Digital Future of Justice

PRIVACY NOTICE

LAST UPDATED ON 14 NOVEMBER 2023

Digital Future of Justice Hackathon

This privacy policy 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 Hackathon (the Hackathon) organised by the project “Foster transparency of judicial decisions and enhancing the national implementation of the ECHR” (TJENI project). 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 personal 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 either from you or from the beneficiaries or partners of the TJENI project 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. 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 which may be shared with the TJENI project beneficiaries. 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 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 emails indicated below.

d)  Video recordings

We will video record  the presentation of the teams’ projects to further share this recording with the beneficiaries of the TJENI project in Cyprus, Hungary, Lithuania, Poland, Greece, Romania and Slovenia 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. 

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. 

The data included in the list of participants may be shared with one or several beneficiaries of the TJENI project should they express interest in cooperating with a team that participated in the Hackathon.

We will share videorecordings of the presentations of the teams’ projects with the TJENI project beneficiaries in Cyprus, Hungary, Lithuania, Poland, Greece, Romania and Slovenia. Where we need to share data with a third party, we will only do so in accordance with the provisions of Article 12 of the Council of Europe Regulations on the Protection of Personal Data.

For the purpose of videorecording, we hired a videographer based in Germany, 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.

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. After it is shared with the TJENI project beneficiaries, it will also be stored on their servers.

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 2023.

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 videorecording 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. 

8. 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.

The Hackathon is organised under the auspices of the project “Foster Transparency of Judicial Decisions and Enhancing the National Implementation of the ECHR” (TJENI) implemented by the Council of Europe and funded by the EEA and Norway Grants Fund for Regional Cooperation.

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