Privacy statement

PROTECTION OF YOUR PERSONAL DATA

This privacy statement provides information aboutthe processing and the protection of your personal data.

 

Processing operation: The Speech Repository – online distance learning tool for non-commercial purposes only, aimed at future and professional interpreters to practise and improve interpretation skills.

Data Controller: DG Interpretation, Unit B1

Record reference:  DPR-EC00349

 

Table of Contents

  1. Introduction
  2. Why and how do we process your personal data?
  3. On what legal ground(s) do we process your personal data?
  4. Which personal data do we collect and further process?
  5. How long do we keep your personal data?
  6. How do we protect and safeguard your personal data?
  7. Who has access to your personal data and to whom is it disclosed?
  8. What are your rights and how can you exercise them?
  9. Contact information
  10. Where to find more detailed information?

 

  1. 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 “The Speech Repository” which is the online distance learning tool, aimed at future and professional interpreters to practise and improve interpretation skills, undertaken by DG Interpretation, is presented below.

Why and how do we process your personal data?

Purpose of the processing operation: The Speech Repository is composed of two parts: the public one with worldwide free online access to video material and My Speech Repository, a restricted part for DG Interpretation’s partner universities, with additional functionalities.

There are two processes linked to the Speech Repository where DG Interpretation collects and uses your personal information:

  • For speakers: Name, function and organisation[1], the image and sound of the speaker taken during the recording of speeches.
  • Registered Users:  email address, name and organisation.  Users can make recordings of their interpreted speeches, which are stored on DG Interpretation’s servers and available in their My Speech Repository private page.  In order to access the My Speech Repository page, registered users should have an EU Login[2]

The sources of speeches are:

  • publicly available speeches given in EU Institutions, National Parliaments, International Organisations, etc.  ; or speeches done specifically for the Speech Repository by internal (staff interpreters) or external speakers (accredited freelance interpreters (ACI), university trainers).

 

According to the Decision made by the European Commission in February 2019 on the use of creative commons[3], speeches will be published in the public Speech Repository page on Europa, unless the speaker specifically request that it should only be made available in My Speech Repository, which accessible only to registered users.

 

Categories of registered users who have access to My Speech Repository are: European Commission staff; accredited freelance interpreters; interpreters working in other EU Institutions and international organisations with granted access to the tool; trainers and students in partner universities. 

Access rights are managed by DG Interpretation authorised staff and in partnership with the contact persons (correspondents) in universities/international organisations who manage access rights for the students/members in their respective institution.

Before being made available to users, speeches are evaluated by professional interpreters, i.e.  EU Institutions’ staff or ACI interpreters and/or university trainers, for different criteria – such as level of difficulty, accent, interpreting mode.  Users can search for speeches in a particular language, e.g. by topic or level of difficulty.

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

 

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

The processing operations on personal data, linked to the training of current and future interpreters are necessary for the management and functioning of the Commission, as mandated by the Treaties. Those provisions are in particular, are laid out in the Communications from the Commission of 18th September 2008, Multilingualism: an asset for Europe and a shared commitment[4]; and A New Framework Strategy for Multilingualism from 22nd November 2005[5]; Article 11 of the Treaty on European Union and Article 15 of the Treaty on the Functioning of the European Union. Consequently, those processing operations are lawful under Article 5(1)(a) of Regulation (EU) 2018/1725 (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).

Which personal data do we collect and further process?

In order to carry out this processing operation DG Interpretation collects the following categories of personal data:

 

Speakers:

  • Name;
  • Function;
  • Organisation;
  • Contact details (e-mail address);
  • Audio-visual recording of speech;
  • Transcripts of speeches

 

Users:

  •  Name;
  • Function;
  • Organisation
  • Contact details (e-mail address);
  • Recorded speeches (audio only);
  • Transcripts of speeches

 

The provision of personal data is mandatory to meet to allow for the good management of the Speech Repository.  If you do not provide your personal data, possible consequences are that you will not be able to access the restricted part of the Speech Repository (i.e. My Speech Repository). 

 

  1. How long do we keep your personal data?

DG Interpretation only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing. 

For speakers, their personal data is kept with the speech until the information is outdated and no longer used.

By default, registered users receive access to My Speech Repository for one year.  The person responsible for granting/revoking access at a respective institution can extend this deadline. Six months after this expiry date, the account is deleted, including any recordings done by the user.

  1. 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 either on the servers of the European.  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.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679.]

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.

  1. 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.

 

 

 

  1. 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, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.

 

You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) on grounds relating to your particular situation.

 

The controller will transfer your personal data to the following recipients in a third country or to an international organisation in accordance with Regulation (EU) 2018/1725: Staff managing and using the Speech Repository in partner Universities in third countries and International Organisations.  DG SCIC cooperates with universities and institutions which train interpreters in non-EU countries, which results from references in international agreements (China, Vietnam, Russia…), future needs in the framework of accession or pre-accession, bilateral protocols (Macao), Commission strategies such as the Commission's Africa strategy incl. cooperation with the African Union, etc.

The controller will transfer your personal data based on:

 

The transfer is necessary for the performance of the agreement to use the Speech Repository between DG Interpretation and the data subjects in universities in third countries  or the international organisation.  In addition, the data subject has explicitly consented to the proposed transfer, after having been informed of the possible risks of such transfers for the data subject due to the absence of an adequacy decision and appropriate safeguards

 

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.

  1. Contact information
  • 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, scic-speech-repository@ec.europa.eu.

  • 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.

  1. 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: http://ec.europa.eu/dpo-register.

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC00349

 

 

 

 

[1] Only visible to registered users of My Speech Repository

[2] See data processing notification DPO-839.4 Identity & Access Management Service (IAMS) at http://ec.europa.eu/dpo-register and 'EU Login' Privacy Statement

[3] Decision C(2019)1655

[4] COM (2008)566

[5] COM (2005)596