Protection of your personal data

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 "Management of the EC's Audiovisual Services' clients" undertaken by DG Communication, Directorate A, Unit A4 is presented below.

Why and how do we process your personal data?

Purpose of the processing operation: Unit A4, Directorate A, DG Communication of the European Commission collects and uses your personal information for the following purposes:

To enable the Audiovisual Service to produce anonymous statistics on downloads of material from the Audiovisual Portal. These statistics will produce aggregated figures for number of downloads of online media without any personal identification.
To dispatch every Monday a newsletter informing registered recipients of the new entries on the Audiovisual Portal, using the provided e-mail address

Your personal data will not be used for an automated decision-making including profiling.

Your personal data will not be distributed outside the DG COMM AV Services.

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;
the data subject has given consent to the processing of his or her personal data for one or more specific purposes;

The processing in accordance with Article 5(1)a takes place on the following basis: Task resulting from the Commission’s prerogatives at institutional level, as provided for in Article 58 (2) (d) of Regulation (EU, Euratom) 2018/1046 of the European Parliament and of the Council of 18 July 2018 on the financial rules applicable to the general budget of the Union.

Which personal data do we collect and further process?

In order to carry out this processing operation, the Data Controller may collect the followingcategories of personal data:

- Personal data available via audiovisual content that might be broadcasted and/orpublished on the internet/intranet in the context of the communication activities of theEuropean Union: audio, visual and/or audiovisual recordings of persons and relevantmetadata (e.g. information in or about the content provided by a user, such as thelocation of a photo or the date a file was created);

- identification data: name, surname, gender, nationality, function, place of employment,signature, contact and location details (postal address, email, phone number, countryof residence, IP address, device ID, cookie identifier, login and related metadata),

The Data Controller may share aggregate or de-identified information with other CommissionDirectorates and/or other EU institutions or third parties for archiving, scientific research orstatistical purposes

How long do we keep your personal data?

The Data Controller only keeps your personal data for the time necessary to fulfill the purpose of collection or further processing, namely:

User data stored in the AV Services database are kept up to 2 years after the last activation of the user account.
The storage of user data managed by the EU Login application is subject to the provisions specified in the notification of this application (DPO-839).
The storage of user data managed by the Newsroom application is subject to the provisions specified in the notification of this application (DPO-190).

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 or of its contractors.. 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 transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679)

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.

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.

Access to your data is provided to external contractors working on behalf of the Audiovisual Services according to the “need to know” principle. 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 transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).

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 A4, Directorate A, DG Communication of the European Commission 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.

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 A4, Directorate A, DG Communication of the European Commission

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 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.

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-00534.