Data protection workshop Corporate & Model notifications

Data protection notification Controller Description 1 Name. Operations. Purposes. Legal basis. Data subjects. Data fields. Recipients. Security. … 37 Notification Privacy statement DPO [files] Data protection workshop

System suppliers Data protection Actors Data protection workshop Controller system owner project leader informatics webmaster DP-Coordinator DPO Data Protection Officer Notifications Register notification

Corporate & Model notifications ▫ processingsnotification - who is who (organigram) ‘ Directory ’ corporate ADMIN - meetings [experts] events, conferences subscription to newsletters, publications, RSS... - consultations, surveys - call for proposals ‘ Procurements ’ model - assistance (desks) specific (ex: Europe Direct) - programs specific (ex: Erasmus) ‘Consultations’model ‘Meetings’ model at DG level Data protection workshop

Model notifications (DG level) ◘ ◘ Meetings; Workshops; Information days; Seminars; including meetings of experts; lists & mailing lists ◘◘ Public Consultations; Surveys; Questionnaires; Quizzes ◘◘ Publication de photos et vidéos sur l'intranet de la DG ◘◘ Public procurement procedures, including: calls for expression of interest implementation of the contracts ◘◘ Internal audit Data protection workshop

AGRICOMPEMPL FISH CCR COMM RELEX ISPRA GEEL SEVILLE DEL’s... REP’s... Corporate notification BUDGADMINSG...

AGRICOMPEMPL FISH CCR COMM RELEX ISPRA GEEL SEVILLE DEL’s... REP’s... Corporate notification ADMIN processing: Flexitime controller: Dir-Gen 1 notification to DPO 2 note to all DGs ▪ admin. notice ▪ notification copy DPO Register 1 x only

Unit A1 A2A3 B1 B2 B3 B4 Model notification - DG level Information Unit Human Resources Finance Contract

B4 B3 B2 B1 A3A2 Unit A1 Model notification Information Unit processing: Meetings... controller: HoU 1 notification to DPO 2 note to all HoU in DG ▪ instructions guide ▪ notification copy ▪ model P.S. DPO Register 1 x only

Unit information B4 B3 B2 B1 A3A2 Unit A1 Model notification Unit A2 organizes meeting X ▪ adapt model P.S. to event X ▪ sent P.S. to participants to X Privacy statement... of meeting X by Unit A2... Data fields: name,.. Recipients: staff... Contact: Participants to X Send▪Publish 1 x for event X

Meetings, Workshops, Information day, Seminars... including meetings of experts, lists & mailing-lists version Purposes Organisation and management of meetings including : lists and mailing-lists for contacts, news, publications, invitations, presentations, photographs/pictures, live webstreaming and/or audio and video recording, reporting, including on intranet/internet. Comments In the subscription form, an opt-out is provided to participants who prefer their images are neither recorded nor published on any support. According to available resources, the organizer could offer those participants an alternative room where to follow meeting and debates by means of live webstreaming displayed on a screen. In case of unavailable resources, those participants can locally follow live meeting and debates at the webstreaming Internet address indicated on the subscription form by the organizer. (validated by SCIC services) The publication of internal events images is covered at DG level by the Model-notifications "Intranet" As purposes and processing of lists and mailing-lists is almost equivalent than for meetings, it is covered by this notification. Documents model Notification model Privacy Statement for on-line registration model short Privacy Statement for invitation model note of Controller to DG Heads of Unit model Notification model Privacy Statement for model short Privacy Statement for invitation model note of Controller to DG Heads of Unit Amendements vs previous version management of lists and mailing-lists for contacts, news, publications, images and webstreaming