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Data Protection Notice

The European Education and Culture Executive Agency ("EACEA") is committed to preserving your privacy. All personal data are dealt with in accordance with Regulation (EU) No 2018/1725 on the protection of personal data by the Union institutions, bodies, offices and agencies¹ ("the data protection regulation").

The following Data Protection Notice outlines the policies by which the EACEA collects, manages and uses the personal data of the concerned individuals within the Creative Europe media Database.

1. Who is responsible for processing your personal data (data controller)?

The controller is the European Education and Culture Executive Agency, BE-1049 Brussels.
The person designated as being in charge of the processing operation is the Head of Unit B.2 MEDIA.
Email: EACEA-MEDIA-DB@ec.europa.eu

2. Which personal data are processed?

Personal data related to the cast and crew of audiovisual productions (e.g., role, name, nationality, gender) or authors and translators of books to be translated seeking or receiving support from the Creative Europe programme (mandatory).

Email of external users submitting the audiovisual works’ information in the framework of a proposal or project (mandatory) to be submitted in the framework of a call for proposals.

3. For which purpose do we process your data?

The Creative Europe media Database IT tool aims to extend the eGrant support with extra business specific features and detailed report functionalities. The Creative Europe media DB IT system is an online platform that enables the collection, processing and dissemination of specific structured data related to the Creative Europe programme. The Creative Europe media DB allows external users to submit their proposal details and allows internal users to assess the submitted and selected projects from the works and related activities perspective. External (applicants and beneficiaries) and internal users (Commission and Agency staff) can retrieve information about produced works.

The subject matter is the collection and publication of information on works being part of proposals submitted in the framework of calls for proposals of the Creative Europe programme and of consequent grant agreements for EU funded projects. This includes the collection of personal data in relation to the cast and crew of audiovisual productions (e.g., role in the production, name, nationality, gender) or authors and translators of books to be translated.

The purpose of the processing is to complement corporate eGrant tools for the evaluation of proposals, the management of grant agreements, the communication and statistics, policy development and networking activities in relation to the programme.

Personal data is also processed for the purpose of informing the general public about the Directors of the films funded by EACEA under the Creative Europe Programme.

4. Where the data is collected from?

Data are submitted by applicants presenting a proposal for a Creative Europe grant.

5. Who has access to your personal data and to whom is it disclosed?

The data is accessible to EACEA and European Commission (DG CNECT) staff managing the Creative Europe programme.

The name of the director of finalized audio-visual works seeking support for distribution will be published and available on the public Creative Europe media Database website.

In addition, in case of control or dispute, personal data can be shared with and processed by the bodies charged with a monitoring or inspection task in application of Union law in compliance with the applicable data protection rules and within the scope of their tasks entrusted by the relevant legislation. This includes, in particular, the following recipients:

  • The European Court of Justice or a national judge as well as the lawyers and the agents of the parties in case of a legal procedure;
  • The European Anti-Fraud Office (OLAF);
  • The Internal Audit Service of the Commission;
  • The Investigation and Disciplinary Office of the Commission (IDOC);
  • The European Court of Auditors;
  • The European Ombudsman;
  • The European Public Prosecutor’s Office;
  • EU courts and national authorities.

6. How long do we keep your personal data?

Considering that the data are used to verify the eligibility of audiovisual works within the Creative Europe calls, the period of storage is linked to the period of storage of grants information (DUA: 10 years after the closure of the project). This retention period applies to data on applicants and beneficiaries having created the files in the database, to the cast&crew related to the audiovisual works and to the authors and translators related to the books.

For general information purposes, only the name of the director of the audiovisual works (information that is publicly available on several platforms, including the film itself) and the name of the books’ authors and translators is kept until the expiration of the Creative Europe programme. The current Creative Europe programme covers the period 2021-2027. Projects selected in the last programme’s year will be closed 2-3 years later. Moreover, if a continuation of the programme is adopted within the next financial framework, as of 2028, the new programme should be considered as continuation of the current one.

7. What are your rights concerning your personal data and how can you exercise them?

Under the provisions of the data protection regulation, you have the right to:

  • Request to access the personal data EACEA holds about you;
  • Request a rectification of your personal data where necessary;
  • Request the erasure of your personal data;
  • Request the restriction of the processing of your personal data;
  • Request to receive or to have your data transferred to another organization in commonly used machine readable standard format (data portability).

As this processing of your personal data is based on point of Article 5(1)(a) of the data protection regulation, please note that you have the right to object to processing of your personal data on grounds relating to your particular situation under the provisions of Article 23 of the data protection regulation.

Article 25 of Regulation (EU) 2018/1725 provides that, in matters relating to the operation of EU institutions and bodies, the latter can restrict certain rights of individuals in exceptional circumstances and with the safeguards laid down in that Regulation. Such restrictions are provided for in internal rules adopted by EACEA and published in the Official Journal of the European Union (https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX:32021Q0317%2801%29).

Any such restriction will be limited in time, proportionate and respect the essence of the above-mentioned rights. It will be lifted as soon as the circumstances justifying the restriction are no longer applicable. You will receive a more specific data protection notice when this period has passed.

As a general rule you will be informed on the principal reasons for a restriction unless this information would cancel the effect of the restriction as such.

You have the right to make a complaint to the EDPS concerning the scope of the restriction.

8. Your right to have recourse in case of conflict on any personal data issue

In case of conflict on any personal data protection issue you can address yourself to the Controller at the above mentioned address and functional mailbox.

You can also contact the Data Protection Officer of EACEA at the following email address: eacea-data-protection@ec.europa.eu.

You may lodge a complaint with the European Data Protection Supervisor at any time: https://www.edps.europa.eu.

9. On which legal basis are we processing your personal data?

Art. 5(1):

(a) 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 (to be laid down in Union Law), (REGULATION (EU) 2021/818 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 20 May 2021 establishing the Creative Europe Programme (2021 to 2027) and repealing Regulation (EU) No 1295/2013)

Electronically signed on 26/01/2024 11:56 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121

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 Text with EEA relevance, OJ L 295, 21.11.2018, p. 39.