Legal & Data Protection
Data Protection Notice for the EU Citizens’ Gathering 2026, organised by the EU Delegation to the United Kingdom.
The protection of your personal data and privacy is of great importance to EU institutions and bodies, including the European External Action Service (EEAS) with the Union Delegations and the Service for Foreign Policy Instruments of the European Commission (FPI).
You have the right under EU law to be informed when your personal data is processed, as well as about the purpose and details of that processing. When handling personal data, we respect the principles of the Charter of Fundamental Rights of the European Union, and in particular Article 8 on data protection.
Your personal data are processed in accordance with Regulation (EU) 2018/1725 on the protection of natural persons with regard to the processing of personal data by Union institutions, aligned with Regulation (EU) 2016/679 (GDPR). This statement explains how the EEAS and EU Delegations process your personal data and what rights you hold as a data subject.
Records of Processing
More information is available in the Records of Processing: DPR-EC-01063 (Processing of personal data linked to meetings and events) and EEAS Record 101 (Events and Meetings organised by EEAS services and EU Delegations).
The EEAS (EU Delegation to the UK) and FPI collect and process your personal data to ensure the proper organisation and management of the EU Citizens’ Gathering 2026 on 1 July 2026, and to process your application for participation. This includes:
The organisation and follow-up of the event includes the following activities:
Photography & Recording
Participants may be photographed individually or in groups. Audio-visual recording of speakers, organisers and participants may be published on EEAS and FPI websites and social media. Participants who do not wish to be recorded may take seats in the back rows, which will not be filmed or photographed. If you appear in published photos and wish to object, please email delegation-uk@eeas.europa.eu with the subject line “OBJECT” and your details for identification.
Your personal data will not be used for any automated decision-making, including profiling.
Personal data will be collected, handled and kept only to the extent necessary for the purposes described above. Data that may be processed includes:
Disclaimer
The organisers waive responsibility for videos and photos taken, shared or published by participants or other individuals, including journalists and members of the press not contracted by the EEAS, EU Delegations or FPI.
The data controller determining the purpose and means of the processing is the EU Delegation to the United Kingdom, responsible under the supervision of the Head of Delegation. The service provider engaged for this event is GOPA PACE.
Access to your personal data is provided on a need-to-know basis to the following categories of recipients:
The EEAS and FPI use the following social media accounts to promote events and publish related content:
Third-country transfers
Transfers to the EU Delegation to the United Kingdom are based on the European Commission’s adequacy decision for the United Kingdom from 28 June 2021. Personal data may be transferred to third countries only where you have consented to sharing your information in the list of attendees. Note that participants from third countries may share your data with their employers or other organisations, including national security agencies.
Under Regulation (EU) 2018/1725 (Articles 14–21, 23 and 24) you hold the following rights regarding your personal data:
We will consider your request and respond without undue delay — in any event within one month of receipt (extendable by two further months where necessary).
Contact to exercise your rights
To exercise your rights or ask questions about your personal data, please contact the Data Controller:
Email: delegation-uk@eeas.europa.eu
Subject: Data Subject Rights Request — EU Citizens’ Gathering 2026
The processing of personal data linked to the organisation, management, follow-up and promotion of the EU Citizens’ Gathering is necessary for the performance of a task carried out in the public interest under Article 5(1)(a) of Regulation (EU) 2018/1725, as mandated by the EU Treaties (TEU Articles 5, 11, 20, 21–40, 42, 43; TFEU Articles 2(4)(5), 205, 220–221, 326–334).
Your explicit consent is additionally required for the following specific processing activities:
You may give or withdraw consent at any time by contacting: delegation-uk@eeas.europa.eu
We keep your personal data only as long as is necessary for the purposes for which it was collected. Specific retention periods are as follows:
| Data category | Retention period |
|---|---|
| All personal data related to the organisation and management of the EU Citizens’ Gathering — including registration information and data collected before, during and after the event | 5 years after the event |
| Sensitive data relating to dietary and/or access requirements | Deleted within 1 month after the event |
| Audio-visual recordings of the event | 3 months after the event, then deleted Ref: Record of Processing DPR-EC-01937 |
Data may be retained longer for historical, statistical or scientific purposes, with appropriate safeguards in place.
The EEAS, EU Delegation and FPI implement appropriate organisational and technical security measures in accordance with Article 33 of Regulation (EU) 2018/1725. Data is stored on secure servers, accessed only by authorised staff, and protected against unauthorised access, alteration, deletion or disclosure.
For any enquiries about data protection, you may contact the relevant Data Protection Officer:
If you consider that the processing of your personal data infringes Regulation (EU) 2018/1725, you have the right at any time to lodge a complaint with the supervisory authority:
Full EEAS Privacy Statement
The complete EEAS Privacy Statement for Events & Meetings via VTC Tools is published at:
eeas.europa.eu — EEAS Privacy Statement for Events & Meetings