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Data Protection Notice – the EPPO’s Public Mailing List

The European Public Prosecutor’s Office (“EPPO”) is committed to ensuring that you have all the information you need in order to understand how your personal data are being processed, understand your rights, and how to exercise them. Below you can find all the details of the processing of personal data in the context of the EPPO’s public mailing list and the relevant contact details for further information, assistance or redress.

a. Identity and contact details of the controller

The entity that determines how and why your personal data are processed in the context of the EPPO’s public mailing list and which is legally responsible for complying with data protection obligations under Regulation (EU) 2018/1725 is the EPPO. You may contact the EPPO by email to press (at) eppo.europa.eu or by mail marked for the attention of the Head of Communication Sector, EPPO, 11 Avenue John F. Kennedy, 1855 Luxembourg.

b. Contact details of the Data Protection Officer

The Data Protection Officer (“DPO”) of the EPPO can be reached by email to EPPO-DPO (at) eppo.europa.eu, or by mail marked for the attention of the DPO, EPPO, 11, Avenue John F. Kennedy, 1855 Luxembourg, for assistance and with regard to any issues in relation to the processing of your personal data and the exercise of your rights, as outlined below under h).

c. Purpose and legal basis for the processing of personal data

The EPPO collects personal data directly from the individuals (‘subscribers’) for the purposes of their subscription to the EPPO’s public mailing list and further processes those data in the EPPO account within the “Newsroom tool” (see letter d) below) in order to send periodical emails related to the EPPO and its activities. Subscription to the EPPO’s public mailing list and use of the service are voluntary and personal data are processed on the basis of the consent of the subscribers, in accordance with Article 5(1)(d) of Regulation (EU) 2018/1725, which is provided electronically at the time of collection.

d. Categories of personal data concerned

First name; surname; e-mail address, as well as the topic of interest related to the newsletter and the frequency of the notification of the newsletter, where applicable;other information related to the subscribers which may constitute their personal data, such as the answers to questions in a survey, where applicable, and dependent on the circumstances of the provision of the personal data.

e. Recipients or categories of recipients of the personal data

Members of the EPPO staff of the Communication Sector who manage the EPPO account within the Newsroom tool will have access to the personal data. As the EPPO uses the “Newsroom tool”, a content management system service, for this mailing list, and the tool is run and provided by the European Commission, they are a processor on this technical level, but their access is limited to system maintenance and data integrity purposes. Other persons, internal or external, in the context of legal proceedings, audits, internal investigations, or responding to data protection or security related incidents may also have access to all or some of the personal data, to the extent determined by the circumstances.

f. Transfers to third countries and / or international organisations

N/A.

g. Period for which the personal data will be stored

The personal data is retained for as long as the consent remains in place, and periodic checks on the validity of the email addresses do not lead to removal. All the personal data processed in the context of the EPPO’s public mailing list will be deleted at the latest within one week from an unsubscribe request. All the other information related to the subscribers which may constitute their personal data and which were merely incidental to the collection of the required personal data, such as the answers to a survey, will be deleted as soon as the subscriber has been inserted into the EPPO’s public mailing list. The retention period may be prolonged until the end of possible audits or legal proceedings if started before the end of it. Personal data processed by the European Commission as processor are retained in accordance with their records of processing activity related to the variety of services that they provide to the EPPO. In particular, with reference to the Newsroom tool, details in relation to the retention period may be found in the dedicated European Commission’s record.

h. Right to request access, rectification, erasure, restriction, objection and data portability

You have the right at any time to request access to your personal data and to have them rectified in case they are inaccurate or incomplete, to object to or request restriction of processing of your personal data, to erase your personal data and to data portability. To exercise these rights, request assistance or if you have a question thereto, or to file a complaint, you may contact the DPO of the EPPO by using the contact details above.

i. Right to withdraw consent

You have the right to withdraw your consent at any time therefore ending the process of subscription or the provision of the EPPO’s public mailing list services without affecting the lawfulness of the processing before withdrawal. You may do so by clicking on the unsubscribe button at the very end of each EPPO’s press communication email or by writing to press (at) eppo.europa.eu asking to be unsubscribed from the mailing list.

j. Complaints to the European Data Protection Supervisor

You have the right to address yourself to the European Data Protection Supervisor (“EDPS”) to lodge a complaint.The EDPS can be contacted by email toEDPS (at) edps.europa.eu, or by post to EDPS, Rue Wiertz 60, B-1047 Brussels.

k. Source from which the personal data originate

Subscription to the EPPO’s public mailing list and use of the service are voluntary and your personal data have been collected directly from you.

l. Mandatory nature of provision of personal data

You have to provide your personal data as indicated above as this is necessary in order for the provision to you of the EPPO’s press communication emails.

m. Automated decision-making

The processing of your personal data by the EPPO in the context of this processing activity does not result in any decision, which produces legal effects concerning you or similarly significantly affects you.

n. Record of processing activity

The related record of processing activity kept by the EPPO with record no. APD-011022-PR is available from the EPPO’s DPO.

 

 

 

 

 

Last Update: 04/05/2023