Public record on audiovisual productions done or commissioned by the European Ombudsman: ‘What we do’ video series

Public record of processing activity:

Collection of personal data in the context of audiovisual recordings (videos) produced by the European Ombudsman office, commissioned by the Communication Unit of the European Ombudsman's office

1. Last update of this record:

09/03/2023

2. Reference number:

02/2023

3. Name and contact details of the controller:

European Ombudsman, 1 avenue du Président Robert Schuman, CS 30403, F-67001 Strasbourg Cedex.

Contact: Communications Unit, e-mail: eo-comm-contact@ombudsman.europa.eu

4. Name and contact details of the Data Protection Officer:

Ms Francesca Pavesi - Deputy DPO: Mr Nicholas Hernanz, dpo-euro-ombudsman@ombudsman.europa.eu

5. Name and contact details of the processor:

The audio-visual service of the European Commission, publishes the videos on behalf of the European Ombudsman:

European Commission
Directorate-General for Communication
Audiovisual Service (COMM/A4.004)

COMM-DEPOT-CENTRAL@ec.europa.eu
https://audiovisual.ec.europa.eu/

6. Name and contact details of the joint controller(s):

N/A

7. Purpose(s) of the processing:

The production and broadcasting of audiovisual recordings aims at raising awareness about the office’s mandate, about how it can help citizens, as well as to bring to the public’s attention the work done in some key areas.

The Ombudsman needs to process personal data in order to produce meaningful videos promoting its work and mandate.

8. Description of the categories of data subjects and of the categories of personal data

Data subjects:

All Ombudsman staff (officials, temporary agents, contract agents, seconded national experts, short-term seconded agents from other EU institutions, and trainees).

Categories of personal data

• First name
• Job title
• Organisation
• Audio and/or visual data (like images and voice recordings)

9. Time limit for keeping the data and, where possible, for erasure:

The audio-visual material will be kept for the time necessary to fulfil the purpose for which it was recorded (promote the mandate and activities of the European Ombudsman).  It may also be archived at a later stage for permanent preservation for historical purposes to document, preserve, and make the history and audio-visual heritage of the European Ombudsman and the European Union publicly available.

10. Recipients of the data:

The Communication Unit, which coordinates, organises and/or helps in the production of the videos in accordance with the Ombudsman’s strategy.

The viewers of the videos on the different channels where they are broadcasted: the Ombudsman‘s website and its social media platforms.

11. Are there any transfers of personal data to third countries and/or to International Organisations?:

N/A

12. General description of security measures:

Personal data are held by the European Ombudsman and its audio-visual processor (the audio-visual service of the European Commission) and are protected by security measures set up by the two institutions to preserve the integrity of the electronic property.

13. Information on how data subjects can exercise their rights of access and rectification, and where applicable, of erasure, restriction and data portability:

Data subjects have specific rights under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access  personal data and to rectify them in case such personal data are inaccurate or incomplete. Where applicable, data subjects have the right to ask for their personal data to be erased, to restrict or to object to its processing, as well as the right to data portability. Data subjects have the right to object to the processing of their personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725 on grounds relating to your particular situation.

Data subjects can object to the processing of their personal data at any time by notifying the data controller at eo-socialmedia@ombudsman.europa.eu. This objection to the processing will not affect the lawfulness of the processing carried out before their request.

Data subjects can exercise their rights by contacting the data controller or, in case of conflict, the Data Protection Officer. If necessary, data subjects can also address the European Data Protection Supervisor.

Their contact information is given under heading 9 of the privacy statement. Where data subjects wish to exercise their rights in the context of one or several specific processing operations, they should provide their description (i.e., their Record reference(s) as specified under heading 10 of the privacy statement) in the request.