Privacy statement

Introduction

The protection of your personal data and privacy is of great importance to EU institutions and bodies, including the European External Action Service (EEAS) and the Union Delegations.

You have the right under EU law to be informed when your personal data is processed, and 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, 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, which is aligned with Regulation (EU) 2016/679, the GDPR. This statement explains how the EEAS and the EU Delegation to the United Kingdom process your personal data and what rights you hold as a data subject.

Why we process your data

The EEAS, through the EU Delegation to the United Kingdom, collects and processes your personal data to ensure the proper organisation and management of the EU/UK Youth Dialogue 2026 on 5th and 6th November 2026, and to process your application for participation. This includes:

• Sharing information among participants and with the public
• Supporting cooperation, networking and exchange between participants
• Contacting participants about related activities and future events
• Promoting EU public diplomacy and engaging individuals in public diplomacy activities

Description of processing

The organisation and follow-up of the event includes the following activities:

• Managing contact and mailing lists for invitations, and handling participation requests and feedback
• Preparing and distributing preparatory material, reports, news items and publications
• Catering and travel arrangements, accommodation, and entry and access control
• Publication and communication activities, including photography, video and web streaming

What data we process

Personal data will be collected, handled and kept only to the extent necessary for the purposes described above. Data that may be processed includes:

Personal and contact data

• Name, age group, organisation, sector, postal and email address, phone number and other administrative contact details
• Nation or region and town of residence, for balancing delegations
• Travel details, including departure station and preferred travel times, where you request travel support
• Dietary requirements and accessibility needs
• T-shirt size, for event materials
• Information provided during the event, such as interventions, questions and comments, and associated audio-visual material

Data collected for public communication

• Photos, audio or video recordings and web streaming of speakers, participants or organisers
• Feedback surveys, reports and other information about the event

Data controller

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.

Controller

EU Delegation to the United Kingdom
delegation-uk@eeas.europa.eu

Event partners

European Parliament Liaison Office in the UK, European Economic and Social Committee, British Council, Manchester European Society

Who has access to your data

Access to your personal data is provided on a need-to-know basis to the following categories of recipients:

• Designated organising staff of the EEAS and the EU Delegation to the United Kingdom
• Assigned staff of the event partners and organiser team members, where required
• Security and other partners, contractors and service providers acting on behalf of the organiser, including for travel and accommodation
• Participants, interpreters and technical staff where relevant
• The general public, where data is made available on the internet or social media with your consent

Social media channels

The EEAS and the EU Delegation use the following accounts to promote events and publish related content: X at @eu_eeas and @EUinUK, LinkedIn at European External Action Service, Facebook at EuropeanExternalActionService, and Instagram at @eudiplomacy.

Transfers to the United Kingdom

Transfers to the EU Delegation to the United Kingdom are based on the European Commission's adequacy decision for the United Kingdom of 28 June 2021. Personal data may be shared with other participants only where you have consented to appearing in the list of participants.

Your rights

Under Regulation (EU) 2018/1725, Articles 14 to 21, 23 and 24, you hold the following rights regarding your personal data:

Right of access

You may request a copy of the personal data we hold about you.

Right to rectification

You may correct inaccurate or incomplete factual data.

Right to erasure

Under certain conditions, you may request deletion of your data.

Right to restriction

Under certain conditions, you may request restricted processing of your data.

Right to object

You may object at any time to processing on grounds relating to your particular situation.

Right to withdraw consent

You may withdraw any consent at any time. This does not affect the lawfulness of processing carried out before withdrawal.

We will consider your request and respond without undue delay, and in any event within one month of receipt. This period may be extended by two further months where necessary.

Legal basis

The processing of personal data linked to the organisation, management, follow-up and promotion of the EU/UK Youth Dialogue 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 to 40, 42 and 43; TFEU Articles 2(4), 2(5), 205, 220, 221 and 326 to 334).

Consent-based processing, Article 5(1)(d)

Your explicit consent is additionally required for the following specific processing activities:

• Processing of your dietary requirements and accessibility needs
• Sharing the list of participants containing your name and organisation with other participants
• Processing audio-visual materials of the event, including recordings, videos and photographs
• Inviting you to future events or activities organised by the data controller
• Managing a contact list shared internally among EEAS services for promoting EU activities and disseminating information

You may give or withdraw consent at any time by contacting delegation-uk@eeas.europa.eu.

Data retention

We keep your personal data only as long as is necessary for the purposes for which it was collected. The retention periods are as follows:

Reference: Record of Processing DPR-EC-01937. Data may be retained longer for historical, statistical or scientific purposes, with appropriate safeguards in place.

Security of data

The EEAS and the EU Delegation 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.

Data Protection Officer

For any enquiries about data protection, you may contact the EEAS Data Protection Officer at data-protection@eeas.europa.eu.

Recourse

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 European Data Protection Supervisor (EDPS) at edps@edps.europa.eu.