PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation: Public Consultations/Surveys/Questionnaires/Quiz referred as Consultation(s) using SurveyGizmo tools

Data Controller: Publications Office of the European Union, unit D.1, "Stakeholder Relations"

Record reference: DPR-EC-00488

Table of Contents

  1. Introduction
  2. Why and how do we process your personal data?
  3. On what legal ground(s) do we process your personal data?
  4. Which personal data do we collect and further process?
  5. How long do we keep your personal data?
  6. How do we protect and safeguard your personal data?
  7. Who has access to your personal data and to whom is it disclosed?
  8. What are your rights and how can you exercise them?
  9. Contact information
  10. Where to find more detailed information?

1. Introduction

The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (repealing Regulation (EC) No 45/2001).

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 and the European Data Protection Supervisor.

The information in relation to processing operation Public Consultations/Surveys/Questionnaires/Quiz referred as Consultation(s) using SurveyGizmo tools undertaken by unit D.1, "Stakeholder Relations" of the Publications Office of the European Union is presented below.

2. Why do we collect, store and process your data?

Purpose of the processing operation: Unit D.1, "Stakeholder Relations" of the Publications Office collects and uses your personal information to carry out consultations of stakeholders and/or the public on behalf of EU Institutions, agencies and other bodies concerning publication and distribution activities.

The processing involves using personal data for the purpose of gathering feedback on one or more publications or related services; establishing the level of interest in one or more publications or subscriptions; and/or creating a mailing list for one or more publications or subscriptions.

Your personal data will not be used for an automated decision-making including profiling.

3. On what legal ground(s) do we process your personal data

We process your personal data, because:

- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body;

and

- you as the data subject have given consent to the processing of your personal data for one or more specific purposes.

Legal basis for the processing: mandate of the Publications Office, Decision 2009/496/EC, Euratom of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee and the Committee of the Regions of 26 June 2009 on the organisation and operation of the Publications Office of the European Union.

4. Which personal data do we collect and further process

In order to carry out this processing operation unit D.1, "Stakeholder Relations" of the Publications Office collects the following categories of personal data, which is necessary for the participation in the consultation:

First Name, Family Name, Organisation, Department/Service, Organisation's geographic area of activity, Street and number, Country, Postal Code, City, Phone, E-Mail Address, Data subject's categories they represent, Language, Age Group and Contribution.

Depending on the type of consultation, the above-mentioned personal data can be mandatory or optional.

5. How long do we keep your personal data?

Unit D.1, "Stakeholder Relations" of the Publications Office only keeps your personal data for the time necessary to fulfil the purpose of the consultation and its follow-up actions. All personal data are deleted from the databases 1 year after the last action in relation to the consultation by default.

6. How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored either on the servers of the European Commission or of SurveyGizmo. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the General Data Protection Regulation (‘GDPR’ Regulation (EU) 2016/679).

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

7. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Publications Office staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

SurveyGizmo maintains a data centre in the U.S. and a data centre in the EU. The Publications Office processes surveys via the EU server based in Germany. Some legacy data is still hosted on the servers of SurveyGizmo U.S. While the Publications Office will thus not actively transfer your personal data to the U.S., your data in relation to previous surveys may still be hosted on U.S. servers.

SurveyGizmo has been registered with the EU-U.S. Privacy Shield, which means that this company is considered as offering adequate protection for your personal data. For more information, see the SurveyGizmo privacy policy: https://www.surveygizmo.com/privacy/.

The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.

8. What are your rights and how can you exercise them?

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability.

You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.

9. Contact information

  • The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller, unit D.1, "Stakeholder Relations" of the Publications Office, OP-D1-SECRETARIAT@publications.europa.eu.

  • The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

  • The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (edps@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.

10. Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.

This specific processing operation will be included in the DPO’s public register with the following Record reference: DPR-EC-00488.