Microsoft Dynamics CRM

Privacy statement

The European Economic and Social Committee (EESC) is committed to respecting the privacy of the target audience it communicates with. The following privacy statement outlines the criteria by which the EESC collects, manages and uses the personal data related to the efficient distribution of the EESC’s press releases, newsletters, invitations to events and any relevant communication in the framework of its activities.

  1. Name of the processing operation and short description:

Contact management and mass mailing application Microsoft Dynamics CRM and ClickDimensions

Dynamics is a working tool for the staff of the EESC allowing them to manage contacts and execute mailings. Data is stored in the EESC’s customer relationship management (CRM) application Dynamics hosted by the EESC. For better management, the EESC makes use of ClickDimensions (email marketing tool that allows users to create and send bulk emails)to better accommodate the needs relating to emailing and statistical information. Recipients are able to manage their own subscription preferences, i.e. opt in or out of receiving specific or all content from the EESC.

  1. Who is responsible for the processing of personal data in Microsoft Dynamics CRM at the EESC (data controller)?

Karin Füssl, Head of the Online Information Unit (INF), Department D – Communication.

  1. What are the purposes of the processing?

Dynamics is a working tool and an information channel that allows for:

Stakeholder relationship management,

Keeping the target audience informed about the work of the EESC through newsletters, press releases, announcements of adopted opinions and similar types of mailings,

Event management (invitation, registration, follow-up) and conducting surveys,

Internal communication.

  1. What is the legal basis for the processing?

The processing of personal data is lawful under:

Article 5a) of Regulation 45/2001 - Processing is necessary for the performance of a task carried out in the public interest on the basis of the treaties establishing the European Communities,the EESC's mission in particular being to represent Europe's organised civil society and to represent employers, workers and other civil society stakeholders, in particular professional and community associations, youth organisations, women's groups, consumers and environmental campaigners, and

Article 5d) of Regulation 45/2001 - The data subject has unambiguously given his or her consent.

  1. What personal data is collected?

ORGANISATIONS

General data: Organisation Name, Acronym, Organisation Name in English and French, Working Languages, Country Represented, Parent and child organisations, Email Address, Website, Phone and Fax Number, Street, Number, P.O. Box, Postal Code, City, Town, Area, Country, Key contacts from the organisation; Areas of interest; Type of organisation; Geographical reach.

CONTACTS

General data:Last Name, First name, Gender, Languages, Organisation, Country Represented, Department, Office, Job Title, Salutation, Email Address,Phone and Fax Number, Mobile phone,Street, Number, P.O. Box, Postal Code, City, Town, Area, Country; Roles; Areas of interest.

Dynamics also logs information on whether emails were received and opened, and if any links in the email were clicked. This is done to allow the EESC to collect statistical data on its email campaigns.

  1. Who has access to your personal data?

EESC staff (officials, temporary agents, contract agents, seconded national experts, trainees) who use Dynamics in their communication activities and the employees of the contractor (without direct access to the database though) bound by provisions concerning confidentiality and processing of personal data which are a part of the framework contract for assistance to contact database content management between the EESC and that given contractor.

  1. How can I access, rectify, block or erase my data?

You have the right to access your personal data and to rectify any inaccurate or incomplete data. If youseek access, or seek to correct inaccurate data, amend or delete your data, and exercise all your rights, please direct your query to the EESC Dynamics team's functional mailbox: The query will be dealt with within fifteen (15) working days.

You can also edit/request deletion of your data from our database at any time upon receiving a link from the EESCproviding you with direct access to your data in our database. Such an email is sent once annually but the link therein remains active and can be used at any time throughout that given year. You can further unsubscribe from receivingspecific or all content from the EESC at any given time by clicking on the link “unsubscribe” communicated at the bottom of each mailing. If you opt out of all EESC content, your data will be deleted.

  1. How long are my data kept for?

Data is deleted within fifteen (15) working days upon receipt of your request to do so on the EESC Dynamics team's functional mailbox indicated above.If you decide to request deletion of your data through the link sent to you annually and providing you with direct access to it in our database, upon receiving it or any time within the following year, it will again be deleted within fifteen (15) working days. Only the data of those who don't wish their data to be deleted can be kept for a period of one(1) year counting from the day when they received the link providing direct access to their data.Data is also deleted by the EESC Dynamics team after you decide to unsubscribe from all EESC content by clicking on the “unsubscribe” link in any received email.Data is also erased by the EESC Dynamics team who on a monthly basis review deactivated contacts (those found no longer necessary for the purpose of managing efficient distribution of EESC communication material).

  1. Whom do I contact if I have queries or complaints?

You are strongly advised to contact first of all the EESC Dynamics team's functional mailbox:

You are also entitled to contact the data controller at any time (Head of the Online Information Unit, Karin Füssl:

Any queries concerning the processing of your personal data may be addressed to the EESC Data Protection Officer (DPO): For matters relating to the processing of your personal data, you may also have recourse at any time to the European Data Protection Supervisor (EDPS): .

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