PRIVACY STATEMENT ON THE PROTECTION OF YOUR PERSONAL DATA
European Forum of Official Gazettes
Table of Contents
- 1. General information
- 2. Purpose and description of the processing
- 3. Data subjects and data categories
- 4. Retention period
- 5. Recipients
- 6. International data transfers
- 7. Information to data subjects on their rights
- 8. Security measures
1. General information
Data protection record
Record reference
Title of the processing operation
European Forum of Official Gazettes
Language of the record
English
Corporate record
No
Data Protection Officer
Contact details
Controller
Responsible organisational entity
Publications Office (OP)
Contact Details
OP-DATA-PROTECTION-COORDINATOR@publications.europa.eu
Joint controllership
Joint controllership is involved
N/A
Processors
Processors are involved in the processing
N/A
2. Purpose and description of the processing
The European Forum of Official Gazettes (Forum européen des Journaux Officiels et Gazettes) is a working group that unites directors and senior staff members in charge of official gazettes of EU Member States, EFTA countries, EU candidate countries and EU potential candidate countries (the 'participating countries'). The Publications Office (OP) holds the secretariat for the Forum..
Members of the Forum provide the OP with the names of their staff members who are direct interlocutors for the purposes of this Forum.
The Forum maintains a web page under
https://op.europa.eu/en/web/forum_official_gazettes/, which contains a public part and a members' area.
It also organises an annual event, which is hosted in one of the participating countries. A brochure including a list of staff members from the participating countries is published at this occasion.
Processing for further purposes
N/A
Modes of processing
- Manual processing
- b. Excel shee
Description/additional information regarding the modes of processing
Storage medium
The medium of storage (one or more)
- Paper
- Electronic
Comments
Comments/additional information on the data processing
3. Data subjects and data categories
Data subject(s) are
- Internal to the organisation
- internal to the organisation
Senior officials/staff of the official journals/gazettes of the participating countries, experts and academics.
Description of the categories of data that will be processed
The processing operation concerns any 'special categories of data' which fall(s) under Article 10(1), which shall be prohibited unless any of the reasons under Article 10(2) applies
N/A
Description/additional information regarding special categories of personal data
-
Data related to ‘criminal convictions and offences’
The data being processed contains sensitive data which fall(s) under Article 11 'criminal convictions and offences'
N/A
Comments
Comments/additional information on data subjects and data categories
4. Retention period
The administrative time limit(s) for keeping the personal data per data category
1. Data category
As long as the data is relevant of the data subjects in their fulfilment of official duties
-
-
Data backup in Excel
The Excel file (only available to the secretariat) is revised after 5 years: contact details are deleted, but name and organisation are kept for historical purposes.
-
-
Photos and video/audio recordings from the yearly event
5 years
-
-
Comments/additional information on the data retention periods
The website is updated at any time when a participating country informs the secretariat of a change of contact person. The personal information of these persons is listed as part of the fulfilment of their official duties.
5. Recipients
The origin of the data recipients
- Within the EU organisation
- Outside the EU organisation
Staff of the publishing houses of the official journals/gazettes of the participating countries
Categories of the data recipients
The categories (one or more) of the data recipients
- Public authority
Publications Office of the European Union and publishing houses of the official journals/gazettes of the participating countries
Who has access to which parts of the data
Website and "Who is who" brochure: public Password-protected members' area: only full members of the Forum Excel backup: only the secretariat
Comments
Comments/additional information on data recipients
-
6. International data transfers
Transfer outside of the EU or EEA
Data is transferred to countries outside the EU or EEA
N/A
Transfer to internationalorganisation(s)
Data is transferred to international organisation(s)
N/A
Comments
Comments/additional information on international data transfers
The published data is available publicly (world-wide) on https://op.europa.eu/en/web/forum_official_gazettes/
When the annual event is organised, the secretariat (OP) sends the invitation on behalf of the organising participating country, with all recipients (potential participants) in BCC. The recipients register themselves at the participating country which hosts the event.
7. Information to data subjects on their rights
The processing should respect the following rights of data subjects
- Article 17 - Right of access by the data subject
- Article 18 - Right to rectification
- Article 19 - Right to erasure (right to be forgotten)
- Article 20 - Right to restriction of processing
- Article 21 - Notification obligation regarding rectification or erasure of personal data or restriction of processing
- Article 22 - Right to data portability
- Article 23 - Right to object
- Article 24 - Rights related to Automated individual decision making, including profiling
Yes
Publication of the privacy statement
- Other form of publication:
The privacy statement is also printed in the last page of the "Who is who" brochure of the European Forum of Official Gazettes
Guidance for Data subjects which explains how and where to consult the privacy statement is available and will be provided at the beginning of the processing operation
Yes
An explanation of the guidance on how and where to consult the privacy statement
Data subjects can directly write to the secretariat of the Forum under
forum-official-gazettes@publications.europa.eu.
The privacy statement(s)
Comments
Comments/additional information on information to data subjects on their rights
Once a participating country informs the Publications Office of a new member joining the Form, the secretariat sends a message to the data subjects informing her/him that their personal data will be displayed in the Forum website and published in the "Who is who" brochure.
The privacy statement is available in the "Legal notices" section of the Forum website. The same text is reprinted in the same form in the "Who is who" brochure.
When organising the annual event, the participating country engages to include the following paragraph:
"Photos and videos that recognisably show living persons represent a processing of personal data and are therefore protected in the framework of the applicable data protection rules.
Photos and video/audio recordings of participants of the annual event may be taken during the event on behalf of the Forum of Official Gazettes ('the Forum') by a authorised staff members. Some of the pictures/video recordings may be published afterwards in the password-protected members' area of the Forum website.
If you do not wish your photo/video to be taken during the event, please send a message to forum-official-gazettes@publications.europa.eu, so that the photographers will take this into consideration.
If after the event you wish that certain photos/videos are removed from the Forum website, or to be yourself removed from within a photo or video, please send a message to forum-official-gazettes@publications.europa.eu.
If you take photos or videos yourself, you have to respect the privacy and dignity of the people who you will take photos of, and you assume full responsibility for this action. It is not allowed to publish pictures taken at the event on social media without explicit prior authorisation by the Forum secretariat and by the participating country hosting the annual event. The secretariat of the Forum of Official Gazettes shall not be held accountable for any processing of personal data that you might carry out on your own initiative during or after the event.
You can find detailed information in the full Privacy statement available here." [Link TBD]
8. Security measures
Short summary of overall Technical and Organisational measures implemented to ensure Information Security:
The internal processing is only carried out on servers of the Publications Office. The IT systems of the Publications Office are managed by DIGIT.
Record reference : DPR-EC-00493