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Speech Repository

Privacy statement

PROTECTION OF YOUR PERSONAL DATA

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

Processing operation: TheSpeech Repository – online distance learning tool for non-commercial purposes only, allowing interpretation students and professional interpreters to practise and improve interpretation skills.

Data Controller:DG Interpretation, Unit SCIC.B.1 

Record reference:  DPR-EC-00349

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 dataand 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 DG Interpretation’s online distance learning tool, allowing interpretation students and professional interpreters to practise and improve interpretation skills, is presented below.

  1. 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 open access to a wide range of video material in streaming mode only - no personal data of speakers is available in this part; and “My Speech Repository”, a restricted part of the tool, with additional functionalities, which requires registration through EU Login (The European Commission's users authentication system).

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

  • For speakers: full name, function and organisation represented (visible only to registered users of “My Speech Repository”) [1], audio-visual recording of the speech, email address, transcript of the speech (if available).
  • For registered users:  full name, email address, name of the university/organisation they belong to.  Registered users can make recordings of their interpreted speeches, which are stored on DG Interpretation’s servers and available on their private page of “My Speech Repository”.  In order to access the “My Speech Repository” page, registered users should have an EU Login[2].

The sources of speeches are:

  • Public speeches or extract of public speeches:

(a) from Commission events (including seminars, press conferences, conferences or meetings) which have been originally recorded for webstreaming purposes. The speech is available on the internet and the speaker can watch it subsequently if he/she wishes. Conference organisers are obliged to inform participants and speakers should they request for a conference to be web-streamed and they should mention it in the privacy statement specific to the meeting in question;

(b) from National Parliaments, other European or International Institutions such as the European Parliament, or other Organisations such as Universities. If appropriate, DG SCIC has received an authorisation from the organisation in question. In this authorisation, the organisation agrees that speeches provided can be used for training purposes; or

  • Speeches recorded specifically for the Speech Repository by internal (staff interpreters) or external speakers (ACI (accredited Conference Interpreting Agents, also called free-lance interpreters), university trainers). Those speakers have been invited and signed a form to note if their speech should be made publicly available or restricted to the area "My Speech Repository".

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 requests that his/her speech should only be made available in My Speech Repository, which is accessible only to registered users.

Before being made available to users, speeches are evaluated by experienced staff interpreters on the basis of different criteria – such as level of difficulty, type of accent (where applicable), type of use in training (simultaneous or consecutive interpretation).  Users can search for speeches according to following criteria: language, difficulty level, domain, type of use in training, video identifier.

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

We process your personal data, because:

  1. 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 (pursuant to Art. 5.1(a) of Regulation (EU) 2018/1725).

The basis for the processing referred to in point (a) of the paragraph 1 has been laid down in the following Union law:

Regulation 1 of 1958 determines the official languages of the EEC, plus subsequent additions. Art 55 of Lisbon Treaty lists EU official languages. According to its mission statement, DG Interpretation (SCIC)'s role is to make possible multi-lingual communication, which is at the core of Community decision making by providing quality interpretation in meetings arranged by the Commission and the other Institutions served by DG SCIC.

The Communication 'A new framework strategy for multilingualism' COM(2005)596 (22/11/2005) outlines in p.14 that the Commission will 'continue to offer universities grants and teaching assistance in the field of conference interpreting, help develop distance learning tools and fund student bursaries and training visits'.

Reasons supporting the lawfulness of the data:

In its annual work programme on financial support for training in conference interpreting, which is submitted since 2007 each year to the Commission for approval, it is stated that 'as a provider of an inter-institutional service, DG Interpretation's mission is to ensure that a sufficient number of qualified conference interpreters are available to enable the Community institutions to function properly.' This is achieved by: ‘promoting quality and linguistic diversity in the teaching of interpreting in the official languages of the EU, including the less widely used languages, the languages of the candidate countries, and the languages of non-EU countries, where justified by current or future needs' (p.6, last Commission Decision C(2010)1616/1 of 22/03/2010).

Article 27.4 of the Financial Regulation to assess the impact of this tool.

  1. 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:

  • For speakers: full name, function and organisation represented (visible only to registered users of “My Speech Repository”) [1], audio-visual recording of the speech, email address, transcript of the speech (if available).
  • For registered users:  full name, email address, name of the university/organisation they belong to.  Registered users can make recordings of their interpreted speeches, which are stored on DG Interpretation’s servers and available on their private page of “My Speech Repository”.  In order to access the “My Speech Repository” page, registered users should have an EU Login[2]

 

 

The provision of personal data is mandatory to meet a statutory requirement, that is, in particular, to allow for the good management of content (speeches) and of the restricted part of the Speech Repository (i.e. “My Speech Repository”).  If you do not provide your personal data, possible consequences are: (a) for speakers: that your speech will not be published, and (b) for users otherwise entitled to have access to “My Speech Repository” (i.e. active students at universities which have been granted access; members of staff of a public body with an officially granted access; staff interpreters or ACIs (accredited Conference Interpreting Agents, also called free-lance interpreters) working for one of the EU institutions): you will not be able to access “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 as long as the audio-visual material is kept in the system, i.e. as long as needed for educational purposes and the normal functioning of the system.

By default, registered users receive access to “My Speech Repository” for one year.  The contact person responsible for granting/revoking access at a respective institution (i.e. the delegate) can extend this deadline. Six months after the expiry date of an account, all data relating to that account is deleted from the system. The same applies to delegates’ accounts.

Upon request by a data subject, data are deleted: DG Interpretation sends a holding reply within 15 days and the final answer within 15 more days.

  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 Commission or of its contractors.  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. 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.

Access rights are managed by DG Interpretation authorised staff (SCIC.B.1) and in partnership with the contact person (delegate) in universities/international organisations tasked with managing access rights to My Speech Repository for the registered users in their respective institution:

  • Administrators of the Speech Repository (dedicated staff in SCIC.B.1) have access to first name, last name, email address of all registered users;
  • Delegates have access to first name, last name, email address of users of their respective organisation requesting access to “My Speech Repository”;
  • Registered users of "My Speech Repository" have access to: a) the first name and last name of the speaker of the speech and b) the user name of other users (only if these have communicated them previously to this user). Knowing the user name is needed to send friendship requests and requests for recording interpretations or for receiving feedback.

Registered users of "My Speech Repository" are:

  • DG SCIC staff interpreters;
  • staff interpreters working in other EU Institutions;
  • ACIs (accredited Conference Interpreting Agents, also called free-lance interpreters) working for the EU Institutions;
  • staff interpreters working in other international organisations with granted access to the tool;
  • staff from public authorities and other international institutions which train interpreters, and with whom DG SCIC cooperates;
  • trainers and trainee interpreters from universities which train interpreters and with whom DG SCIC cooperates.

In addition, employees of the external contractor in charge of the maintenance of the tool (i.e. project manager, developers) have access to first name, last name, email address of all registered users.

  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.

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-EC-00349.

 

 

 

 

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

[2] See data processing notification DPO-EC-03187 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

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