Privacy Statement

ON THE PROTECTION OF PERSONAL DATA COLLECTED BY THE EUROCONTROL TRAINING INSTITUTE (IANS) TO PROVIDE TRAINING SERVICES THROUGH THE TRAINING ZONE

EUROCONTROL protects your personal data in accordance with the EUROCONTROL Regulation on Personal Data Protection adopted by its Member States, Office Notice 34/08 of 2.7.2008, and its Implementing Rules which were published by Office Notice 25/17 of 25.10.2017.

What is Training Zone? Why do we collect, store and process your data?
What data do we collect, store and process about you?
Who is your data disclosed to? Who has access to your data?
How long is your data kept?
What are your rights under the EUROCONTROL Data Protection Regulation?
How can you withdraw consent you have given to EUROCONTROL?
What do we do to avoid misuse or unauthorised access?
What safeguards do we apply when we transfer your data to third parties?
What are the contact points for questions and complaints?

1. What is Training Zone? Why do we collect, store and process your data?

Training Zone is EUROCONTROL’s Learning Management System (LMS). The tool supports EUROCONTROL in the organisation and delivery of Trainings as defined in the Network Services part 1 Agency work programme. The tool supports the delivery of trainings to civil and military Air Navigation Service Providers (ANSPs), Competent Authorities, Airport Authorities, Airline Operators, Aviation Authorities and Training Organisations.

Through Training Zone, your data is collected and stored to enable EUROCONTROL to:

register you as a user of the Training Zone and provide you the training services you request;
act as a training repository for the courses you completed;
analyse training statistically.

Through the delivery of trainings EUROCONTROL support users in meeting performance and safety targets. The trainings also contribute to harmonise the implementation of SES implementing rules by building-up common curricula for the participants.

To enable the Luxembourgish Civil Aviation Authority (DAC) to manage Remote Pilot qualifications in line with regulation in force (UE nr. 2019/947), Training Zone stores your Remote Pilot ID and its associated information.

Trainings are also aimed at facilitating exchanges between the course participants. To this end, EUROCONTROL relies on your consent as the basis to share some of your professional details with the other classroom course participants. You have the right to withdraw your consent at any time by following the information provided below at point 6. Please also refer further in this privacy notice for more information about how we use your personal data and your rights.

The processing of personal data collected through the videoconferencing tool is described in the Zoom for training privacy statement.

Finally, Training Zone also facilitates the management of trainings by enabling you to share your learning history with your organisation. In this event, EUROCONTROL relies on your consent as the basis to collect and processing your personal data.

2. What data do we collect, store and process about you?

We collect the data either directly from you when you create a Training Zone account or from the focal point of the organisation for which you work when they register you for training courses. We also collect data from you when you access training materials through Training Zone or when you upload information on Training Zone.

The personal data we collect is divided in the following subsets:

Type of data	Subset name	Personal data
Profile	Limited	Profile photo (voluntary), first name, last name, company name, work location (city, country), biography (voluntary)
	Standard	Limited profile fields and also job title and email
	Full	Standard profile fields and also nationality, company department, work address (street, postal code), type of organisation, alternative email address, mobile phone, date of birth and security question and answer, focal point information
	Extended (EUROCONTROL staff)	Payroll number, unit, place of assignment, grade, bracket, contract type, manager information

Registration data	Personal information	Information at the time of registration (e.g. participant name, company, focal point name)
	Financial data	Financial data associated to the registration (e.g. billing details, price)
	Communications	Messages, notifications and communications to participants initiated via TZ

Performance and conduct	Course performance	Course completion (including pass/fail information for courses with assessments) Event attendance (e.g. participation in virtual sessions) Answers/input to e-learning modules, assessments and feedbacks Content access (e.g. download of course documentation) Contribution to collaborative activities (e.g. forums)
	Learning history	List of courses you registered for
	Event recording and inputs	Refer to the Zoom for training privacy statement for details.
	Remote Pilot information	Remote Pilot ID required for the certificate on Drone training delivered by the Luxembourg Civil Aviation Authority (DAC) or a foreign authority. When a foreign Remote Pilot ID is stored, the foreign certificate validity as well as a copy of the certificate is stored.

Focal point	Contact details (representatives of organisation only)	Name and email address are recorded for - ATM training focal point and deputy - ELPAC focal point and deputy - Training manager for organisation specific courses

Competency Scheme	ELPAC	Examiner and assessor competency in relation to the English Language Proficiency for Aeronautical Communication (ELPAC)
Competency Scheme	NMO (EUROCONTROL staff)	Competency in relation to domains

3. Who is your data disclosed to? Who has access to your data?

The collected data will be treated confidentially and used only by the relevant staff of EUROCONTROL and external individuals under contract by EUROCONTROL:

The limited profile is shown to other participants of classroom courses if you attend a course. If you have given consent, your standard profile will be shared with other participants of classroom courses.
Reception and other training support staff have access to full and extended profile.
Course Instructors have access to the standard profile and performance and conduct data of course participants.
Training unit managers have access to the standard profile, learning history and overall financial data.
Training administrators have access to profile data for all users, as well as registration, performance and conduct associated to training they are responsible for (e.g. IANS, Learning & Development, MUAC). Additionally, training administrator have access to course completion data for EUROCONTROL employees.
EUROCONTROL Line Managers, HR Business Partners, NMO Competency Scheme administrators have access to the standard and extended profile, the learning history of their respective staff.
ELPAC administrators have access to the standard profile data, ELPAC competency scheme data and learning history.
EUROCONTROL finance department have access to full and extended profile data, learning history and registration data.
System administrators have access to all data independently of the unit/directorate or division.
Focal points have access to the standard profile of their staff.
- ATM training focal points have access to course completion and financial data for registrations done for their organisation (“corporate request”). If their staff give consent, focal points have access to their staffs’ learning history.
- ELPAC focal points have access to ELPAC competency scheme data
The Luxembourg Civil Aviation Authority (DAC) has access to the limited personal profile as well as the birthdate and Remote Pilot Information of person enrolled on the drone training. They also have access to the performance and conduct data related to these courses.

4. How long is your data kept?

Your personal data is kept as long as your account is active. If you do not use your account, it will be disabled one year after your last login and deleted 10 years after your last login for regulation and compliance purposes.

Registration data is deleted as follows:

Communications are deleted two years after they are sent;
Financial data related to registrations is deleted 10 years after course end;
Personal information related to registrations is deleted when your account is deleted. Deletion will be delayed until
- for corporate requests 10 years after course end. The organisation can choose to delete it earlier.
- for private requests 5 years after course end.
Focal point data is kept while they are representing their organisation and up to 2 years afterwards.

The Training Certificate for drone training as well as your Remote Pilot ID is stored in accordance with the regulations in force (UE nr. 2019/947): if you have obtained a remote pilot qualification and wish to retain it, your account can only be deleted 3 years after the qualification expires. If you wish to reject the privilege of your drone training qualifications and your Remote Pilot ID, please contact DAC directly.

For further details on how long is your Zoom for training data kept, please refer to the Zoom for training privacy statement.

EUROCONTROL employees account will remain active as long as they are employed by EUROCONTROL.

5. What are your rights under the EUROCONTROL Data Protection Regulation?

You have the right to access, rectify, and erase your data using self-service interfaces. (i.e. online tool functions accessible in your profile). Access and profile updates are immediate. Account deletion request are subject to a one-month cool-off period. During this period, you have the possibility to reactivate your account.

The deactivation of your account means that you will terminate all services and access rights. You have the right to request additional information about the handling of your personal data by contacting trainingzone.support@eurocontrol.int.

Portability is covered by access to a downloadable version of your personal data. Additionally, you can download all certificates as PDF.

6. How can you withdraw consent you have given to EUROCONTROL?

You may withdraw your consent in any moment by using the self-service interfaces.

You may withdraw your consent to the sharing of all or a specific part of your data. In particular:

You can limit or exclude the view of your standard profile to other classroom course participants.
You can limit the sharing of learning history with your organisation

These changes are done using the self-service interfaces available in Training Zone and are applied immediately (i.e. the existing parties will no longer be able to process your information). Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to. For help in using these interfaces, please contact trainingzone.support@eurocontrol.int.

7. What do we do to avoid misuse or unauthorised access?

EUROCONTROL is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure EUROCONTROL has put in place suitable physical, electronic and managerial procedures to safeguard and secure the information collected online.

8. What safeguards do we apply when we transfer your data to third parties?

We will not, under any circumstances, sell your personal information to any third party for marketing purposes, and you will not receive offers from other companies or organisations as a result of giving your details to us.

Where you have given consent to transfer your data to a third party, we may disclose your personal information, namely transfer your learning history to the focal point of your organisation.

We may also share your personal information where you ask us to, for example, where we make a referral to another organisation (e.g. ICAO, ANSPs etc).

9. What are the contact points for questions and complaints?

The processing of your data is managed by the Training Tool Service Manager of the EUROCONTROL Training Zone. For any queries related to your personal data, please contact: trainingzone.support@eurocontrol.int

In the event of conflict, complaints can be addressed to EUROCONTROL’s Data Protection Officer.