About us
European Judicial Training Network

EJTN is an officially registered not-for-profit organisation based in Brussels.
Belgium at Rue du Commerce 123,
B-1000, Brussels, Belgium.

Telephone +32 2 280 22 42 and

Email ejtn@ejtn.eu
EJTN is the principal platform and promoter for the development, training and exchange of knowledge and competence of the EU judiciary. Founded in 2000, EJTN develops training standards and curriculum, coordinates judicial training exchanges and programmes and fosters cooperation between EU national training bodies.

What is personal data and what is meant by processing of personal data?
Personal data is any information about an identified or identifiable natural person. Each piece of information with which a person can be identified, directly or indirectly, is personal data. This could be for example your name, contact details and any other information that is or can be linked to you, including, for example, email address, location information, login code, health data, bank details, etc.

What falls under processing of personal data is defined as any act or set of acts related to or performed on personal data.

What personal data is collected by EJTN?

Depending on your contact with us, we collect the following information about you:

Please note: EJTN does not process personal data relating to minors and her activities are not meant for or targeted to minors.

∆ About special category of personal data ∆

There are certain types of personal data that needs extra care and protection under the GDPR. This is because the (mis)use of this data can, by its nature, have negative consequences to the person it belongs to. This type of data is called “Special Categories” of personal data, and are information such as:

• Data revealing political opinions;
• Data revealing religious or philosophical beliefs;
• Data revealing trade union membership;
• Genetic and biometric data processed for the purpose of uniquely identifying a natural person;
• Data concerning health;
• Data concerning a natural person’s sex life or sexual orientation.

According to the GDPR, processing this type of data is prohibited, unless an exception applies.

Generally, EJTN does not process special category of personal data. In some exceptional cases, however, out the necessity, we may process this category of personal data because of:

• mobility-related requirements,
• dietary needs, or
• special meal requests, which may indicate personal conditions or religious beliefs.

If/when this happens, EJTN will collect this kind of data directly from you and based on your explicit consent, which is one of the exceptions allowed under the GDPR. EJTN will also dedicate extra attention and protection to this information.

Who is in charge of your personal data?
EJTN is responsible for your personal data. This means that EJTN determines the purpose and means of the processing itself and that EJTN is responsible for following the applicable privacy laws.

Why do we use your personal data?
EJTN uses your personal data for the following reasons:

• for providing educational seminars and conferences, training events, exchange-oriented training opportunities and study visits and various learning resources such as handbooks and suggested training curricula;
• for providing databases of expertise and experts from which speakers, experts or other content producers may be drawn for seminars, projects, or other engagements;
• for facilitating its own various meetings as well as data needed to run its daily operations;
• for customer relationship management and activities to our database of customers, and other stakeholders at EJTN and to inform you about our activities;
• to get in touch with you;
• to send information to you;
• for entering into and performing agreements;
• for informing and advising;
• for participating in panels;
• for the handling of complaints and compliments;
• to be able to defend our company in legal disputes and defend our legal rights.

Why are we allowed to process your data?
According to the legislation, in particular the GDPR, EJTN may only process personal data if one of the legal bases applies. EJTN applies the following legal grounds for the personal data processing:

• after obtaining your consent; this will become explicit consent when/if this concerns special categories of personal data;
• in the context of the formation and/or execution of a contract;
• to comply with the law;
• in connection with the legitimate business interests of EJTN, where EJTN ensures that the impact on your privacy is as limited as possible.

For example, personal data are processed:

• when we receive a request for information from you;
• when we are making you an offer or executing a contract with you;
• for legal purposes (including accounting treatment, tax obligations and obligations in connection with court orders or other mandatory laws and regulations);
• to keep a database of customers or people we interacted with.

How do we use your personal data?
EJTN processes your private data in order to fulfil its business mandate and other obligations, including:

• Assessing, selecting, and confirming participants to EJTN’s educational seminars and conferences, training events, exchange-oriented training opportunities and study visits.
• Ensuring that all contractual obligations (including the financial reimbursement of costs associated with and the conditions of training of attending EJTN’s educational seminars and conferences, training events, exchange-oriented training opportunities and study visits).
• Ensuring that all contractual obligations (including the associated financial reimbursement of costs) of EJTN’s stakeholder attending EJTN’s various meetings, working groups and planning sessions are fulfilled.
• Ensuring the daily, practical arrangements for educational seminars and conferences, training events, exchange-oriented training opportunities and study visits are catered for.
• For reporting purposes to our co-financing institutions, reporting will contain statistical measurements and assessments of EJTN’s educational seminars and conferences, training events, exchange-oriented training opportunities, though a vast majority of the data contained in such reports will be anonymised.
• For promotional purposes (in our publications and on our website and social media sites, for example), we may publish testimonials and/or quotes from participants of our educational seminars and conferences, training events, exchange-oriented training opportunities – EJTN separately asks such participants for permission to do so.
• Providing access to EJTN’s online resources, platforms, and application forms.
• Providing timely, relevant information about European justice, judicial experts and judicial expertise is provided in the relevant platforms and tools.
• EJTN staff and career management as well as recruitment purposes.
• Managing EJTN’s business relationships with various suppliers (including materials suppliers, printing houses and utility and IT supplier companies) to ensure the daily running of EJTN as well as the production of EJTN judicial materials.

How long do we keep your personal data?
EJTN does not store personal data for longer than necessary for the purposes for which the data are processed, and in any case for as long as specific regulations require. Generally, for processes where you have given us consent, your personal data is stored by EJTN until you revoke it.

For all other processes, EJTN maintains a comprehensive Data Retention Policy where we keep track on how long we keep personal data, according to applicable regulations.

How do we obtain your personal data?
We obtain your personal data because you request information from us, interact with us via our website, email us, phone us or we meet in person. We also obtain information about you when you apply for a job opening at our company or show interest in the job opening by interacting with us.

Do we share your personal data?
We sometimes use third parties to manage our Platforms. It is possible that these third parties have access to your personal data. If that is the case, we take appropriate measures to ensure that your data is adequately secured and used exclusively for the intended purposes. Your personal data will under no circumstances be sold to third parties by EJTN.

• The passing on and receiving of personal data within EJTN.
  EJTN can exchange your (personal) data between the various employees within the organization, insofar as this is necessary in view of the purpose of the data processing.
• The passing on and receiving of data outside EJTN.
  The purpose of processing your personal data may involve sharing personal data with other organizations. Insofar as there is no explicit consent or legal obligation, this exchange of information will only take place based on the execution of the agreement between you and EJTN or when EJTN has a legitimate interest.
• No commercial use.
  EJTN will not sell your personal data to third parties without your permission.

Sharing of data outside EJTN
In the course of its daily operations and obligations, EJTN shares personal data with the following third parties in the following ways:

• With representatives of EJTN’s Members, Observers and Partners in order to assess, select and confirm participants to EJTN’s educational seminars and conferences, training events, exchange-oriented training opportunities, study visits or meetings.
• Within the context of access to EJTN’s website, platforms and online tools, your login credentials are stored within these systems.
• For statistics gathering, our website and other platforms will capture limited visitor data (such as IP addresses and origin geography) when these are visited.
• For reporting purposes to our co-financing institutions, reporting will contain statistical measurements and assessments of EJTN’s educational seminars and conferences, training events, exchange-oriented training opportunities, though a vast majority of the data contained in such reports will be anonymised.
• For promotional purposes we may publish testimonials and/or quotes from participants of our educational seminars and conferences, training events, exchange-oriented training opportunities in, for example, our publications and on our website and social media sites – EJTN separately asks such participants for permission to do so.
• In limited cases, where arranging transportation, accommodation, catering, or other services that require it, EJTN will share your personal data to facilitate the needed services associated with attending EJTN events.
• During obligated financial audits, your personal data may be processed by duly authorised auditors.
• Where necessary and required by law, governmental authorities, to ensure access to EJTN’s educational seminars and conferences, training events, exchange-oriented training opportunities, study visits or meetings.
• Where necessary, EJTN will share personal data with investigators, police forces or other law enforcement officials in required situations.

Will your data leave the European Economic Area?
Generally, EJTN does not transfer or share any personal data outside the European Economic Area (EEA).

In some limited cases, a specific EJTN partner outside the EEA may access personal data. In such cases, the personal data available to this specific partner relates strictly to the data needed for that particular representative. For example, EJTN’s partner organisation in a given non-EEA country would be able to see the needed data of EJTN participants destined for a seminar or meeting in that particular country only.

For the limited instances where EJTN transfers personal data outside the EEA, EJTN will take all legally required steps to ensure that your personal data is adequately protected. These steps may be for example Standard Contractual Clauses approved by the European Commission or other approved international data transfer mechanisms.

How do we protect your personal data?

EJTN has taken appropriate technical and organizational measures to protect the personal data against loss or against any form of unlawful processing. EJTN has established an information security policy and taken physical, organizational, and electronic measures with due observance thereof.

What are your privacy rights?
The GDPR gives you several rights over your personal data. You have a right to:

• Access your data;
• Change/rectify your data;
• Erase your data (“right to be forgotten”);
• Restrict processing of your data;
• Receive and move your data (“right to data portability”);
• Object to processing;
• Not be subjected to automated decision making: EJTN does not make use of automated processing;
• Complain to a supervisory authority: in Belgium, this is the Gegevensbeschermingsautoriteit;
• When the processing is based on consent, you have the right to withdraw it at any time.

To exercise any of your rights, please send us an email to dpo@ejtn.eu. After confirming your identity to verify that you are who you state that you are, we will respond to your request within a reasonable time, but in any event within 30 days of receiving the request. For particularly complex requests, the term can be extended to 60 days. EJTN can also refuse your request, but we will have to justify this decision to you.

Changes

We reserve the right to make changes to this privacy statement. Therefore, check the Privacy Statement regularly for the latest version of our privacy policy.

Questions?
If you have any questions about our privacy policy, please contact us via ejtn@ejtn.eu or dpo@ejtn.eu

This privacy statement was last modified in June 2022.