Specific Privacy Statement – European Youth Portal

Purpose of the processing operation: DG.EAC.A.4 collects and uses personal data to provide information and opportunities to young people across the wider Europe around the themes of the EU Youth Programmes.

The purposes of the data collection are:

Information provision
- Provide contact information (in the form of first names and family names and / or email addresses of people associated with articles, events or news items) to members of the public.
- Enable authorised users to be registered on the EYP as authors / editors, and to provide technical assistance when necessary.
Ask a question form
- Enable individuals to ask a question via the EYP and to receive a reply from Eurodesk Brussels Link, the Eurodesk network and/or EYP administrators.
European Solidarity Corps
- Enable young people to register to participate in the Corps by providing their basic personal information and contact details. Also enable Corps registrants to voluntarily provide additional contact information, details of their preferences for the types of activities they would be interested in, and the skills and experience they can bring to activities, a summary of their education and employment and any previous volunteering experience.
- Enable Corps registrants to receive emails, newsletters and other notifications related to the Corps and other European Commission / non-European Commission initiatives targeting youth, as well as surveys and other methods of gathering feedback from registrants. It is possible for Corps registrants to define which communications they wish to receive.
- Enable the Corps to provide training opportunities to Corps registrants.
- Enable Corps registrants to provide feedback on services and processes.
- Enable Corps participants to record their non-formal learning outcomes in the external “Youthpass” tool.
- Enable authorised representatives of organisations authorised to run Corps activities to maintain profiles of their organisations, including first names and family names and / or email addresses of people associated with the organisations and their Corps activities.
- Enable authorised representatives of organisations authorised to run Corps activities to search the database of Corps registrants to find potential volunteers for Corps activities, by matching details of the proposed activity against the personal data and preferences provided by Corps registrants.
- Enable these authorised representatives to contact selected candidates, if these registered candidates agree to be contacted by the organisation.
- Enable these authorised representatives to offer specific activities to Corps registered candidates and manage the offers that have been made.
- Enable Corps administrators to manage the database of Corps registrants and provide assistance to Corps registrants.
- Enable National Agencies responsible for the implementation of Erasmus+ and the European Solidarity Corps to carry out the checks, audits and evaluations of projects receiving EU support in which the registrants are involved and to provide assistance to authorised representatives of organisations through limited access to the Corps database.
- Enable Corps administrators to manage Corps activities and the Corps searching / matching processes and provide assistance to authorised representatives of organisations authorised to run Corps activities.
- Enable Corps administrators and other trusted parties to send information and notifications about the Corps and other related activities to Corps registrants and the authorised representatives of organisations.
- Enable Corps administrators to analyse data on registrants and to analyse feedback received from them.
- Enable EU Delegations to be informed about Corps participants deployed in the countries where these Delegations are located through limited access to the Corps database.
Database of organisations and opportunities
- Provide contact information (in the form of first names and family names and / or email addresses of people associated to European Solidarity Corps organisations holding a Quality Label) to members of the public.
- Enable European Solidarity Corps organisations holding a Quality Label to manage the published contact details of their organisations.
- Enable European Solidarity Corps organisations holding a Quality Label to advertise their opportunities to potential candidates and enable young people to contact these organisations.
- Enable EYP administrators to provide technical assistance to organisations.
DiscoverEU
- Enable young people to apply for the initiative by providing their basic personal information, contact details, as well as additional information related to travelling.
- Enable applicants to receive emails and other notifications related to DiscoverEU and other European Commission/non-European Commission initiatives targeting youth, including surveys and other methods of gathering feedback from applicants, as well as communication, campaign materials and event invitations, from the European Commission, EACEA, Erasmus+ National Agencies, Eurodesk and other organisations authorised by the European Commission (by consent).
- Enable DiscoverEU administrators to have access to the online stored data of applicants, proceed with the selection of applicants, analyse data and feedback from applicants, contact applicants by phone or email, and provide assistance to applicants (2nd level of support). First level of support is done by the National Eurodesks.
- Enable the authorised contractor responsible for attributing the travel passes to receive limited data of selected applicants and applicants in the reserve list for the purpose of contacting them by e-mail or by phone.
- Enable Erasmus+ National Agencies and Eurodesk to have access to the data of selected applicants and applicants in the reserve list so they can contact them by email or by phone for the purpose of sending event invites.
- All other processing activities related to the DiscoverEU Action are covered by the Record DPR-EC-38151.1.
Pool of Young Journalists in Europe
- Enable the European Commission and its processor, Eurodesk Brussels Link, to receive applications from young people who want to be part of the pool, select the members for the pool, organise events for the pool, communicate with the young journalists and publish on European Youth Portal, European Commission websites and Eurodesk social media, articles written by the young journalists. Applications open once a year and the selected pool is actively producing content for approximately one year. The pool, first created during the European Year of Youth in 2022, is managed by Eurodesk. The young journalists produce opinion-based contents on various themes of interest for young people and through different types of formats (articles, videos, podcasts and others).

Common considerations:

For some of the abovementioned features, the European Youth Portal and its sub-portals host, from time to time, competitions, which may necessitate the submission of personal data. Participation in such competitions is entirely optional; prospective participants are informed about any personal data implications ahead of submission.

To access some functionalities, users may be asked to login and authenticate before they can use these features. To do so, the EYP may use the European Commission's Identity Management System (IMS), through the EU Login system. That system has its own Privacy Statement.

The European Commission and the organisations responsible for the implementation of the European Youth Portal features will not process the collected personal data for any other purpose than those described above.

Your personal data will not be used for an automated decision-making including profiling.

To carry out this processing operation DG.EAC.A.4 collects the following categories of personal data:

Information provision
- Individual members of the public linked to an article, event or news item: first name, family name, email address.
- Staff from Eurodesk Brussels Link or from the network of national Eurodesk organisations: first name, family name, email address, country.
Ask a question form
- Individual members of the public who decide to ask a question via the specific form need to provide their first name and email address.
European Solidarity Corps
- Individual members of the public who decide to join the Corps must provide the following basic information: first name, family name, date of birth, gender, country of legal residence, nationality, email address, preferred contact language, types of Corps activities they are interested in, prior knowledge and experience, and an indication that they accept the Mission and Principles of the Corps.
- After the initial registration process to join the Corps, they can voluntarily provide additional information about themselves: postal address, telephone numbers, summary of education and employment, details of previous volunteering experiences, language skills, availability for Corps activities, motivation to volunteer on a Corps activity, motivation to participate in a Corps activity, desired countries where to volunteer, desired occupations, any additional information the user wishes to provide, willingness to receive emails, newsletters, notifications and other communications from the Corps. When applying to an opportunity advertised by organisations, they may also provide additional information that organisations may be asking for.
- They may also upload a personal CV in the form of a document, with the understanding that all of the information contained within the CV, including contact details and any other personal data, will be made available to the representatives of organisations authorised to run Corps activities, who may use it as part of their processes to select registrants for their activities.
- The European Solidarity Corps will serve as a platform to facilitate organisations and individuals to come together and there will be no evaluation conducted by DG EAC of personal aspects of the data subject.
- Authorised representatives of organisations authorised to run Corps activities: first name, family name, username, email address, organisation(s) the person is entitled to administer, acceptance of the Mission and Principles of the Corps.
Database of organisations and opportunities
- Individual members of the public linked to European Solidarity Corps organisations holding a Quality Label: first name, family name, email address.
- Organisation Managers: first name, family name, username, email address, organisation(s) the person is entitled to administer.
DiscoverEU
a) The European Commission processes the following data:
- Individual members or group leaders who decide to apply for DiscoverEU must provide basic personal data in their application (specifically first name, family name, date of birth, gender, country of legal residence, nationality, email address, ID or passport number, telephone number, and occupation). The question (yes/no) to inform if the applicant has a disability or health problem is optional. Applicants must also answer a set of questions related to travelling such as their desired time period of travelling, if it is the first time they are travelling to another EU country, if it is the first time they are travelling without their parents/caregivers, if they prefer to travel alone or with friends, what they would like to learn from this experience, what activities they would like to do during their trip, how they would finance their costs, and how did they find out about the initiative.
- In case of a group application, the leader of the group must provide the same information, after which a code will be generated and used by the other members of the group to fill in their personal data.
b) The European Commission may share with authorised contractors and third parties the following data:
- The email address and telephone number of the selected applicants can be shared with media outlets selected by the European Commission and EACEA following the explicit agreement from the applicants to be contacted by media outlets as well as with the European Commission Representations and the European Commission Spokesperson's Service (SPP). Once the applicants agree to provide their emails to the media outlets, they need to be aware that they are subject to the respective privacy statement of the specific media outlet in charge.
- The European Commission and EACEA may share selected DiscoverEU applicants’ personal data (specifically name, email address, telephone number, date of birth, country) with its authorised contractor in charge of communication activities such as for the purpose of managing events and competitions as well as sending event invites or booking a travel ticket to attend an event.
- The European Commission and EACEA may share selected DiscoverEU applicants’ personal data (specifically application code, applicant ID, first name, last name, gender (if declared by applicant), nationality, selection status, region, region code, language, date of birth, ID/Passport issuing country, ID/Passport number, country of residence, postal code, occupation, confirmation (yes/no) of existence of special needs (not specific medical information requested in the Portal), e-mail, phone, country code, phone number, structured ID) with the authorised contractor responsible for attributing the travel passes and discount cards as well as flight or other transport tickets.
- The European Commission and EACEA may share selected and on the reserve list DiscoverEU applicant's personal data (specifically name, email address, telephone number, date of birth, country) with the Erasmus+ National Agencies and Eurodesk for the purpose of sending event invites.
Pool of Young Journalists in Europe
- Individuals who apply to be part of the Pool must provide the following basic information: first name, family name, country of residence, nationality, date of birth. When submitting their application to Eurodesk, they are asked to accept Eurodesk’s GDPR policy.
- Selected young journalists who want to join events abroad, under invitation of Eurodesk or the European Commission, need to provide all additional personal data essential to have their travels and accommodation booked by Eurodesk.
- The name of the young journalists is published alongside the articles they produce.
- A short biography of the young journalists, prepared by themselves, is published on a dedicated section on the European Youth Portal.

The provision of personal data is mandatory only to meet the requirements to participate in the programmes DiscoverEU and European Solidarity Corps. If you do not provide your personal data, you will not be allowed to participate in the programmes.

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored either on the servers of the European Commission. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the General Data Protection Regulation (‘GDPR’ Regulation (EU) 2016/679).

European Solidarity Corps:

By accepting this Specific Privacy Statement, an organisation authorised to run Corps activities agrees to use the European Solidarity Corps IT systems solely to search for Corps registrants for activities, as well as to contact and make offers of an activity to Corps registrants. These activities may be of their own undertaking, or the undertaking of another organisation which the authorised organisation is officially representing.

Specifically, the authorised organisation undertakes to adopt technical and operational security measures relevant to the risk inherent in their processing of the personal data of registrants, to:

prevent any unauthorised person from gaining access to computer systems processing personal data, and especially
- unauthorised reading, copying, alteration or removal of storage media;
- unauthorised data input as well as any unauthorised disclosure, alteration or erasure of stored personal data;
- unauthorised persons from using data-processing systems by means of data transmission facilities;
ensure that authorised users of a data-processing system can access only the personal data to which their access right refers;
record which personal data have been communicated, when and to whom;
ensure that personal data is being process in accordance with the data protection provisions laid down in national legislation;
ensure that, during communication of personal data and transport of storage media, the data cannot be read, copied or erased without authorisation;
design its organisational structure in such a way that it meets data protection requirements.

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

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

Information provision
- The general public will see the relevant personal contact details of any people added by authorised EYP editors to articles, news items or events, for instance the public contact person for an event or a news item.
- These details are also accessible by Eurodesk staff at Eurodesk Brussels Link and the network of national Eurodesk organisations.
- EYP administrators also have access to this information.
Ask a question form
- The contact details will be accessible to Eurodesk Brussels Link, the network of national Eurodesk organisations and EYP administrators.
European Solidarity Corps
- The general public will see the personal contact details of representatives of organisations authorised to run Corps activities, if the organisation itself adds this information to its Corps profile published on the Corps webpages.
- Corps registrants can view and maintain their personal data by logging into their European Solidarity Corps account. They are responsible for the quality of their own data and have the right to delete their account at any time.
- Personal data of Corps registrants are accessible to the authorised representatives of organisations authorised to run Corps activities.
- Personal data of Corps registrants are accessible to the National Agencies responsible for the implementation of Erasmus+ and the European Solidarity Corps to provide assistance to authorised representatives of organisations, as well as for the purpose of carrying out the checks, audits and evaluations of projects receiving EU support in which the registrants are involved.
- Personal data of Corps registrants are also accessible to Corps administrators and the administrators of the different EU programmes through which authorised organisations provide European Solidarity Corps activities.
- Personal data can be shared with other European Commission services that might have an interest in contacting the registrants.
- Personal data of the selected candidates can be shared with print, TV or radio media outlets selected by the European Commission following explicit agreement of the selected applicants.
- Limited personal data of Corps registrants (first name, last name, date of birth, country of residence, nationality, e-mail address) may be sent to other tools managed by DG EAC and accessible to authorised organisations, National Agencies and Corps administrators.
- Limited personal data of Corps participants (first name, last name, date of birth, country of residence, nationality, e-mail address, gender) will be sent to the European Solidarity Corps contractor to manage the insurance coverage of European Solidarity Corps participants. The Data Protection Notice of Henner insurance is valid for projects taking place under the current MFF 2021-2027 that started from 7 February 2023 onwards.
- Limited personal data of Corps participants (first name, last name, date of birth, email address, country of residence) will be sent to the external tool “Youthpass” to enable participants to record their non-formal learning outcomes if they wish so.
- Limited personal data of Corps registrants/participants (first name, last name, email address, EU Login username, contact language, country of residence, city (if defined)) interested in following the General Online Training courses or the Humanitarian Aid Volunteering training will be sent to the EU Academy platform to enable registrants/participants to have access to these trainings. Corps registrants/participants will be informed about the Data Protection Notice of the General Online Training before having their data transferred from the EYP to the EU Academy platform. This platform has its own Privacy Statement available on its webpage. Moreover, European Solidarity Corps registrants having expressed their interest in Humanitarian Aid Volunteering will have the possibility to follow a specific training on the EU Academy platform, accessible through their Corps profile. Registrants will be informed about the Data Protection Notice of this Humanitarian Aid Training before having their data transferred from the EYP to the EU Academy platform.
- The user generated content and comments posted by Corps registrants about their Corps experience are also accessible to Corps administrators.
- Limited personal data of Corps participants (Participant's: first name, last name, Participant Registration Number (PRN), gender, email address, nationality, country and city/town of residence, postal code, start and end date of deployment, country and city/town of placement; Supporting and hosting organisation of the participant: identification number (OID), participant identification code (PIC), name and country) will be accessible to EU Delegations so they can contact volunteers quickly in case of security emergencies and invite them to events.
Database of organisations and opportunities
- Personal contact details of people linked to European Solidarity Corps organisations holding a Quality Label, being the opportunities viewable by the general public.
- The authorised representatives of European Solidarity Corps organisations holding a Quality Label can access the personal contact details of people linked to these particular organisations and their projects.
DiscoverEU
- Personal data of applicants are accessible to DiscoverEU administrators.
- Limited personal data of selected applicants and applicants in the reserve list can be accessible to/ be shared with the Erasmus+ National Agencies and Eurodesk.
- Personal data of selected applicants and applicants in the reserve list can be shared with the authorised contractor responsible for attributing the travel passes.
- Personal data of applicants can be shared with other European Commission and EACEA services that might have an interest in contacting the registrants (upon consent).
- Applicants may be contacted by email or phone by the European Commission/EACEA.
- Selected applicants and applicants in the reserve list may be contacted by e-mail or by phone by the Erasmus+ National Agencies, Eurodesk, the authorised contractor responsible for attributing the travel passes and other organisations authorised by the European Commission/EACEA.
Pool of Young Journalists in Europe
- Personal data of applicants and selected young journalists is received by the European Commission and Eurodesk Brussels Link, the Commission service provider who acts as processor.
- The general public will see the name and short biography of the young journalists in the articles they produced as well as in the dedicated section of the European Youth Portal.
- Limited personal data can be shared with other European Commission services, National Eurodesks and National Agencies for Erasmus+ and the European Solidarity Corps, that might have an interest in contacting the young journalists (upon consent).

In addition, all personal data will be accessible to:

Staff of the DG EAC/EACEA units responsible for the implementation of services through the European Youth Portal and responsible for the implementation of the European Solidarity Corps and DiscoverEU.
Staff of the DG EAC Informatics (IT) unit.
Staff of other competent European Commission Services co-responsible for implementation of services through the European Youth Portal.

Personal data may also be disclosed, if necessary, to:

Staff of the Internal Audit Capacity of DG EAC
Staff of DG IAS
Staff of OLAF

The following external processors may access personal data as they are authorised by the European Commission:

Eurodesk Brussels Link;
National Eurodesk organisations;
European Solidarity Corps authorised organisations;
European Solidarity Corps insurance contractor;
EU Youth Dialogue National Working Groups;
DiscoverEU contractors;
National Agencies for Erasmus+ and the European Solidarity Corps (including their RAY Network);
National Agencies' authorised sub-processors;
EU Delegations.

You can find the contact details of these external processors via the following link: https://youth.europa.eu/privacy/external-processors_en.

Furthermore, DG EAC and EACEA act as joint controllers in relation to DiscoverEU because they jointly process the personal data of applicants submitting an application on the European Youth Portal to receive DiscoverEU travel passes.

International data transfer:

Personal data of Corps registrants are transferred to organisations from third countries outside EU/EEA carrying the European Solidarity Corps Quality Label (programme and partner countries) but for which there is no adequacy decision (including to programme countries – Turkey, Serbia and North Macedonia). In this case, the level of protection of your personal data will depend on the law or practice of that third country. However, your rights as regards data protection might not be equivalent to those in and EU/EEA country or a country with an adequacy decision.

Specific Privacy Statement – European Youth Portal

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