1. Who is responsible for processing personal data?

The Communication Unit of the European Ombudsman.

• An external advisory board assists the Communication Unit in the selection of projects for the award.
• The Communication Unit may commission external professionals to take photos and make audio and video recordings of the award ceremony.

2. To what end do we use your data?

To prepare for and decide on the winners of the European Ombudsman Award for Good Administration, which recognises individual or collective effort within the EU civil service.

3. What is the legal basis for data collection?

1. The Statute of the European Ombudsman^[1].
2. Article 5(a) of Regulation 45/2001: "... processing is necessary for the performance of a task carried out in the public interest ..."
3. Article 5(d) of Regulation 45/2001 (where data subjects have unambiguously given their consent).

4. What personal data do we collect?

a) The names of nominees and nominators; and of members of the external advisory board.

b) The names of the employers of nominators and nominees.

c) E-mail addresses and telephone numbers of nominees and nominators; and of members of the external advisory board.

d) Images, such as photos and video and audio recordings taken at the award ceremony.

e) Images, such as photos and videos, that are provided with nominated projects.

f) Job titles of nominees and their roles in nominated projects.

g) Job titles of members of the external advisory board.

h) Professional achievements of nominees and members of the external advisory board.

5. Who has access to this data?

a) Members of the Communication Unit team responsible for processing personal data for the award.

b) All members of the Ombudsman’s staff (images and video/audio recordings of the award ceremony, supplied by external contractors, are stored on a common drive).

c) The general public via publications, the website (videos and live broadcast of the ceremony and images of the winners) and social media networks of the Ombudsman.

6. How long do we keep this data?

The data is stored on the Ombudsman’s drives for five years. The names of the winners and of their prizes, and images and video and audio recordings of the award ceremony, are later archived for historical purposes.

7. Can you have your personal data modified or removed?

You can request that your personal data, for example an image in which you appear, be added, changed or removed from the website or on social media networks after publication.

To do so, send an e-mail to eo-comm-contact@ombudsman.europa.eu. The request will be complied with within five working days of receipt. All refusals will be duly justified.

8. Who should you contact if you have any questions or want to lodge a complaint?

a) The Communication Unit: eo-comm-contact@ombudsman.europa

b) The Data Protection Officer: dpo-euro-ombudsman@ombudsman.europa.eu

c) The European Data Protection Supervisor: edps@edps.europa.eu

Useful links

• European Ombudsman Award for Good Administration
• Submission form

[1] 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).