Data Protection Statement on the processing of personal data related to websites set up under EU-funded projects
The processing of the personal data is carried out under the responsibility of the Deputy Director of the International Cooperation and Legal Affairs Department, acting as EUIPO data controller.
This processing operation is subject to Regulation (EC) No 45/2001 on the protection of personal data in the Community institutions and bodies 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. The information in this communication is given pursuant to Articles 11 and 12 of the Regulation (EC) N°45/2001.
1. What is the purpose of the processing operation?
The purpose of the processing is:
Personal data are processed for communication/transparency purposes to provide and make available information on the projects´ activities/initiatives/events, etc. The following main activities are included:
- Publication of events, including pictures and/or audio-visual items produced within the scope of EU-funded projects;
- Publication of agendas and conference material;
- Publication of studies and reports as necessary under each project´s framework;
- Use of social media linked to each project.
2. What personal data do we process?
The categories of personal data processed are the following:
- personal names and official contacts
- official photos of events
- multimedia items displaying persons participating in official events, their image, voice, statement, opinion, etc.
- news in social media, including pictures, and on the web
3. Who has access to the data and to whom is it disclosed?
- Personal data is published on the websites and social media and available to the general public.
The information concerning persons displayed in multimedia, photo or any other audio-visual item or whose name is displayed in a document produced within the scope of each IP Key project will only be shared with people necessary for the implementation of such measures on a need to know basis. The data are not used for any other purposes nor disclosed to any other recipient. The project social media will be managed by the Project Management Teams, especially but not exclusively by the project Awareness and Communication Officer who will be based in the region/country of the project, the EU-funded Communication Officers in the EUIPO International Cooperation Service and the Communication Service.
4. How do we protect and safeguard your information?
All personal data related to the projects’ procedures are stored in secure IT applications according to the security standards of the Office as well as in specific electronic folders accessible only to the authorised recipients.
Appropriate levels of access are granted individually only to the above recipients.
The database is password protected under single sign-on system and automatically connected to the user ID. The e-records are held securely so as to safeguard the confidentiality and privacy of the data therein.
All persons dealing with personal data in the context of the projects´’ procedures, and in particular the Awareness and Communication Officer appointed for each project, shall sign a confidentiality declaration that is kept in the folder of the procedure.
5. How can you access, verify, modify or delete your data?
You have the right to access, rectify, block, and erase your personal data in the cases foreseen by Articles 13, 14, 15 and 16 of Regulation (EC) N°45/2001 by submitting a written request to the EUIPO data controller, Deputy Director of the International Cooperation and Legal Affairs Department and by explicitly specifying your request.
The right of rectification can only apply to factual data processed within this procedure.
6. What are the legal bases for processing this data?
The personal data are collected and processed in accordance with Regulation (EC) Nº 45/2001 and the Contract signed between the Project Contracting Authority, namely the European Commission, and the Executive Director of EUIPO.
7. How long do we store your data?
All data related to the projects will be stored for the duration of the project. This is normally 7 years. Information will be shared on the website and in the media and is stored for as long as the European Commission considers it appropriate.
In the event of a formal appeal, all data held at the time of the formal appeal should be retained until the completion of the appeal process.
8. Contact Information
Should you have any queries concerning the processing of your personal data, please address them to the data controller, Deputy Director of the International Cooperation and Legal Affairs Department under the following mailbox: Jose.Izquierdo@euipo.europa.eu
You may consult EUIPO’s Data Protection Officer DataProtectionOfficer@euipo.europa.eu.
Complaints, in cases where the conflict is not resolved by the Data Controller and/or the Data Protection Officer, can be addressed at any time to the European Data Protection Supervisor: firstname.lastname@example.org