Privacy Statement of European Ombudsman’s Public Events
Document - Date Friday | 30 November 2018
1) Who is responsible for processing personal data?
The European Ombudsman through the:
a) Communication Unit
b) Personnel, Administration and Budget Unit
2) To what end do we use your data?
The Communication Unit coordinates, organises and manages outreach activities in line with the strategy of the European Ombudsman. The Unit therefore collects data in order to:
a) send invitations and information to potential speakers and participants;
b) enable registration for and follow-up of events;
c) facilitate and improve the exchange of views and future cooperation with and among speakers and participants;
d) facilitate financial and contractual relations with speakers and other participants and suppliers;
e) enable travel agents (within a European Parliament framework contract) to make travel and hotel arrangements;
f) meet security requirements;
g) communicate the Ombudsman’s activities.
3) What is the legal basis for data collection?
a) The Statute of the European Ombudsman.
b) Article 5 (1) (a) of Regulation 2018/1725: "... processing is necessary for the performance of a task carried out in the public interest ..."
c) Article 5 (1) (d) of Regulation 2018/1725: “... the data subject has given consent to the processing of his or her personal data for one or more specific purposes”.
4) Which personal data do we collect?
a) Names of speakers, participants and external suppliers.
b) E-mail addresses and telephone numbers of speakers, participants and external suppliers.
c) Job titles and CVs of speakers.
d) Bank account details of speakers and external suppliers.
e) Names of employers of speakers, participants and external suppliers.
f) Images, such as photos and video and audio recordings taken at events.
g) Images and audio and video recordings supplied by potential speakers.
5) Who has access to these data?
a) Team members of the Communication Unit, the Personnel, Administration and Budget Unit and the Cabinet whose work requires them to handle personal data relating to the Ombudsman’s public events.
b) Travel agents whose services the Ombudsman uses (in the context of a European Parliament framework contract), and who therefore need to know the names, dates of birth and contact details of speakers and, in some cases, participants.
c) Photography and audio professionals contracted by the Ombudsman take photos and make audio and video recordings of speakers and other participants in the events.
d) Participants in the Ombudsman’s public events receive a list containing the names, professions and names of employers of participants.
e) The Ombudsman publishes photos and videos of its events via its website, Annual Report, social media channels and the annual newsletter of the European Network of Ombudsmen. Such images are usually of speakers, accompanied by their names, professions and names of employers. All the personal data mentioned above are accessible to the public.
f) A summary of an event, containing names, professions and names of employers of speakers, accompanied by their photos, can be made available to the staff of the Ombudsman via the institution’s internal newsletter.
6) How long do we keep these data?
Personal data of participants shall be kept for five years, after which they shall be deleted, while names, contact details, and images of speakers shall be archived for historical purposes.
Data, notably names and images of speakers, published on the Ombudsman’s website and social media channels remain there indefinitely.
7) How can you exercise your rights?
a) You can exercise your rights, for example, by requesting access to and ratification or erasure of your personal data, by sending an e-mail to firstname.lastname@example.org. The request shall be dealt with without undue delay. Refusal shall be duly justified.
b) When registering for an event, we ask you whether images of you can be taken during the event and used by the Ombudsman’s office for communication purposes. If you have any concerns or if you accept and later change your mind, you may contact the Communication team via email@example.com. The team will try to accommodate your concerns to the extent possible (for example, depending on the configuration of the room).
c) We also ask you whether you want to be added to our contacts lists so that we can inform you about our activities. All future communications will allow you to unsubscribe from such lists, if you so wish.
8) Who should you contact if you have any questions?
The Communication Unit: firstname.lastname@example.org
9) Who should you contact if you have concerns about how the Ombudsman has handled your personal data?
a) The Data Protection Officer: email@example.com
b) The European Data Protection Supervisor: www.edps.europa.eu
 Decision of the European Parliament on the regulations and general conditions governing the performance of the Ombudsman's duties. Adopted by Parliament on 9 March 1994 (OJ L 113, 4.5.1994, p.15) and amended by its decisions of 14 March 2002 (OJ L 92, 9.4.2002, p.13) and 18 June 2008 (OJ L 189, 17.7.2008, p.25).