Privacy statement

I. Introduction

The European Union is committed to user privacy. Our policy is based on Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data.

II. Why do we collect, store and process your data

Your data is collected and processed in order to enable the Publications Office of the European Union (Publications Office):

  • to identify the authorised users and their operations;
  • to personalise access to the website and ensure that only authorised users can insert and modify data;
  • to reply to requests addressed to the help desk;
  • to send information related to developments and the use of the website;
  • to send information about and links to new datasets to the users who have suggested them;
  • to analyse possible errors in order to improve the website;
  • to run anonymous surveys related to the use of the website;
  • organise and follow up training sessions aimed at helping users to make better use of the website.

Personal data is collected, stored and processed in compliance with Regulation (EC) No 45/2001.

Your data will not be used for any purposes other than the performance of the activities specified above.

III. Who is responsible for the processing of your data? (Controller)

The controller responsible for processing your data is the Head of the Publications Office’s C.1. Common Portal and Open Data Portal Unit (e-mail OP ODP CONTACT: op-odp-contact@publications.europa.eu

IV. What personal data do we collect?

The following identification and contact details are kept to enable us to assist you.

  • For authorised users:
    • User ID, e-mail address, password, name, organisation
  • For participants in online training:
    • Name, e-mail address, time, date and duration of participation
  • For the management of assistance to help the public:
  • For users proposing new datasets:
    • Mandatory: name, e-mail address, subject and description of proposed dataset
    • Optional : country, language, organisation type

V. To whom is your data disclosed?

The personal data collected is treated confidentially, and is only used by the staff and contractors of the Publications Office and data providers dealing with the issues concerning the Open Data Portal and help desk.

No personal data is transferred to parties other than the recipients, or the parties specifically mentioned in the legal framework concerned, without prejudice to a possible disclosure by transmission to the bodies in charge of a monitoring, inspection or regulatory task in accordance with EU legislation (e.g. the European Anti-Fraud Office (OLAF)) or to the entities performing administrative or legal investigations.

The Publications Office will not transfer personal data to third parties for purposes of direct marketing.

VI. How long is your data kept?

  • For authorised users: data is kept during the validity period of the authorisation.
  • For users supplying information/users asking for information, via e-mail and via the portal, and participants in training: data is kept for 4 years.
  • For users receiving information, in response to the suggestion of datasets: data is kept for 4 years. If an e-mail address is invalid, it will be deleted.

VII. How can you have access to your data, verify its accuracy or rectify it?

You have the right to obtain a copy of your personal data from the controller (e-mail to OP ODP CONTACT: op-odp-contact@publications.europa.eu) in order to check the accuracy of the data held and/or to obtain rectification or update of this data if necessary.

For the protection of your privacy and security, the Publications Office will take every reasonable step to ensure that your identity is verified before granting access, rectification or deletion.

VIII. What do we do to avoid misuse or unauthorised access?

The Publications Office has set up, and regularly reviews and updates, appropriate physical, electronic and managerial procedures to safeguard your data against unauthorised access, to maintain data security and to lawfully use the information collected for the purpose indicated in Point II above.

Staff of the Publications Office having access to information concerning an identified or identifiable person are required to protect the data in a manner that is consistent with the rules set out in this privacy statement by, for example, not using the data for any purposes other than the tasks carried out in the exercise of their respective competences.

IX. Who can you contact if you have questions or complaints?

You can contact us at the following e-mail address: op-odp-contact@publications.europa.eu

Questions or complaints in case of conflict may be addressed to the European Commission’s Data Protection Officer or the European Data Protection Supervisor.