Digital Future of Justice 2.0
The Council of Europe Hackathon
2-day live event – 15-17 November in Bologna!
2024 edition
PRIVACY NOTICE
LAST UPDATED ON 20 SEPTEMBER 2024
Digital Future of Justice 2.0 Hackathon
This privacy notice explains how the Council of Europe and Kreativdistrikt S.r.l. (collectively referred to as “we”) process your personal data when you participate in the Digital Future of Justice 2.0 Hackathon (the Hackathon) organised by the Innovative Solutions for Human Rights and Justice Unit of the Directorate General – Human Rights and Rule of Law of the Council of Europe. Please see the Hackathon terms and conditions.
1. Who is responsible for data processing?
The Council of Europe is the “data controller” with respect to the processing of personal data in relation to the Hackathon, which means it has the decision-making power concerning data processing. Processing of your data is governed by the Council of Europe Regulations on the Protection of Personal Data adopted by the Committee of Ministers on 15 June 2022.
Kreativdistrikt S.r.l. (“KDKT”), a company based in Italy has developed an online hackathon platform. With regard to the processing of personal data within the framework of the Hackathon, KDKT is the “data processor”, which means it processes personal data on behalf of the Council of Europe. You can find the KDKT privacy policy here.
2. What data do we process and for what purpose?
We process personal data that we receive from you in relation to your participation in the Hackathon.
a) Participant administration
We need your name, surname, email address and phone number to ensure your participation in and the administration of the Hackathon.
The participants will also have to provide a short description of their relevant previous experience, including any relevant academic background.
If you participate in the Hackathon as a judge or mentor, we also need information about your professional position and optionally a photograph.
b) Publication in participant lists
As part of the Hackathon documentation, we draw up a list of participants, that will also include the judges and mentors. The list will contain your name, surname and e-mail address.
If you do not wish for particular data to be included in the list of participants, please contact us via the emails indicated below.
c) Publication on the Hackathon’s website
If you participate in the Hackathon as a judge or mentor, we will publish your name, surname, position and photograph on the Hackathon website for the purpose of transparency.
If you do not wish for particular data to be published, please contact us via the emails indicated below.
d) Video recordings
We will video record the presentation of the teams’ projects for the purpose of enhancing communication between judiciaries of the named states and students and researchers who work in legal tech for potential cooperation projects.
e) Use of your e-mail address for transmitting information
After the Hackathon, we may use your e-mail address to provide information about other events or activities that may be of interest to you. You can withdraw from receiving e-mails from us at any time by notifying us accordingly by e-mail sent to dgi-coordination@coe.int.
f) Travel and accommodation assistance
If you are entitled to travel and accommodation assistance, in addition to the data listed in (a) above, we may also process details of your identity document.
3. What is the legal basis for our processing of your data?
We process your personal data on the basis of your consent.
4. Who has access to your data?
Only those persons within the Council of Europe and KDKT who are responsible for the organisation and administration of the Hackathon will have access to your personal data. For the purposes of accountability, the list of participants will also be shared with the unit of the Council of Europe in charge of payment for the catering services.
Where we provide you with travel or accommodation assistance, your personal data will be processed by the services of the Council of Europe in charge of organising travel and accommodation. We will share only the minimum personal data necessary for the provision of such services with the relevant service providers.
For the purpose of video recording, we hired a videographer based in Italy, who will act as a data processor. Once editing of the videos is completed, the videographer will transfer the videorecordings to the Council of Europe. The entire video recording will not be shared outside of the Council of Europe. It will be used by the consultants to include videos of the presentations of the proposed solutions in the report of the Hackathon that may be shared with the Hackathon’s donors. We will also make a short video capturing the atmosphere of the Hackathon and summarising key moments that we will make available for information and promotional purposes.
If you participate in the Hackathon as a judge or mentor, we will publish your name, surname, position and photograph on the Hackathon website, unless you request us not to publish particular data. This information will be accessible worldwide.
5. How do we store your personal data?
Your personal data will be stored electronically on the Council of Europe and KDKT’s servers located in the European Union.
We have put in place measures to protect the security of your personal information, including appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. These measures include encrypted servers, limited access to any databases only for those people who need it and secure backup of all data.
The videorecording will only be stored on the Council of Europe’s servers and temporarily on the videographer’s computer also located in the European Union.
6. How long will your data be stored?
We will store your personal information for the duration of the preparation, conducting and follow-up of the Hackathon. The estimated timeframe for completion is December 2024.
Once the Hackathon is completed, we will delete your personal data and only retain your contact details to be able to contact you in the future.
The video recording will be stored for as long as is necessary for the purposes for which it is made.
7. What are your data protection rights?
You have the right to:
- request access to your personal information held by us;
- request that we correct incomplete or inaccurate personal information that we hold about you;
- request that we delete or remove your personal information when there is no valid reason for us to keep it;
- object to the processing of your personal information on specific grounds relating to your situation.
Contacts
If you wish to exercise the above rights, or for any queries, concerns, or requests you may have in connection with the way your data is collected and used, please contact the Council of Europe by:
- sending an email to dgi-coordination@coe.int.
- sending an email to the Council of Europe’s Data Protection Officer at dpo@coe.int.
If you feel that we have not adequately responded to your request and consider that your data protection rights have been violated as a result of our processing of your personal data, you have the right to lodge a complaint with the Council of Europe Data Protection Commissioner by sending an e-mail to datacommissioner@coe.int.
