Introduction

The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (repealing Regulation (EC) No 45/2001).

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to processing operation "Data on users of JRC media monitoring tools" undertaken by JRC.I.3 is presented below.

Why and how do we process your personal data?

Purpose of the processing operation: JRC.I.3 collects and uses your personal information to provide media monitoring services to staff across the EU institutions and to the general public, through the Europe Media Monitor (EMM) system, described in DPR-EC-00250 “Monitoring of news and social media.”.

The purpose of the processing is to ensure that EMM system usage is logged to ensure system stability and to facilitate the resolution of issues; to allow authorised users to manage lists of recipients and to send newsletters or sms alerts; and to access restricted system functionalities and data.

Access to the system is logged, and the logfiles contain the IP address of the remote computer, the username for registered users, and details of the page viewed or action performed.

Anonymous users may access the system to see the results of monitoring news and social media. All users may subscribe to updates, sent by email, to topics of interest or to breaking news monitored by the system. They supply their email address, explicitly giving permission to use it in order to send regular updates. The subscription, including the email address, is automatically deleted after one year unless the user explicitly requests an extension.

In addition, specific registered users may be given permission to perform tasks including:

  1. Manage an address book, specific to their organization, of users who have requested to receive particular newsletters or sms, and to edit and to send these newsletters or sms
  2. Manage the list of sources monitored by the system.
  3. Manage the topics monitored by the system.
  4. Moderate the list of entities (persons and organisations) automatically recognized by the system in online news

Your personal data will not be used for an automated decision-making including profiling.

On what legal ground(s) do we process your personal data

We process your personal data, because:

According to Article 5(1)(a) of Regulation (EU)2018/1725, the) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body;

And for registered users because you, according to Article 5(1)(d) of Regulation (EU)2018/1725, have given your consent to the processing of your personal data for one or more specific purposes.

Legal basis:

Article 1 of Commission Decision 96/282/Euratom entrusts the JRC with a role to "carry out the Community's research programmes and other tasks entrusted to it by the Commission".

Regulation (EU) No 1291/2013 of the European Parliament and of the Council of 11 December 2013 establishing Horizon 2020 - the Framework Programme for Research and Innovation (2014-2020) states that "the Joint Research Centre (JRC) shall contribute to the general objective and priorities of Horizon 2020 with the specific objective of providing customer-driven scientific and technical support to Union policies".

Which personal data do we collect and further process?

In order to carry out this processing operation JRC.I.3 collects the following categories of personal data from anonymous and registered users of the JRC media monitoring tools:

For registered users:

User identification data:

  1. E-mail address,
  2. social media accounts,
  3. first name and surname
  4. address
  5. affiliation
  6. telephone number
  7. topics of interest such as categories (e.g. Ebola, Microplastics) or filters (e.g. public health threats during the Olympic Summer Games).
  8. subscriptions to e-mail, sms alerts and newsletters.

User access data: the IP address used to access the system and the username are logged.

Administrators might set up an address book that contains email addresses and mobile phone numbers from registered users.

The provision of personal data for registered users (email address, first name, surname and user access data) is mandatory to meet a legal requirement: Regulation (EU) No 1291/2013. If you do not provide your personal data, we will not be able to grant you access.

All the other personal data is voluntary.

For anonymous users - User access data:

  1. IP address used to access the system
  2. and username

The provision of personal data is mandatory to meet a legal requirement: Regulation (EU) No 1291/2013. If you do not provide your personal data, we will not be able to grant you access.

How long do we keep your personal data?

JRC.I.3 only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for 1 year. In particular, the retention times are as follows:

  1. For anonymous users – user access data: Logfiles are retained for one year to calculate aggregated anonymized user statistics.
  2. For registered users – users identification data: Data on registered users is retained for one year after the last access, after which the user is requested to confirm their wish to keep the account; if this confirmation is not received the account and all associated personal data is deleted.

How do we protect and safeguard your personal data?

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission. 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.

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.Registered administrator users of the system, from partner organisations, have access to an address book function, allowing them to enter and maintain a list of individuals who have asked to receive periodic newsletters. This address book is specific to each organisation and visible only to administrator users from that organisation, and to the JRC teams providing, supporting and securing the services requested by the data subjects. Partner organisations include public authorities and agencies.

Some users of the system have the ability to access the email addresses and mobile phone numbers of other users within their group in order to send newsletters to a list of subscribers.

The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.

What are your rights and how can you exercise them?

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability.

You have consented to provide your personal data to JRC.I.3 for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.

Who has access to your personal data and to whom is it disclosed?

The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller to the following functional mailbox: jrc-tma-cc@ec.europa.eu.

Your request will be replied as soon as possible within 15 working days.

The Data Protection Officer (DPO) of the Commission

You may contact the Data Protection Officer (data-protection-officer@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (edps@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.

Where to find more detailed information?

The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: https://ec.europa.eu/dpo-register.

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-00253 - Data on users of JRC media monitoring tools.