Privacy statement on the protection of your personal data

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

DPR-EC-00421.1

Title of the processing operation

European Forum of Official Gazettes

Language of the record

English

Corporate record

No

Data Protection Officer

Contact details

EC-DPO-INTERNAL@ec.europa.eu

Controller

Responsible organisational entity

Publications Office

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

Purpose

Description of the purpose 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://publications.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

The purpose(s) for further processing

N/A

Modes of processing

The mode of processing

  • Manual processing
  • Excel sheet

Description/additional information regarding the modes of processing

N/A

Storage medium

The medium of storage (one or more)

  • Paper
  • Electronic

Description/additional information regarding the storage medium

While the Excel list of contacts remains only accessible to authorised staff, the Forum publishes the yearly brochure "Who is Who" of the European Forum of Official Gazettes (ISSN 1831-9912).

Comments

Comments/additional information on the data processing

N/A

3. Data subjects and data categories

Data subjects’ categories

Data subject(s) are

  • Internal to the organisation

A description of the data subjects (internal to the organisation)

Senior officials of the Publications Office of the European Union and other EU institutions/bodies

  • internal to the organisation

A description of the data subjects (external to the organisation)

Senior officials/staff of the official journals/gazettes of the participating countries, experts and academics.

Data categories/fields

Description of the categories of data that will be processed

Public section: website and "Who is who" brochure: Name, first name, physical office address, email address, telephone number. Additionally: photo of the (rotating) president and secretary.

Password-protected members' area, additionally: photos and possibly video/audio recordings from the annual event.

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

N/A

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

Data categories and their individual retention periods

The administrative time limit(s) for keeping the personal data per data category

1. Data category

Name, first name, email address, telephone number

Retention period

As long as the data is relevant of the data subjects in their fulfilment of official duties

Start date description

N/A

End date description

N/A

2. Data category

Data backup in Excel

Retention period

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.

Start date description

N/A

End date description

N/A

3. Data category

Photos and video/audio recordings from the yearly event

Retention period

5 years

Start date description

N/A

End date description

N/A

Comments

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

Origin of the recipients of the data

The origin of the data recipients

  • Within the EU organisation

A description of the indicated recipients of the data

EU staff

  • Outside the EU organisation

A description of the indicated recipients of the data

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

Description of the indicated category(ies) of data recipients

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

N/A

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://publications.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

Privacy statement

Rights of the data subjects

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

The data subjects are informed about their rights and how to exercise them in the form of a privacy statement attached to this record

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)

DPR-EC-00421_privacy_statement_20190308.docx

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.'

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