1. Last update of this record: 17.05.2023

2. Reference number: 04/2023

Ref. Ares(2023)3466135 - 17/05/2023

3. Name and contact details of the controller: European Ombudsman, 1 avenue du Président Robert Schuman, CS 30403, F-67001 Strasbourg Cedex - EO@ombudsman.europa.eu

Responsible department: Directorate for Administration of the European Ombudsman – Budget and Finance Team - email: EOinvoice@ombudsman.europa.eu

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

Deputy DPO: Mr Nicholas HERNANZ

Email: Dpo-Euro-Ombudsman@ombudsman.europa.eu

5. Name and contact details of the processor: N/A

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

7. Purpose(s) of the processing:

Description of the processing:

According to the European Ombudsman’s decision on internal rules governing the contribution to sustainable mobility of staff travel from home to the place of work (“the decision”), officials and other servants of the EO Office below grades AD 9 and AST 9 can request, under specific conditions and subject to budget availability, a flat-rate contribution provided they undertake to commute to their place of work using sustainable modes of transport. Depending on their grade on 1 September each year, staff members who apply and fulfil the conditions shall receive a single or a doubled contribution.

The staff member asks for the Office's contribution via the form made available on the intranet. He/she sends the form requesting the contribution by email to the responsible staff member in the Budget and Finance Team.

Once the staff member has provided the relevant supporting documents (concerning his/he renouncement to their right to have permanent access to the car parks of the EP with a motor vehicle), the responsible staff member in the Budget and Finance Team calculates the amount of the contribution which has to be approved by the Authorising Officer.

Staff members who received the flat-rate contribution can have access to the EP parking for occasional and unforeseen exceptions, in duly substantiated cases. They shall swiftly inform the Directorate for Administration of changes regarding their personal situation (ex: health related reasons which would justify the need to have access to the parking, specific family reasons linked to the need to use private vehicles, etc.)

Purpose of the processing:

The purpose of the processing is to manage staff members' requests for the flat-rate contribution for commuting to work, using sustainable modes of transportation.

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

- Categories of data subjects: officials and other servants of the EO Office, below grades AD 9 and AST 9, having chosen to use sustainable modes of transportation to commute to work.

- Categories of personal data:

• Name, last name
• Personal number
• Grade or Function group and step (for contract agents)
• if applicable, reasons communicated to the Director of Administration which would justify the need to use private vehicles to commute to work, and to have access to the EP parking in a derogative way: such as health related reasons or specific family circumstances;
• if applicable, accreditation for EP parking;
• if applicable, license plates of the EO staff members who have access to the EP parking;
• the written commitment to use more sustainable means of transport in the form used to request the mobility allowance.

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

Data related to the processing are kept for a duration of seven years after the last payment of the flat-rate contribution was made, for audit purposes.

10. Recipients of the data:

The recipients are the EO, the Secretary General (if applicable), the Directorate for Administration, the Authorising Officer, the staff members of the “Budget and Finance” and “Process & documents management, business continuity and infrastructure” Teams in charge of dealing with the contribution, and the EP accreditation services for access to parking.

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

12. General description of security measures:

Electronic documents related to the procedure are stored on a network drive shared by the colleagues of the Budget and Finance Team. Other staff members do not have access.

All personal data in electronic format are stored on the EC servers. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

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 can ask to have access to their own personal data and to relevant information concerning how the EO uses it. They can also request rectification of any incomplete or inaccurate data concerning them. They can rectify identification data at any time. They have a right to object to the use of their data by the EO on grounds relating to their particular situation, at any time. Under certain conditions, they have the right to ask that the EO deletes their personal data or restrict its use.

At any time, they may ask us information concerning our processing of their personal data by e-mail (EOinvoice@ombudsman.europa.eu) or by contacting the Director for Administration. He/she will reply to their requests as soon as possible and within one month at the latest. They may also contact our Data Protection Officer at: dpo-eo-ombudsman@ombudsman.europa.eu.

If they wish to complain about the Ombudsman’s handling of their personal data, they may contact the European Data Protection Supervisor (www.edps.europa.eu) at the following address: EDPS@edps.europa.eu

Privacy Statement  relating to the management of the process for the contribution to sustainable mobility of staff travel from home to the place of work (“Mobility allowance”)

Ref. Ares(2023)3466135 - 17/05/2023

This privacy statement explains the reason for the processing, the way the European Ombudsman (EO) collects, handles and ensures protection of all personal data provided, how that information is used and what rights the data subjects may exercise in relation to their data.

The controller is the EO.

1. What personal data will the European Ombudsman process?

We process the following personal data of the officials and other servants of the EO Office, below grades AD 9 and AST 9, having chosen to use sustainable modes of transportation to commute to work:

• Name, last name,
• Personal number,
• grade or function group and step (for contract agents)
• if applicable, the reasons communicated to the Director of Administration which would justify the need to use private vehicles to commute to work, and to have access to the EP parking in a derogative way: such as health related reasons or specific family circumstances;
• if applicable, accreditation for EP parking;
• if applicable, license plates of the EO staff members who have access to the EP parking;
• the written commitment to use more sustainable means of transport in the form used to request the mobility allowance.

2. Why does the European Ombudsman process these personal data?

The purpose is to manage staff members' requests for the flat-rate contribution for commuting to work, using sustainable modes of transportation.

3. What are the legal bases and necessity for processing this data?

The legal basis is the European Ombudsman’s decision on internal rules governing the contribution to sustainable mobility of staff travel from home to the place of work.

Processing is necessary on the basis of Article 5(1) (a) (the performance of a task carried out in the public interest) of Regulation 2018/1725.

4. Who is responsible for processing the data?

Data is processed by the Directorate for Administration- Budget and Finance Team.

5. Who will be recipients of the data?

The recipients are the EO, the Secretary General (if applicable), the Director for Administration, the Authorising Officer, the staff members of the “Budget and Finance” and “Process and documents management, Business Continuity and Infrastructure” Teams in charge of dealing with the contribution, and the EP accreditation services for access to parking.

6. How long will the data be kept?

The EO keeps the personal data listed in point 1 above for a duration of seven years after the last payment of the flat-rate contribution was made, for audit purposes.

7. How do we protect your data?

Electronic documents related to the procedure are stored on a network drive shared by the colleagues of the Budget and Finance Team. Other staff members do not have access.

All personal data in electronic format are stored on the EC servers. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

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

You have the right of access to your own personal data and to relevant information concerning how the EO uses it.

Under certain conditions, you have also a right to request rectification of any incomplete or inaccurate data concerning you. You can rectify identification data at any time. You have a right to object to the use of your data by the EO on grounds relating to your particular situation, at any time. Under certain conditions, you have the right to ask that the EO delete your personal data or restrict its use.

The EO will reply to the requests as soon as possible and within one month at the latest.

9. Who to contact in case of queries or complaints concerning data protection issues?

At any time, you may send data protection related questions concerning the contribution management to the EO, at the following address:

European Ombudsman

1 avenue du Président Robert Schuman

CS 30403

F-67001 Strasbourg Cedex

EOinvoice@ombudsman.europa.eu

You also may contact the Data Protection Officer of the EO office at the following address: DPO-Euro-Ombudsman@ombudsman.europa.eu

You may lodge a complaint with the European Data Protection Supervisor at any time at the following address: EDPS@edps.europa.eu