Introduction
Funded by the Horizon Europe programme, Tools4CAP project – which stands for “Innovative Toolbox empowering effective CAP governance towards EU ambitions” – aims to support the design, monitoring and evaluation of the CAP Strategic Plans by stimulating Member States to adopt methods and tools tailored to their needs.
Led by Ecorys, Tools4CAP gathers 20 partners and affiliated entities (academic institutes, European organisations, NGOs, rural networks and local authorities) and will use participatory methods for stakeholder engagement and bottom-up discussion to inform the project’s findings on methods and tools for the CAP Strategic Plans.
Why and how do we process your personal data?
Purpose of the processing operation: Tools4CAP collects and further processes your personal data to enable you participate in the project activities (interviews, surveys, training, workshops and focus groups) or to receive information that you have requested on important developments, activities, events, or newsletter issues in the framework of Tools4CAP.
The collection and handling of personal data will follow the principle of data minimisation, as outlined in Article 5(1)(c) of the GDPR and Article 4(1)(c) of Regulation (EU) 2018/1725. This means that the personal data collected will be “adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.”
If you indicate your interest in participating in the focus groups, the data collected will be:
- Used to manage the group (e.g. consent forms, invitations, agendas, discussion and position papers, feedback on documents, notification of changes in arrangements);
- Used to select actors for participation in discussions on certain topics;
- Limited to the purposes above, no additional information will be collected;
- Retained for the Tools4CAP project and its reporting duration, or longer if it is in the public domain through agreement to being named in project documentation, websites, or dissemination materials. Otherwise, it is foreseen that the data will be barred from use and deleted from storage platforms 5 years after the end of the project. In the case that this period changes, the people whose data was collected will be informed.
If you indicate your preference to participate in the Tools4CAP Academy, events, conferences, workshops, etc., the data collected will be used for the following purposes:
- Managing consent forms and providing feedback if agreed to;
- Used to select actors for participation in discussions on certain topics;
- Describing people giving feedback and the types of audiences reached;
- Limited to the purposes above, no additional information will be collected;
- Retained for the Tools4CAP project and its reporting duration, or longer if it is in the public domain through agreement to being named in project documentation, websites, or dissemination materials. Otherwise, it is foreseen that the data will be barred from use and deleted from storage platforms 5 years after the end of the project. In the case that this period changes, the people whose data was collected will be informed.
The tool used for sending the newsletter and information about events is a third-party tool called Sendinblue.
Your personal data will not be used for an automated decision-making including profiling. As such, any decisions made about individuals joining Tools4CAP’s activities, based on their personal data, will not be made solely by means of an automated process or algorithm. Furthermore, no profiling will take place, which means that your personal data will not be used to create a profile of you or to analyse certain aspects of your behaviour, preferences, interests or habits.
On what legal ground(s) do we process your personal data?
Tools4CAP will collect and manage the data in compliance with the EU General Data Protection Regulation (GDPR) and any other relevant national regulations. The consortium will adopt a knowledge-to-practice cycle framework, which will provide an overarching approach for considering ethical issues in the project.
If you subscribe to contribute to the project activities or to receive the information on important developments, activities, events or initiatives of Tools4CAP, we will process your personal data, because you have given your consent to the processing of your personal data for the purpose of receiving the requested information or to participate in Tools4CAP activities.
Your consent for these services can be withdrawn at any time:
- For unsubscribing from the newsletter, please use the Unsubscribe link in newsletter.
- For stopping your participation in the activities of Tools4CAP, please send an email to the Contact Point of the project (tools4CAP@ecorys.com).
Which personal data do we collect and further process?
In order to carry out this processing operation and to ensure the delivery of the service to you, Tools4CAP collects the following categories of personal data:
- Name
- Surname
- Email address
- Gender
The following personal data is needed for providing you with a more personalised experience (i.e. better targeting the content of the information) and for generating anonymised statistics:
- Country
- Organisation name
- Type of organisation
How long do we keep your personal data?
The data collected will be retained for the duration of the Tools4CAP project and its reporting, or longer if it is in the public domain through agreement to being named in project documentation, websites, or dissemination materials. Otherwise, it is foreseen that the data will be barred from use and deleted from storage platforms 5 years after the end of the project (31 December 2026).
How do we protect and safeguard your personal data?
The data collected will be protected, and the privacy and confidentiality of participants will be safeguarded. Tools4CAP will take steps to ensure the protection of the privacy and confidentiality of individuals, including pseudonymisation and/or anonymisation of data before it is released to the researcher, obtaining informed consent from study subjects, and ensuring that the outcomes of any analysis do not allow for the re-identification of participants.
Who has access to your personal data and to whom is it disclosed?
The level of access to the data is determined by a secured computer account linked to the project. No data is accessible without a computer account, except for anonymised public data. We will not share your personal data beyond the project consortium1, unless required by law and shall only retain it according to good scientific practice for as long as is necessary to fulfil the research undertaken on the project, to deliver project outcomes, and to fulfil the requirements of the funders. In particular, as a requirement of EU-funded project, data will be anonymised and made open access.
The tool used for sending the newsletter and information about events is a third-party tool called Sendinblue.
What are your rights and how can you exercise them?
All Tools4CAP activities will respect the rights and freedoms of participants and will take the following steps to protect these rights:
- Right to be informed: Tools4CAP will provide an information sheet to participants, explaining the project, the use of the information collected through focus groups, interviews, surveys, trainings, etc, and their rights.
- Right of access: Participants can request information about the activities they contributed to (e.g. meeting documentation) and the information held about them (e.g. contact details);
- Right to rectification: Participants can request that inaccurate personal information be corrected;
- Right to erasure: Tools4CAP will erase personal data if the data is no longer necessary for the original purpose or if the participant withdraws their consent for the data to be held;
- Right to restrict processing: this may involve removing published data from the Tools4CAP website (e.g. as a member of a focus group, interviewed expert or participants in a workshop/event);
- Right to data portability: this may involve data that has been revealed in an interview for dissemination purposes;
- Right to object: Tools4CAP will not use data for purposes that might be subject to a right to object (e.g. for direct marketing)
- Rights in relation to automated decision-making and profiling: Tools4CAP will not use data in any aspect of automated decision-making or profiling.
To safeguard these rights, participants can submit written requests to the Contact Point of the project (tools4CAP@ecorys.com), who will act on the request within one calendar month and provide the relevant information to the Project Coordinator (Ecorys) for records to be retrieved or updated accordingly.