PRIVACY STATEMENT ON THE PROTECTION OF YOUR PERSONAL DATA collected by the Publications Office to publish data of the stakeholders engaging with ELI (European Legislation Identifier)

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Your personnal data is collected by the Publications Office to publish data of the stakeholders engaging with ELI (European Legislation Identifier)

I. Introduction

The European institutions are committed to protecting and respecting your privacy. The policy on protection of individuals with regard to the processing of personal data by the Community institutions is based on Regulation (EC) N°45/2001 of the European Parliament and of the Council of 18 December 2000 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.

II. Why do we process your data?

Your personal information is collected to enable the Publications Office of the European Union to allow stakeholders interested in ELI to contact ELI implementers in view of sharing information and facilitating cooperation. The purpose is to fulfil the requirements expressed in the Council conclusions. The Council Conclusions of 26 October 2012 (2012/C 325/02) state that "an ELI website should be established; this website should be part of the EUR-Lex portal and contain information on the national ELI coordinators: their role and responsibilities, but also contact information per country".

Your personal data will be used only for this purpose.

Tasks and operations of the Publications Office are defined in the decision 2009/496/EC.

The processing of your personal data is based on Article 5(a) of the Regulation (EC) no. 45/2001 which stipulates that “personal data may be processed only if “processing is necessary for the performance of a task carried out in the public interest on the basis of the Treaties establishing the European Communities or other legal instruments adopted on the basis thereof or in the legitimate exercise of official authority vested in the Community institution or body or in a third party to whom the data are disclosed,”

Collected personal data is processed according to the policy described in the above-mentioned Regulation.

III. Which data do we collect and process?

We collect the following compulsory data of identification:

Name (first name/ last name)
Civility
E-mail address
Function, role and responsibilities
Organisation to which they belong
Address of the organisation

The e-mail nominating the coordinator is preserved and the date of the e-mail registered but not published.

IV. How long do we keep your data?

We keep the data only for the time the persons are ELI-coordinators.

V. How do we protect your data?

All data in electronic format are stored either on the servers of the European Commission or of its contractors; the operations of which abide by the European Commission’s security decision of 16 August 2006 [C(2006) 3602] concerning the security of information systems used by 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 Directive 95/46/CE. The Publications Office has put in place, and regularly reviews and updates, appropriate physical, electronic, and managerial procedures to safeguard and help prevent unauthorized access, maintain data security, and correctly use the information collected. Staff of the Publications Office and the European institutions who have access to personally identifiable information are required to protect this information in a manner that is consistent with this Privacy Statement by, for example, not using the information for any purpose other than to carry out the services they are performing.

VI. Who has access to your data and to whom is it disclosed?

Data are published on the ELI website. Access to the data not published is provided to authorised staff of the EU institutions according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

The collected data will be treated confidentially and used only by the relevant staff of the European institutions and its contractors.

The contractors are bound by contractual clauses to comply with the EU data protection rules.

The Publications Office and its contractor(s) will not share personal data with third parties for direct marketing.

VII. What are your rights and how can you exercise them?

According to Regulation (EC) n°45/2001, you are entitled to access your personal data and rectify and/or block it in case the data is inaccurate or incomplete. You can exercise your rights to correct or erase data by contacting the organisation who nominated you. If you think the Publications Office made an error, contact the Data Controller, or in case of conflict, the Data Protection Officer of the European Commission and if necessary the European Data Protection Supervisor using the contact information given at section VIII below. To protect your privacy and security, we will take reasonable steps to help us verify your identity before granting access or making corrections.

VIII. Contact information

If you have comments or questions, any concerns or a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller using the following contact information:

Complaints, in case of conflict, can be addressed to the Data Protection Officer of the European Commission or the European Data Protection Supervisor.

IX. Where to find more detailed information?

The Commission Data Protection Officer publishes the register of all operations processing personal data. You can access the register on the following link: http://ec.europa.eu/dpo-register.

This specific processing has been notified to the DPO with the following reference: DPO-3840.