Data privacy
EU-MIDCAP, as part of ICMPD, is committed to compliance with Regulation (EU) 2016/679 on the protection of individuals with regard to the processing of personal data. All staff and contractors are thus required to comply with the following data protection principles.
Data protection principles
Personal data shall be collected for specific, explicit and legitimate business purposes only based on considerations of organisational need and the needs and interests of the data subject. Only data relevant for the specific purpose and for which active consent was obtained may be collected and processed.
- All personal data shall be processed in a fair and transparent manner.
- All personal data shall be accurate and be kept up to date. When found to be inaccurate it shall be corrected as soon as possible.
- Personal data shall only be used for the specified purpose for which active consent was obtained.
- Personal data which is no longer used for the specified purpose or is known to be inaccurate shall be deleted/destructed or, where deletion is not feasible, access must be restricted so that no one apart from those responsible for technical maintenance of the space it is saved in has access.
- While business contacts are available to all staff and made available to implementing partners, beneficiaries and contractors as required, access to private and sensitive data is restricted to persons who need access for carrying out their respective function for as long as they carry out this function based on a secure authentication mechanism including strong passwords.
- Processing activities of personal data owned by ICMPD may only be performed by external parties based on the conclusion of a binding written contract that sets out the purpose and duration of the processing and ensures that the processor meets technical and organisational requirements to ensure the effective protection of the rights of the concerned data subjects.
Contacts
Users may update their personal information or request information or deletion at any time in the respective forms or by writing to
EU-MIDCAP, as part of ICMPD, follows ICMPD’s privacy policy requirements. For any general enquiries about the ICMPD privacy policy or data held by ICMPD you may write to
Experts in the Expert Action Roster- Special Terms and Conditions for Personal Data
Users will provide personal data for purposes of registration and as Expert in the EU-MIDCAP Expert and Action Roster (EAR) Database and to receive email communications from EU-MIDCAP.
Users are responsible for the accuracy and completeness of their personal data, including contact details provided to EU-MIDCAP.
The use of personal data in the Database is not intended to limit the rights of the personal data owners to access, rectify and delete their personal data in accordance with Regulation (EU) 2016/679.
1. Processing of Personal Data
1.1. Scope and Purpose of Processing
This data privacy policy applies to the EU MIDCAP Experts and Action Roster. ICMPD processes personal data submitted by experts who apply for or are included in the roster.
Processing serves the following purposes:
- Registration and administration of expert profiles within the roster.
- Assessment of qualifications, experience, and suitability for EU MIDCAP actions.
- Identification and contact of experts for potential assignments or deployments.
- Contractual, administrative, and financial follow up linked to expert engagement, where applicable.
Processing relates exclusively to the management and operation of the EU MIDCAP Experts and Action Roster and associated activities under the EU MIDCAP programme.
1.2. Categories of Personal Data
For the purposes of the EU MIDCAP Experts and Action Roster, ICMPD processes the following categories of personal data submitted by experts:
- Identification and contact details.
- Professional profile information, including CV data, education, and work experience.
- Areas of expertise, thematic specialisation, and geographic focus.
- Language skills and availability information.
- Supporting documents provided during registration or profile updates.
1.3. General Principles and Responsibilities
Users’ personal data are collected and further processed only to the extent necessary for registration and use of the Database. The database is administered and operated by ICMPD under the responsibility of the controller, the European Commission.
The European Commission and the ICMPD contractor process personal data in accordance with Regulation (EU) 2016/679 and applicable EU data protection rules. ICMPD applies data protection standards aligned with the EU data protection framework, as reflected in its internal policies and contractual arrangements.
2. Access to Personal Data and Purpose
Access to personal data of users recorded in the database is restricted to authorised EU MIDCAP consortium members and the European Commission, for purposes linked to the management and use of the EU MIDCAP Experts and Action Roster.
All registered users have access to their own personal data recorded in the database and may update their profile as needed.
The database is hosted on servers operated by an ICMPD contractor acting under contractual instructions. The name of the contractor is made available to users upon request. The data centre is located in Budapest, Hungary.
3. Protection and safeguard of personal data
Access to personal data is provided only based on due authentication through user ID and password.
ICMPD and its contractors use technical infrastructure protected against unauthorised access and malware as well as transfer systems consistent with industry standards.
4. Retention of personal data
All personal data received and stored shall be erased upon request. Otherwise, Experts´ personal data shall remain visible in the Database only to authorised personnel. The inactive Experts´ profiles over the period of 1 year will be deleted.