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This privacy policy explains how Hotmaps projects, through the organisation Energy Cities (Association Loi de 1901, 2 chemin de Palente, F-25000 Besançon) (« we », « us ») may collect, store and process your personal data, for which purpose, and what are your data protection rights


How we collect your personal data

We collect your personal data when you register to Hotmaps events and any other activity we organised;

We may collect your personal data when you collaborate with us on some European projects;

We may collect your personal data from public sources online in the public domain, whenever your professional activity is directly linked to Hotmaps’ activities and working thematic (i.e. DHC; fostering the local energy transition in Europe, informing EU local authorities and their partners on EU and national policies on energy and climate).


What kind of personal data we collect, store and process

The personal data we may collect, store and process are: your name and surname, your gender, your email address, your phone number, your job position and organisation, and your professional postal address.


What do we use and process your personal data for?

– When you register online to our events, the data you provide on our registration forms are used by us to manage your registration and to enable us to communicate with you for the purpose of the event. Your name and surname, job position, organisation and country will be included in the list of participants that is distributed during the event. We do not add your phone number or email address in the list of participants of our events;

– We may send you our publications using the postal address of your organisation;

– If you submitted a request to receive Hotmaps’ updates, you agree to be notified by e-mail each time a new item is created in the Hotmaps’ library.
You can unsubscribe any moment by clicking the link at the bottom of each e-mail, or by sending an email to our Data Protection Officer Nathalie Moroge at dpo@energy-cities.eu


Under no circumstances do we share your personal data with third organisation, except if a competent authority demands it or if we have your express permission.


Where and how long will we store your data

Your personal data will be kept with us until you notify us that you would like your information to be erased.

Your data are stored on a server of our sub-contractor FCnet (6, rue Gérard Mantion, F-25000 Besançon). This company is based in France and stores its data in France. Your personal information will not be stored out of the European economic area, even in a cloud.


What are your data protection rights?

You have the right to obtain from us confirmation of whether or not personal data concerning you are being processed by us, and access to them.

You have the right to obtain the rectification of inaccurate personal data and to have incomplete personal data completed.

You have the right to obtain the erasure of your personal data from Hotmaps project records.

You have the right to object or obtain restriction of processing.

You have the right to receive your personal data in a structured, commonly used and machine-readable format and have the right to transmit those data to another controller.

You can exercise your rights by contacting our Data Protection Officer Nathalie Moroge at dpo@energy-cities.eu. We will answer within a maximum delay of 8 days.


Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page.



If you consider we have not complied with data protection regulation, please inform us via dpo@energy-cities.eu. You have also the right to make a complaint via the French supervisory authority, see https://www.cnil.fr


How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you, by sending an email to dpo@energy-cities.euor calling us +33 (0)3 81 65 36 80


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