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Legal notices - EU Vocabularies Contribution, VocBench and Wikis

PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation: EU Vocabularies –Contribution, VocBench and Wikis

Data Controller: Publications Office of the European Union (OP) OP.A.1 – ‘Data and Format Standardisation Services’ unit

Record reference: DPR-EC-00408

Table of Contents

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 the processing operation ‘EU Vocabularies — Contribution, VocBench, ShowVoc and Wikis’ undertaken by unit A.1, ‘Data and Format Standardisation Services’ 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 A.1, ‘Data and Format Standardisation Services’ of the Publications Office collects and uses your personal information to manage your contributions and provide you with feedback, and to provide you with an access to VocBench and wikis.

For EU Vocabularies: Your suggestions or corrections received via the "Contribute" functionality are used to improve the service and are made available online. Your personal data is also needed to provide you with a feedback, and to make sure that your contribution is not sent by robots. We also give you the possibility for contacting the team and raising your questions.

We organize meetings (held on Webex) in which updates to the contents of the Wikis and the EU Vocabularies are discussed. These meetings may be recorded. The list of participants, the meeting conclusions and the video recordings may be published in the EU Vocabularies and/or in the Wikis and / or in CircaBC.

For Wikis and VocBench: You are registered following the reception of your registration requests.

We may process the personal data of registered VocBench users for the purpose of organising physical, online or hybrid events during which the applications of the VocBench suite (including VocBench and ShowVoc) will be presented. In the context of these events we will process the personal data of registered participants. These events may be recorded. Participants of these events will have the opportunity of sharing their presentation materials (e.g. slide decks), which may contain their name or email address.

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

Following Article 5(1) of Regulation (EU) 2018/1725, we process your personal data, because:

and

  • 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;
  • processing is necessary for compliance with a legal obligation to which the controller is subject;
  • you, as the data subject,have given consent to the processing of your personal data for one or more specific purposes.

Additional legal bases:

  • 2013/37/EU: Directive of the European Parliament and of the Council of 26 June 2013 amending Directive 2003/98/EC on the re-use of public sector information
  • 2011/833/EU: Commission Decision of 12 December 2011 on the reuse of Commission documents
  • 2002/22/EC: Directive of the European Parliament and of the Council of 7 March 2002 on universal service and users' rights relating to electronic communications networks and services (Universal Service Directive).
  • Regulation (EC) No 1049/2001 of the European Parliament and of the Council of 30 May 2001 regarding public access to European Parliament, Council and Commission documents (Art.12 and 13).
  • 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, esp. Art. 3(1)(e)+(g) and Art. 5(a), (b), (f), (i), (k), (l), (m), (q)

Executed in the transparency interest and to assist the public in the reuse of datasets of the EU. This processing is necessary for the good functioning of the administration to provide information and transparency of the Wiki.

4. Which personal data do we collect and further process?

In order to carry out this processing operation Unit A.1, the ‘Data and Format Standardisation Services’ unit of the Publications Office collects the following categories of personal data, partially by your contribution:

  • For EU Vocabularies: Mandatory: Username, name, first name, email address, password (not displayed)
    Optional: Photo or avatar picture, institution/company
  • For events:: Mandatory: name, email address and affiliation
    Optional: video/audio of participants
  • For Wikis:  Mandatory: EU Login, name, first name
    Optional: video/audio of participants
  • For VocBench: Mandatory: Email, password (not displayed), name, first name, at least one working language.
    Optional: Gender, country, phone number, personal URL, avatar URL, birthday, address, affiliation, user IRI (the corresponding fields will be deleted for the next release).
  • For ShowVoc (registration): Mandatory: name, first name and email address
    Optional: any other data that the individual requesting registration may add.

5. How long do we keep your personal data?

Unit A.1, ‘Data and Format Standardisation Services’ of the Publications Office only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for 2 years.

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 either 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 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.

For the EU Vocabularies Websites, your contribution data are public and, therefore, available on the world wide web to the citizens. Please note that your personal details are not displayed.

For the Wikis and VocBench, your data are visible only to EU registered users having access to the defined wikis and to relevant projects in VocBench for which the history and validation features have been activated.

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).

You have consented to provide your personal data to unit A.1, ‘Data and Format Standardisation Services’ of the Publications Office 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

  • 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, the head of unit A.1 ‘Data and Format Standardisation Services’ of the Publications Office: OP-EU-VOCABULARIES@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-00408 

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