Publication of photos and videos by the Publications Office on the intranets of the EU institutions
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Publication of photos and videos by the Publications Office on the intranets of the EU institutions
Data Controller: Publications Office of the European Union, unit D.1, Stakeholder Relations
Record reference: DPR-EC-00490
Table of Contents
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 23October 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 “Publication of photos and videos on the intranet of the Publications Office” undertaken by unit D.1 "Stakeholder Relations" of the Publications Office of the European Union is presented below.
2. Why and how do we process your personal data?
Purpose of the processing operation: Unit D.1 ‘Stakeholder Relations’ of the Publications Office collects and uses your personal information for internal communication purposes in the context of the activities listed under heading 4 below. The processing consists of the collection of photos and/or videos taken during these occasions or in the context of these communication activities and their publication on the intranet of the Publications Office. In some cases these communication activities may also be published in linked intranets, and therefore your personal data may also be visible on the European Commission’s wider intranet and/or Luxweb, the interinstitutional intranet for Luxembourg. 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 - when you as the data subject have given consent to the processing of your personal data for one or more specific purposes. This is done on the basis of the 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 photos and/or videos of you when promoting the activities of the Publications Office or the European Commission or in the context of internal staff events such as celebrations, meetings and staff trainings or presentations.
5. How long do we keep your personal data?
Unit D.1 ‘Stakeholder Relations’ of the Publications Office may keep your personal data for archiving purposes in the public interest or for historical research purposes, and subject to appropriate safeguards in accordance with article 13 of Regulation (EU) 2018/1725.
6. How do we protect and safeguard your personal data?
All personal data in electronic format (photos and/or videos) 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 Internal Communication team of the Publications Office and 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.
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). In the case of events, you will be informed prior to the event of this privacy statement. Unless you notify us before the event that you object to photos/videos being taken of you, we assume that you consent to your pictures being taken by attending the event. In the case of interviews and other features, you must give your written explicit consent (typically via email or some other method such as Teams) to the publication of your personal data. You can consult the photos/videos that were taken after events, interviews and features and then subsequently request that they are removed or that your image is removed from within a photo/video.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 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.
This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-00490.