its work to protect the building and the people, property and information they contain, in line with the Security and safety instructions in the White Atrium building, adopted by the Joint Undertakings having their seat on these premises.
    Processed data Personal characteristics Public interest article 5 a) of regulation 2018/1725 6 months
    Profession Public interest article 5 a) of regulation 2018/1725 6 months
    Processors
    • G4S (Belgium)
    Restrictions of data subject rights
    n/a
    Security measures Obligation of confidentiality of the staff, Premises abide by the European Commission's security decisions and provisions, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/system/files/2022-06/9. Privacy Statement for visitors on the premises of the Clean Hydrogen JU.pdf
    Last updated 09.04.2024
    internal reference DPO - C - 10
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Web Conference Service (Webex)
    Reference number DPO - T - 02
    Data subject category JU staff, Members of the public
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Provision of videoconferencing services via Webex
    Description
    Within the Clean Hydrogen Joint Undertaking, the web conferencing system is used for the organization of videoconferencing meetings with external participants. The tool is called WebEx.

    It can be defined as an all-in-one conferencing tool that integrates audio, video and content sharing. It allows easy access from a PC or mobile device that has Internet access and a browser.

    All videoconferencing participants meet in a virtual room securely accessible to guests. A staff member who would like to organize conferences must first have a personal account on the system which allows the activity requested to be linked to a responsible person.

    The organizer of the videoconference (exclusively Clean Hydrogen JU staff) will have to create a virtual room and invite external participants according to his needs. These invitations will be targeted based on the participant's email address and will allow access to the session.

    The recording of a conference is possible (only locally) by its organizer.

    The purpose of data processing could be classified into several different sections:

    • Identification of the participants and the organizer in order to allow the actual operation of the conference
    • Identification of potential technical improvements and failures in the service
    • Production of statistics for invoicing the services provided by the contractor
    • Collection of representative data and conference statistics (excluding their content) in order to improve the user experience and service performance by performing analyzes of the aggregation of this information
    • Address support requests for the service
    • Service support performance analysis
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 Host and Usage Information : 3 years from when the Service is terminated in a pseudonymised format; Host Registration & Invoicing information : 7 years years
    Processors
    • Adobe Experience Cloud (USA)
    • EC external service providers (contractors or subcontractors) under direct or framework service procurement contracts (Belgium, Adequate)
    • WEBEX
    Restrictions of data subject rights
    n/a
    Security measures Data kept according to the security measures adopted by the European Commission, Premises abide by the European Commission's security decisions and provisions, Secure transfer of data, Standard clause for the processing of personal data included in the contract
    Recipients Third countries: The controller will transfer your personal data to the following recipients in a third country (UK and USA) in accordance with Regulation (EU) 2018/1725. Category of Personal Data Datacentre Location Registration Information Germany (AWS), The Netherlands, the United Kingdom Host and Usage Information Germany (AWS), The Netherlands, the United Kingdom 6 User-Generated Information Germany (AWS), The Netherlands, the United Kingdom The controller will transfer your personal data based on a procurement contract including the Standard Contractual Clauses (SCCs) among various data protection and security clauses. Supplementary measures have also been taken by both the controller and the processor (contractor). Back-up data processed outside the European Union and the European Economic Area, are also subject to the SCCs mechanism. Regarding all transfers to the UK, the processor commits to engage in discussions in good faith with the controller in 2021 to re-evaluate the situation based on the updates on the UK-EU relationship after Brexit.
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO - T - 02
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Whistleblowing procedures
    Reference number DPO - HR - 13
    Data subject category JU staff
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose Personal data is collected to ensure the protection and adequate remedies for whistleblowers, the management and follow up reports and to establish reporting channels for whistleblowers.
    Description
    Collecting data for the purposes of establishing reporting channels for whistle-blowers, managing and following-up reports, and ensuring protection and adequate remedies for whistle-blowers.
    Processed data Personal details Public interest article 5 a) of regulation 2018/1725 2 months after the final decision has been issued to all the parties involved
    Profession Public interest article 5 a) of regulation 2018/1725 2 months after the final decision has been issued to all the parties involved
    Processors n/a
    Restrictions of data subject rights
    there might be restrictions on a case-by-case basis of the rights to: information, access, rectification, blocking, erasure, notification to third parties.
    ground for restriction: investigation to protect witnesses or whistle-blowers in cases where personal data relate to the suspect as well (allegations made about the suspect by informants or witnesses).                                                           
    legal basis for restrictions: article 25(1) regulation 2018/1725 and internal rules on restriction of rights adopted by the governing board
    Security measures Data kept according to the security measures adopted by the European Commission, Obligation of confidentiality of the staff
    Recipients Other: Internal Audit Service, European Court of Auditors, OLAF , law firm providing advice to the FCH 2 JU(if applicable)
    Joint controllers n/a
    privacy policy url Privacy Statement available internally in ARES, see Ares(2022)5107013
    Last updated 09.04.2024
    internal reference DPO - HR - 13
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
  • Activity: Workshops dedicated to beneficiaries in Clean Hydrogen JU grants for EHSP activities
    Reference number DPO - C - 11
    Data subject category staff of beneficiaries in Clean Hydrogen JU funded projects
    Controller Clean Hydrogen Joint Undertaking (Brussels )
    Data protection officer data-protection@clean-hydrogen.europa.eu
    Purpose The purpose of processing personal data for the on-line service is the organisation and management of the workshop itself, including: taking all necessary organisational steps to allow you access to the platform where the webinar is hosted; management of feedback and if applicable, of reports, distribution and feedback on such reports as an outcome of the webinar; webinar follow-up activities (such as providing you with the material shared in the webinar after its closing, as applicable).
    Description
    The purpose of processing personal data for the on-line service is the organisation and management of the workshop itself, including: taking all necessary organisational steps to allow you access to the platform where the webinar is hosted; management of feedback and if applicable, of reports, distribution and feedback on such reports as an outcome of the webinar; webinar follow-up activities (such as providing you with the material shared in the webinar after its closing, as applicable).

     For this webinar, the Clean Hydrogen JU draws up lists of participants and provides these to participants within the framework of the event. They serve in particular to promote professional networking and are part of the event documentation. Usually a participant list contains: first name and surname; employer; e-mail address. You can object to the inclusion of your data in the list of participants or specify that particular data should not be included in the list. Should this be the case please make sure to mark this in the registration form or you can contact us with this specific request by sending us an email at dataprotection@fch.europa.eu. 

    The workshop is organized in the context of the activities of the European Hydrogen Safety Panel (EHSP) which are managed by the Clean Hydrogen JU. In accordance with the FCH 2 JU Annual Work Plan 2020, adopted by the Governing Board through Decision no. FCH-GB-2019-14, the EHSP is currently working as a cohesive unit producing important outputs. At the project level, a Safety Planning guidance document for Hydrogen and Fuel Cell Projects document has been released and has started to be applied in ongoing projects. The objective is to provide a guidance reference for avoiding risks in hydrogen research and innovation projects. Besides, a template for the Clean Hydrogen JU projects has been issued to help researchers in ensuring the incorporation of the state-of-the-art in hydrogen safety. At the programme level, the EHSP has developed a working roadmap for the panel with a broader and cross-cutting dimension focused on the Clean Hydrogen JU programme itself and how safety aspects can be enhanced within the entire programme. Moreover, in close collaboration with JRC, the EHSP members have systematically reviewed more than 250 events from HIAD 2.0 (Hydrogen Incidents and Accidents Database) and the lessons learned stemmed from this assessment have been released in a public report, as learning from others and referring to best practice is an essential element of a high-level safety culture. 
    Processed data Personal characteristics Contractual obligation For the duration of the grant agreement months
    Processors n/a
    Restrictions of data subject rights
    na
    Security measures Access control and technical measures such as physical locks and/or secure connections and firewalls, Obligation of confidentiality of the staff, Standard clause for the processing of personal data included in the contract
    Recipients n/a
    Joint controllers n/a
    privacy policy url https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
    Last updated 09.04.2024
    internal reference DPO - C - 11
    Exercising your rights https://www.clean-hydrogen.europa.eu/about-us/privacy-policy_en
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