PROTECTION OF YOUR PERSONAL DATA

Processing operation: Public consultations using EUSurvey

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

Record reference: DPR-EC-00488

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.

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 the processing operation ‘Public consultations using EUSurvey’, undertaken by unit D.1, "Stakeholder Relations and Outreach" 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 and Outreach" of the EU Publications Office collects and uses your personal data to carry out consultations of stakeholders and/or the public on behalf of EU institutions, bodies, offices and agencies concerning publication, distribution and other activities. within the mandate of the EU Publications Office (‘consultations’).

The processing involves using personal data for the purpose of measuring user satisfaction and/or gathering feedback regarding services and products of the EU Publications Office, including establishing interest in publications, subscriptions; and/or confirming participation in the events organised by the EU Publications Office (’feedback surveys’) and/or creating a mailing or distribution list for one or more publications or subscriptions (‘print-run surveys’).

Participation in such consultations is on a voluntary basis. Persons concerned introduce their data in online forms and surveys through EUSurvey.

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

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

E-mail address; first name and surname; organisation; department/service; organisation's geographic area of activity; postal address; phone number; data subject categories, namely language and age group.

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 and Outreach" of the EU 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?

The EU Publications Office processes consultations via EUSurvey. The data are stored on the EUSurvey servers.

Data are extracted from EUSurvey servers by the EU Publications Office. Processing of this data is internal, done by authorised officials of the EU Publications Office or the EU service requesting the survey, within dedicated internal folders on the European Commission’s SharePoint, on a secure server 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.

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).).

To protect your personal data, the Commission has put in place several technical and organisational measures. 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 authorised EU Publications Office staff responsible for carrying out this processing operation and to authorised staff in other EU institutions, bodies, offices and agencies on whose behalf the consultation is done, 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 in accordance with Regulation (EU) 2018/1725.

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 and Outreach" of the EU Publications Office, at
OP-DATA-PROTECTION-COORDINATOR@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 .