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Protection of Your Personal Data

Processing operation: Processing of personal data linked to BTSF ACADEMY
Data Controller: European Commission/ DG SANTE/ Unit F2
Record reference: DPR-EC-09987.2

Full policy

1. Introduction

The European Commission is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council 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.

This privacy statement explains the reason for the processing of your personal data in the context of a (type of a) meeting or event, organised by the European Commission. It explains the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to the processing of personal data linked to BTSF ACADEMY, is presented below.

2. Why and how do we process your personal data?

BTSF is a European Commission training initiative to improve the knowledge and implementation of EU rules covering food and feed law, animal health and welfare, as well as rules on plant health and plant protection products.

Your personal data is collected by the BTSF National Contact Points (NCPs) of your country. The rest of the personal data for training and logistical purposes is sent by the trainees to the trainers directly. As far as the personal data of trainers, it is collected by HADEA, as the authority responsible for the procurement procedures.

This processing operation concerns participation in BTSF training activities in the above areas. DG Health and Food Safety (DG SANTE) is responsible for BTSF policy. Specifically, the purpose of this data processing concerns the selection, enrolment and participation in the training activities hosted and organised through the BTSF ACADEMY, as well as the attendance and feedback on the training which is used for policy analysis and for statistical purposes. In addition, data is processed for the following purposes:

  • to plan and organise training activities for BTSF participants
  • to register users in BTSF ACADEMY
  • to issue certificates of participation for the different training courses
  • to collect feedback from participants so that the controller can deliver better and more effective training, according to participants’ needs and knowledge as well as the skills necessary for their job
  • to perform ex-post evaluation of the impact of the BTSF Initiative.

In addition, statistics are being kept so that the quality of the training of the BTSF ACADEMY can be improved. The statistics are based on the evaluations submitted by the participants of the training courses, are fully anonymized and are extracted via excel. Hence, the safeguards in the data processing in question are based on the anonymization of the personal data as the operation controller can fulfil the tasks at hand without the processing of personal data.

Moreover, photos and videos may be taken in order to promote BTSF ACADEMY activities.

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

3. On what legal ground(s) do we process your personal data?

The legislation on which BTSF is based is derived from Article 130 of Regulation (EU) 2017/625 which empowers the Commission to develop training for Member State and non-EU competent authority staff. Hence, the legal basis for the processing activities is 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). In addition, Article 5(1)(d) of Regulation EU 2018/1725 for the publication of photos and videos on the BTSF ACADEMY Website

  • Therefore, your consent is required for: the processing of your personal data stemming from recordings (videos) or/and photos which will be uploaded on BTSF ACADEMY website and they will be available only to its registered members.

Your consent for these services can be withdrawn at any time and detailed information on how to withdraw consent is provided below.

4. Which personal data do we collect and further process?

The following of your personal data are collected:

  1. Face to Face and Virtual Classroom BTSF training courses/BTSF ACADEMY registration, External Participants: First Name and last name, EU Login Unique identifier at the Commission, E-mail used for EU Login, City, Country, Organisation/Institution, Role in organisation (Policy, Implementation, Other), Organisational level (Central, regional, local, other), Date of birth, Gender, Nationality, ID or passport details, Contact details (e-mail address, telephone number, mobile telephone number, postal address, name address and phone number of the sending organisation), Expertise, technical skills and languages, educational background, professional experience including details on current and past employment.
  2. Internal Staff (COM staff as trainers/observers): Name and Surname, Email address, Organisation, Position held in the organisation
  3. General Staff - External Trainers with administrative functions/teaching role in BTSF ACADEMY: Name and Surname, Email address, Organisation, Position held in the organisation. Also, as stated above, personal data included in videos and photos may be processed based on your consent.

5. How long do we keep your personal data?

The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing.

For each of the categories of personal data that may be processed, please find below the retention details and the reference to the relevant record of processing:

  • Personal data related to the organisation and management of the BTSF ACADEMY will be kept for five years after the user’s registration in the BTSF ACADEMY.
  • Personal data included in photos and videos are kept and published on the BTSF ACADEMY Website for 8 years. This retention period corresponds to the retention period of the training material which is maintained on the site in its original format until subsequent scheduled review and update when the photographs and videos will be deleted.

6. How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission (or of its contractors, if contractors are engaged to assist the controller in the organisation and management of a specific meeting or event). All processing operations are carried out pursuant to Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. 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.

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

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements. In addition, HaDEA and its external trainers and companies participating in the organisation of the training and bodies charged with monitoring or inspection tasks in application of EU law (e.g., internal audits, Court of Auditors, European Anti-fraud Office (OLAF)) may have access to your personal data. The data provided may also be accessed by the BTSF National Contact Points (NCPs) of your country and the external trainers responsible for organising the training of participants. Moreover, your personal data will not be transferred to non-EU countries or international organisations.

8. What are your rights and how can you exercise them?

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.

You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.

You can exercise your rights by contacting the data controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.

You can withdraw your consent, if obtained by the controller, by sending an email to the controller, using the functional mailbox mentioned below.

9. Contact information

  • The Data Controller
    If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact
  • The Data Protection Officer (DPO) of the Commission
    You may contact the Data Protection Officer ( with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.
  • The European Data Protection Supervisor (EDPS)
    You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor ( if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the data controller.

10. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the European Commission, which have been documented and notified to him. You may access the register via the following link:

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-09987.2.



To make the websites managed by the European Commission work properly, we sometimes place small data files called cookies on your device.

Full policy

What are cookies?

A cookie is a small text file that a website stores on your computer or mobile device when you visit the site.

  • First party cookies are cookies set by the website you’re visiting. Only that website can read them. In addition, a website might potentially use external services, which also set their own cookies, known as third-party cookies.
  • Persistent cookies are cookies saved on your computer and that are not deleted automatically when you quit your browser, unlike a session cookie, which is deleted when you quit your browser.

The first time you visit the BTSF ACADEMY, you will be prompted to accept cookies.

The purpose is to enable the site to remember your preferences (such as user name, language, etc.) for a certain period of time.

That way, you don’t have to re-enter them when browsing around the site during the same visit.

Cookies can also be used to establish anonymised statistics about the browsing experience on our sites.

How do we use cookies?

European Commission websites mostly use “first-party cookies”. These are cookies set and controlled by the Commission, not by any external organisation.

However, to view some of our pages, you will have to accept cookies from external organisations.  

The 3 types of first-party cookie we use are to:

  • store visitor preferences
  • make our websites operational
  • gather analytics data (about user behaviour)

Operational cookies

There are some cookies that we have to include in order for certain web pages to function. For this reason, they do not require your consent. In particular:

  • authentication cookies
  • technical cookies required by certain IT systems

Authentication cookies

These are stored when you log in to the BTSF ACADEMY. When you do this, you accept the associated privacy policy.

Name Service Purpose Type and duration
MoodleSession Identity Management Service - Session You must allow this cookie into your browser to provide continuity and maintain your login from page to page. First-party session cookie, deleted after you quit your browser

Analytics cookies

We use these purely for internal research on how we can improve the service we provide for all our users.

The cookies simply assess how you interact with our website – as an anonymous user (the data gathered does not identify you personally).

Also, this data is not shared with any third parties or used for any other purpose. The anonymised statistics could be shared with contractors working on communication projects under contractual agreement with the Commission.

Name Service Purpose Type and duration
_pk_id# Corporate web analytics service, based on Matomo open source software Recognises website visitors (anonymously – no personal information is collected on the user). First-party persistent cookie, 13 months
_pk_ses# Corporate web analytics service, based on Matomo open source software Identifies the pages viewed by the same user during the same visit (anonymously – no personal information is collected on the user). First-party persistent cookie, 30 minutes

How can you manage cookies?

Removing cookies from your device

You can delete all cookies that are already on your device by clearing the browsing history of your browser. This will remove all cookies from all websites you have visited.

Be aware though that you may also lose some saved information (e.g. saved login details, site preferences).

Managing site-specific cookies

For more detailed control over site-specific cookies, check the privacy and cookie settings in your preferred browser.

Blocking cookies

You can set most modern browsers to prevent any cookies being placed on your device, but you may then have to manually adjust some preferences every time you visit a site/page. And some services and functionalities may not work properly at all (e.g. profile logging-in).

To make the websites managed by the European Commission work properly, we sometimes place small data files called cookies on your device.

Managing our analytics cookies

You can manage your preferences concerning cookies from Europa Analytics on the dedicated Europa Analytics page