AGENAS
Agenzia Nazionale per i Servizi Sanitari Regionali

INFORMATION ON THE PROCESSING
OF PERSONAL DATA
related to THE PARTICIPATION TO THE ONLINE WORKSHOP NO. 5 (“DIGITAL HEALTH: WHAT ARE THE IMPLICATIONS FOR SUPPLY, DEMAND, MONITORING AND ORGANISATION OF HEALTH WORKFORCE?”, 25 JUNE 2020, 10 SEPTEMBER 2020, 1 OCTOBER 2020) OF THE SEPEN JOINT TENDER

Pursuant to Article 13 of the EU Regulation 2016/679

 
 
WHAT IS THIS INFORMATION?
The information provided below describes, as required by the Regulation (EU) 2016/679, Regulation (EU) 2018/1725 and the Italian Legislative Decree no 196 of 30 June 2003, the processing operations performed in relation to personal data of participants of the online workshop (expert participants, participants or applicants to the workshop). 
This Privacy Statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer.
The data you provide in your registration form is collected in order to carry out the activities of the work package 3 (“Exchange of knowledge and good practices on health workforce through the organisation of European workshops”) of the SEPEN (“Support for the health workforce planning and forecasting expert network”) Joint Tender, with particular reference to the workshop no. 5. After you submit your registration form, you should receive a confirmation e-mail from us, containing a link to an additional form. In that additional form, you will be invited to share a photograph and some information about yourself, for the purpose of collecting “virtual business cards” and making them available to all other participants. The purpose is to add a more human touch to the workshop, despite its online format. Throughout the workshop sessions, you will be involved in a number of different oral and written activities which may involve, to varying degrees, the processing of your personal data. These include: videoconferences in plenary and breakout sessions; polls; Q&A sessions; watching and listening to videos and interviews; writing and collecting ideas, points of view, comments, questions and observations; filling out questionnaires; participating in chatrooms. These activities will be carried out through a digital platform and, possibly, additional tools.
The objective pursued through the work package 3 is to organise workshops to bring together countries with similar health workforce characteristics or health workforce planning needs and to maximise the added value of the knowledge sharing across Europe. This entails the preparation, organisation and follow-up of 5 European workshops, with the aim of deepening the knowledge and favouring the exchange of national practices on specific topics relating to health workforce projects.
The present workshop, that is no. 5, to be held online in 3 sessions, on 25 June 2020, 10 September 2020 and 1 October 2020, is organised within this framework.
For more information about SEPEN, we invite you to visit http://healthworkforce.eu
 
 
DATA CONTROLLER
As provided for by the Invitation to join the Health Workforce Planning and Forecasting Expert Network “Call for Tenders entitled N° Chafea/2016/Health/18 concerning the support for the health workforce planning and forecasting expert network” (Privacy Statement), the data controller is the Head of the Public Health Unit of Chafea. 
 
DATA PROCESSOR
The Italian National Agency for Regional Health Services (AGENAS), based in Rome – Italy, 00187, Via Puglie 23, is processor of personal data, acting upon instructions by the EU Executive Agency Chafea and by DG SANTE. 
 
DATA PROTECTION OFFICER
The AGENAS Data Protection Officer (DPO) can be contacted here: Agenzia Nazionale per  i servizi sanitari regionali – Via Piemonte 60, IT- 00187, Roma, e-mail address: responsabileprotezionedeidati@agenas.it.
 
 
LEGAL BASIS FOR THE PROCESSING 
The personal data you provided in the registration form are processed by AGENAS in discharging its tasks in compliance with the public interest and provisions relating to the execution of the contract.
Pursuant to the Technical specification, annex to the Consortium agreement “Support for the health workforce planning and forecasting expert network”, the Consortium "shall organise 5 European workshops of 1 ½ days to deepen knowledge and exchange national practices on specific topics of health workforce policy. These European workshops shall bring together countries with similar health workforce characteristics or health workforce planning needs and maximise the added value of the knowledge sharing across Europe”. By later communication (24 April 2020), CHAFEA and DG SANTE agreed to the Consortium dividing workshop no. 5 in 3 sessions.
Pursuant to the article 9 – section II of the Service Contract Number - 2016 73 01 AGENAS, as Contractor, will process any personal data only under the supervision of the data controller, in particular with regard to the purposes of the processing, the categories of data that may be processed, the recipients of the data and the means by which the Data Subject may exercise its rights.
 
 
DATA COLLECTION AND RETENTION
The data is collected directly from the Data Subjects. 
Personal data collected and necessary for the purposes for which they were provided are not retained by AGENAS once the activities relating to the SEPEN joint tender are officially concluded.
Your personal data will not be used for any automated decision-making including profiling.
Personal data will be stored on AGENAS server where security measures ensure that only authorised people have access. 

 
 
CATEGORIES OF PERSONAL DATA  

Identification and contact data
Last name, first name, nationality, e-mail address, organisation and position. 
Further personal data may be processed if communicated directly from Data Subjects, on the basis of their free, voluntary, explicit consent. 

Browsing data 
The information systems and software procedures used to operate the registration form acquire personal data as part of their standard functioning; the transmission of such data is an inherent feature of Internet communication protocols.
This data category includes the IP addresses and/or the domain names of the computers and terminal equipment used by any user, the URI/URL (Uniform Resource Identifier/Locator) addresses of the requested resources, the time of such requests, the method used for submitting a given request to the server, returned file size, a numerical code relating to server response status (successfully performed, error, etc.), and other parameters related to the user's operating system and computer environment.
These data are necessary to carry out the registration services and are also processed in order to check the functioning of the services.
 
 
COOKIES AND OTHER TRACKING DEVICES
The AGENAS website uses:
 
• technical session cookies are not used to collect personal identification data of the user as their use is limited to the transmission of session identification data in the form of numbers automatically generated by the server.
Session cookies are not stored permanently on the user's device and are automatically deleted when the browser is closed.
 
• analytics cookies used to collect information, in aggregate form, on the number of users and how they visit the website.
 
The AGENAS website uses the Google Analytics service, whose cookie policy can be viewed at the following link: https://policies.google.com/technologies/cookies?hl=it
The service is used with the "_anonymizeip" mode which allows to mask the IP addresses of users browsing the website. The data are collected for the sole purpose of processing anonymous statistical information on the use of the website and to verify its correct functioning; the navigation data could be used in view of the identification of the user only in the event that this was necessary for the detection of computer-related crimes.
 
• third-party cookies for sharing on some of the main social networks (Facebook, Twitter, Google+, YouTube). Whenever the user decides to interact with the plug-ins or accesses the website after "logging in" through their Facebook or Twitter account, some personal information may be acquired by the social network platforms (for example, the user’s visit of the website).
 
AGENAS does not have access to the data that is collected and processed independently by social network platforms. For more information on the logic and methods of processing the data collected by social networks, users are invited to read the privacy policies of the service providers (Facebook, Twitter, Google+ and YouTube).
Most browsers accept cookies automatically, but you can choose to enable or disable cookies on your device by adjusting the settings of your navigation browser according to the instructions made available by the official websites of the browsers:
Chrome
Firefox
Safari
Internet Explorer
Opera
 
No cookies are used to profile users nor are other user tracking systems implemented.
 
All data in electronic format are stored on the servers of AGENAS.
 
 
DATA RECIPIENTS
An external agency providing technical support to the organisation of the workshop may be recipient of the data collected in relation to the registration and or participation to the SEPEN workshop no. 5, acting under the authority and the instructions of the Processor, pursuant to Article 29 of the Regulation (EU) 2016/679.
The personal data collected as above are also processed by staff from AGENAS, acting on specific instructions concerning purposes and arrangements of such processing.
If you give us your consent through the registration form, your data, such as photographs and/or screenshots, could be published on a dedicated page, newsletter, paper and/or social network. You may also be part of a video and/or audio recording of the workshop. 
AGENAS has adopted appropriate technical and organisational security measures with regard to the risks inherent in the processing and to the nature of the personal data concerned in order to: prevent any unauthorised person from gaining access to computer systems processing personal data; ensure that authorised users of a data-processing system can access only the personal data to which their access right refers; record which personal data have been communicated, when and to whom; ensure that personal data being processed on behalf of third parties can be processed only in the prescribed manner; design its organisational structure in such a way that it meets data protection requirements.
 
 
DATA SUBJECTS RIGHTS
Data subjects have the right to obtain from AGENAS, where appropriate, and if not the right must be enforced against the Data Controller, access to their personal data as well as rectification or erasure of such data or the restriction of the processing concerning them, and to object to the processing (pursuant to Articles 15 to 22 of the EU Regulation 679/2016). Please contact the DPO of the Data Controller at the following e-mail address: CHAFEA-HP-TENDER@ec.europa.eu the Data Protection Officer of Chafea:
CHAFEA-DATAPROTECTION@ec.europa.eu, and or the DPO of AGENAS (Agenzia Nazionale per i Servizi Sanitari Regionali – AGENAS  - Responsabile della Protezione dei dati personali, Via Piemonte, 60 – 00187 Roma – IT e-mail address: responsabileprotezionedeidati@agenas.it) to lodge all requests to exercise these rights.
 
 
RIGHT TO LODGE A COMPLAINT
If a Data Subject considers that the processing of personal data relating to him or her infringes Regulation (EU) 2016/679, he or she has the right to lodge a complaint with the Italian Data Protection Authority (Garante per la Protezione dei Dati Personali) pursuant to Article 77 of the Regulation.