EU-Japan Clusters and Regions Cooperation Event

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April 27, 2020
Duration: 3 Days
32 Participants

Data Protection Notice for 2020 EU-Japan Cluster and Region Policy Learning and Matchmaking Event

Your personal data is processed in accordance with Regulation (EU) No 2018/1725[1] on the protection of individuals with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.


[1] Regulation (EU) 2018/1725 of the European Parliament and of the  Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC (OJ L295/39 of 21.11.2018)

1. Data controlling entities and legal basis

The data controller of the processing operation is Head of Unit A1 (COSME) of the Executive Agency for Small and Medium-sized Enterprises (EASME).

 The following entities process your personal data on our behalf:

  • PricewaterhouseCoopers, Société cooperative, 2 Rue Gerhard Mercator, 2182 Luxembourg, Luxembourg;

  • Converve GmbH, Bahnhofstraße 3, 25355 Barmstedt, Germany.

 The legal basis for the processing activities are:

  • Article 5(1)(a) of Regulation (EU) 2018/1725 because processing is necessary for the performance of a task carried out in the public interest (or in the exercise of official authority vested in the Union institution or body)[2].
  • Article 5(1)(d) of Regulation (EU) 2018/1725 based on your explicit consent for your non- mandatory personal data indicated below.


[2] Act of Establishment: Commission Implementing Decision C(2013/771/EU) of 17 December 2013 establishing the 'Executive Agency for Small and Medium-sized Enterprises' and repealing Decisions 2004/20/EC and 2007/372/EC

2. Purpose of data collection

The purposes of this processing is to register and manage participation of interested persons to the 2020 EU-Japan Cluster and Region Policy Learning and Matchmaking Event, to manage the matchmaking activities with Japanese clusters and Japanese prefectures, to gather and analyse your feedback about the event, and, should you be entitled to, handle your reimbursement requests.

3. What kind of information will be collected?

The following of your personal data are collected: your first name, last name, title, function, professional e-mail address, phone number, mobile phone number, professional address, which are mandatory for the purpose(s) outline above.

 In addition, non-mandatory personal data are collected and can only be processed based on your explicit prior consent: your photo, videos, your LinkedIn/Twitter account, your dietary and mobility requirements during the event’s attendance.

Please note that the event will be recorded on video. It is also possible that photographs of you will be taken during the event and might be used for related communication purposes on the European Cluster Collaboration Platform, and the social media accounts (Twitter, LinkedIn, Facebook) of the European Community and/or its Directorates-General. Upon registration, you can give your explicit consent to have your images recorded and published on related communication channels. In the absence of your consent, the organiser will try to find suitable alternatives, so that you can fully take part in the event, e.g. by offering an alternative room to follow the event.

4. Recipients and use

The recipients of your personal data will be EASME, PricewaterhouseCoopers (“PwC”), the EU-Japan Centre for Industrial Cooperation ("EUJPCIC"), and the EU Japan Regional Cooperation Helpdesk ("Helpdesk"). The participants list will be distributed through a dedicated web-based matchmaking tool and a dedicated event booklet to all the participants and will include the following information: first name, last name, professional e-mail address and a photograph.

The processing of your data will include automated decision-making, to the extent necessary to the business matching activities performed by PwC. Your data will be used to propose to you the best fit for a meeting with a Japanese cluster organisation, for which you will be asked to provide your consent in the matchmaking tool.

5. Security and rights

Your personal data will be kept will be kept for a maximum period of 6 months after the event. Data will be manually deleted at the end of this period.

You have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete; where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. You have the right to withdraw your consent of your data’s processing at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal.

Your request to exercise one of the above rights will be dealt with without undue delay and within one month.

If you have any queries concerning the processing of your personal data, you may address them to Head of Unit A1 (COSME) (entity acting as data controller) via:

You shall have right of recourse at any time to the EASME Data Protection Officer at and to the European Data Protection Supervisor at