Requests for copyright permission



Table of Contents


1.  Introduction

The European Union is committed to user privacy. The policy 'on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data' is based on Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000.


2.  Why do we collect, store and process your data?

Your data are collected and processed in order to enable the Publications Office to deal with your request for copyright permission by written communication or conclusion of licence agreements, as well as to further follow-up, if necessary.

Personal data collected and stored in an Excel file are processed according to the conditions set out in the above-mentioned Regulation.

Your data will not be used for any purposes other than the performance of the activities specified above.

The collection and processing of personal data are in accordance with the mandate given to the Publications Office under Article 7 of Commission Decision of 12 December 2011 'on the re-use of Commission information' (2011/833/EU).


3.  On what legal ground(s) do we process your personal data

The controller responsible for processing your data is the Head of the Publications Office's Calls for Tender, Contracts and Copyright Unit (e-mail:


4.  What personal data do we collect?

Surname, first name, title/position, telephone/fax, full postal address, email address.


5.  To whom are your data disclosed?

The collected personal data are treated confidentially, and are used only by the Publications Office's Copyright and Legal Issues Section, as well as by the staff dealing with relevant issues (e.g. auditors, controllers).

No personal data are transferred to parties other than the recipients, or the parties specifically mentioned in the legal framework concerned, without prejudice to a possible disclosure by transmission to the bodies in charge of a monitoring, inspection or regulatory task in accordance with the Community legislation, e.g. the European Anti-Fraud Office (OLAF), or to the administrative investigation team.

The Publications Office will not transfer personal data to third parties for purposes of direct marketing.


6.  How long are your data kept?

Personal data are kept until expiry of the term of copyright (i.e. 70 years).


7.  How can your have access to your data, verify their accuracy or rectify them?

You have the right to obtain from the controller copy of your personal data in order to check the accuracy of the data held, and/or to obtain rectification or update of these data if necessary.

You may also ask for deletion of your data if you are not the beneficiary of the copyright permission or licence.

For the protection of your privacy and security, the Publications Office shall take every reasonable step to ensure that your identity is verified before granting access, or rectification, or deletion.


8.  What we do to avoid misuse or unauthorised access?

The Publications Office has set up, and regularly reviews and updates, appropriate physical, electronic, and managerial procedures to safeguard your data against unauthorised access, to maintain data security, and to lawfully use the information collected for the processing of copyright permission requests.

Staff of the Publications Office having access to information concerning an identified or identifiable person are required to protect the data in a manner that is consistent with the rules set out in this privacy statement by, for example, not using the data for any purposes other than the tasks carried out in the exercise of their respective competences.


9.  Whom can you contact if you have questions or complaints?

Should you wish to obtain access to your personal data, or rectification or deletion thereof, please contact:


Questions or complaints in case of conflict may be addressed to the European Commission's Data Protection Officer or the European Data Protection Supervisor.