Collecting, processing and storing personal data in the MONICA project

During the events where MONICA solutions are implemented and tested, the project collects person-related data necessary for the purpose of the tested solution(s). This includes:

• CCTV footage
• Location data
• Images and conversations with security personnel
• Vehicle recognition
• Age, gender and job title in surveys

CCTV footage

How: Existing CCTV and/or designated MONICA surveillance cameras deployed collect general footage during the event. Live footage is converted into heatmaps which are transmitted to and displayed on a specially designed dashboard (screen) located in a dedicated control room. Only authorised staff and project partners have access.

Why: The data is used to develop the MONICA solutions for crowd and capacity monitoring to improve the security and safety of event audiences. Security staff will be able to monitor the crowd of people much more closely and detect emerging episodes at an early stage so they can intervene before things get out of control. By monitoring crowd capacity levels, the event venue can ensure that they do not have more visitors than the allowed capacity.

The footage is processed by the MONICA project and used to develop a technical solution that can analyse crowd density and capacity automatically.

Location data

How: Location data is collected through the MONICA crowd wristband if you have chosen to wear it or through a specific MONICA tracking app if you have downloaded it on to your phone. In both instances, you will have to agree to the terms of use for tracking of your location to be activated.

During the event, your live location data is transmitted to and displayed on a specially designed dashboard (screen) located in a dedicated control room. Only authorised staff and project partners have access.

Why: Audience location data is used for crowd and capacity monitoring and/or finding missing persons to improve the security and safety of event audiences. It will help security and health staff to locate missing persons and persons in need of medical attention.

Image and conversation data

How: Smartglasses worn by the security personnel receive and transmit images, audio and location. The security personnel who wear smartglasses have a badge on their uniform to advice that they wear these smartglasses. During the event, data is transmitted to and displayed on a specially designed dashboard (screen) located in a dedicated control room. Only authorised staff and project partners have access.

Why: The main purpose is to support the security personnel and police officers in carrying out their job by improving the communication between them and other relevant security, safety or health personnel and by being able to track their whereabouts. Police officers can use the smartglasses to check an Identity Document of a suspicious person by sending the image to the control centre for verification. Similarly, the control centre can send a message and a picture of a wanted person to the police. All via the smartglasses application.

Vehicle recognition

How: CCTV footage from an airship (blimp) may be used to implement vehicle recognition technology.

Why: The overall purpose is to improve the registration process and access of authorised vehicles to the event area and at the same time to be better able to prevent that unauthorised vehicles access the event area.

Age, gender and job title

How: This data will be collected in connection with the project’s evaluation surveys. Evaluation questionnaires will be distributed to and collected from selected users either on paper or online via the SurveyMonkey platform.

Why: It is important for us to collect feedback from the users who have tested the MONICA solutions. The feedback from users will be used to evaluate the project’s technical solutions and identify where there is room for improvement.

Storage of data 

All personal data is stored on secure servers controlled by the MONICA project. By way of encoded and encrypted data mechanisms, project partners have implemented security measures to ensure the security of project data and avoid unauthorised access.

Only authorised project partners have access and personal data will not be shared with third parties. However, we may be required to relay your personal data if stipulated by applicable legislation.

For how long will personal data be kept?

We will not keep any personal data longer than is necessary for the purpose it was collected, and ultimately only until the end of the project. This means that data will be erased from our systems irretrievably when it is no longer required:

• As required under our project contract with the EC, or with regard to our statutory obligations
• Only for as long as is necessary for the purpose for which it was collected, and/or processed, or longer if required under any contract, or by applicable law.

The project is obligated to make its results available to the commission and to the public in the form of project deliverables, scientific publications, communication and exploitation materials. Data collected from the project’s pilot demonstration will be used to support and document the results. This data includes personal data that has been anonymised, pseudonymised or otherwise obscured to prevent the identification of individuals. This data includes images from the demonstration events collected via CCTV cameras. These images have been collected in accordance with the rules set forth in the GDPR; CCTV signs were posted at events, only situational images were collected and all used images have been individually assessed to ensure that they do not violate data subjects’ freedoms and rights.  Project deliverables, scientific publications, communication and exploitation materials will be kept indefinitely.

Rights

We take people’s rights to their personal data seriously and if you have participated at an event with a MONICA demonstration, you have the right to:

• request details about the information we collect about you
• request us to correct inaccuracies in that information
• object to or request the restriction of processing of your information
• request access to your information
• request erasure of your information
• object to or request the restriction of the portability of your information
• lodge a complaint with the Ethical Manager

You can exercise these rights and request access by contacting the Ethical Manager.

Overview of MONICA event demonstrations collecting person-related data

2019