Privacy Statement 12042021
PROTECTION OF YOUR PERSONAL DATA
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: European Forum of Official Gazettes
Data Controller: Publications Office unit D.4, "Interinstitutional Relations, Innovation, Programming and Compliance"
Record reference: DPR-EC-00421
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 European Forum of Official Gazettes undertaken by unit D.4, "Interinstitutional Relations, Innovation, Programming and Compliance" 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.4, "Interinstitutional Relations, Innovation, Programming and Compliance" of the Publications Office collects and uses your personal information to maintain the list of members of the European Forum of Official Gazettes. For staff from the official gazettes of the EU Member States, EFTA countries, EU candidate countries and EU potential candidate countires, this personal information is available in the public part of the Forum's website https://publications.europa.eu/en/web/forum_official_gazettes/ and also published in the annual brochure "Who is who" of the European Forum of Official Gazettes.
The website https://publications.europa.eu/en/web/forum_official_gazettes/ also contains a password-protected members' area, where photos and/or video/audio recordings of the annual event are published.
Unit D.4, "Interinstitutional Relations, Innovation, Programming and Compliance" of the Publications Office provides the secretariat for the European Forum of Official Gazettes and maintains an Excel list of Forum members and contacts, including national experts, academics and participants from other observing countries. It also assists participating countries in organising events, including the annual event and meetings of thematic or regional sub-groups, and publishes the "Who is who" brochure.
Information on the annual event is shared on social media (e.g. Facebook, Twitter, Instagram and LinkedIn), including names of participants and photos of the event.
The Forum may conduct surveys among its members and observers.
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
- processing is necessary for the performance of a contract to which you are party.
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, in particular its recital 4 and Art. 3(2)(d).
4. Which personal data do we collect and further process?
In order to carry out this processing operation the secretariat of the Forum, provided by unit D.4, "Interinstitutional Relations, Innovation, Programming and Compliance" of the Publications Office, collects the following categories of personal data:
Public section of the website, and "Who is who" brochure: title (Mr/Ms) name, first name, position, organisation, email address, address of the organisation, function, and telephone number of senior officials/staff members of the official journals/gazettes of EU Member States, EFTA countries, EU candidate and potential candidate countries. Additionally: photo of the (rotating) president and secretary.
Password-protected members' area, additionally: photos and possibly video/audio recordings from the annual event and from thematic or regional sub-groups .
Excel file (only available to the secretariat): Name, first name, organisation, email address, address of the organisation, function , and telephone number. This can include the data of all participants from all participating countries, including experts and academics.
The provision of personal data is mandatory to participate in the Forum.
5. How long do we keep your personal data?
The secretariat of the Forum, provided by unit D.4, "Interinstitutional Relations, Innovation, Programming and Compliance" of the Publications Office, only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for maintaining the list of active members of the European Forum of Official Gazettes. Once your membership ends, your data will no longer appear in these media.
Photos and video/audio recordings from the yearly event and from thematic or regional sub-groups are made available in the password-protected part of the website and archived for historical purposes in the public interest.
Social media posts in the context of the annual event (e.g. Facebook, Twitter, Instagram and LinkedIn): names of participants and photos of the event.
The secretariat of the Forum also maintains a non-public Excel list of contacts. This list is updated whenever a member joins or leaves. Five years after a member leaves, the secretariat removes the contact details from the Excel file but retains the name and organisation 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.
The Forum maintains most information in the password-protected part of the website.
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.
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 have your personal data included in the list of members of the European Forum of Official Gazettes you have consented that the secretariat of the Forum, provided by unit D.4, "Interinstitutional Relations, Innovation, Programming and Compliance" 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
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.4, "Interinstitutional Relations, Innovation, Programming and Compliance" 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-00421.
