PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about
the processing and the protection of your personal data.
Processing operation: Audiovisual Services provided by the Publications Office
Data Controller: Publications Office unit B2, "Multimedia and Publications"
Record reference: DPR-EC-13869
Table of Contents
- Introduction
- Why and how do we process your personal data?
- On what legal ground(s) do we process your personal data?
- Which personal data do we collect and further process?
- How long do we keep your personal data?
- How do we protect and safeguard your personal data?
- Who has access to your personal data and to whom is it disclosed?
- What are your rights and how can you exercise them?
- Contact information
- 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 "Audiovisual Services provided by the Publications Office" undertaken by unit B2, "Multimedia and Publications" of the Publications Office of the European Union is presented below.
2. Why and how do we process your personnal data?
Purpose of the processing operation: Unit B2, "Multimedia and Publications" of the Publications Office collects and uses your personal information to facilitate the operation, maintenance and management of the audiovisual services provided by the Publications Office.
Your personal data will be collected if you participate in an audivisual production undertaken by the Publications Office or on its behalf, to record your consent to the use of your image and/or voice in such a production. The collection of your personal data is carried out via a model release form.
The personal data recorded covers professional actors/voice actors as well as citizens recorded/filmed in the course of interviews. It may include minors and (mentally) handicapped persons.
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;
- if a release form is signed between you as an actor/voice actor and the contractor producing the audiovisual material, the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract
and
you as the data subject (or in the case of minors, you and the legal guardians) have given consent to the processing of your personal data for one or more specific purposes.
Additional legal base 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:
- Personal data recorded as audiovisual content: audio, visual and/or audiovisual recordings of you
- Identification data: name, surname, signature, location details (country or city of residence)
The provision of this personal data is mandatory for participating in any audiovisual project.
As visual and audiovisual content reveals racial or ethnic origin, the processing involves these special categories of personal data. In addition, in certain circumstances (audiovisual content on medical topics) data concerning health may be captured. We process this personal data only when we have obtained your explicit consent in the standard EC consent form.
The processing may also involve data concerning vulnerable data subjects (i.e. minors, and/or disabled persons):
- Photo, video and audio recordings of disabled persons appearing in the audiovisual media;
- Photo, video and audio recordings of minors appearing in the audiovisual media
- Photo, video and audio recordings of refugees from non-European countries
We process the personal data of minors and/or mentally disabled persons only if we have obtained prior consent from a formal representative or a legal guardian via the standard EC consent form for audio and video recording, web streaming during meetings, events and conferences. The processing is then lawful within the meaning of Article 10.2 (a) of the Regulation (EU) 2018/1725.
5. How long do we keep your personal data?
Unit B2, "Multimedia and Publications" of the Publications Office keeps your personal data for the time necessary to fulfil the purpose of collection or further processing.
Personal data contained in the audiovisual production itself may be permanently preserved for historical purposes.
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 on the servers of the European Commission. 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.
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 Commission 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.
In addition, the following contractors will process your personal data:
- cine plus Mediaservice GmbH & Co.KG, Berlin, Germany
- European Service network SA (Consortium), Brussels, Belgium
- Markenfilm Crossing, Hamburg, Germany
- Actimage S.A., Luxembourg, Luxembourg
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 have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a).
By agreeing to provide your data you have consented that unit B2, "Multimedia and Publications" of the Publications Office uses your personal data for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.
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 B2, "Multimedia and Publications" of the Publications Office, info@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 has been included in the DPO’s public register with the following Record reference: DPR-EC-13869