Privacy in the EU Institutions

Réponse à une notification de contrôle préalable concernant la création et la gestion des dossiers personnels (Dossier 2008-197)

Opinion of 28 March 2008 on the notification for prior checking regarding the case "Authorisations to give evidence in court" (Case 2007-721)

Opinion of 21 April 2008 on a notification for prior checking regarding the "Administration of JRC Ispra childcare facilities (crèche / garderie) (Case 2007-544)
The primary purpose of the processing is to admit children to the JRC Ispra Childcare Facilities, i.e. to the Crèche, the Garderie, the "Special Holidays" Garderie and the Halte-Garderie. The secondary purposes of the processing include the verification of the presence of the children, their medical surveillance, as well as the verification of the identity of persons authorised to collect the children.
The EDPS recommendations provided in this opinion aim to ensure the full compliance of the processing with Regulation 45/2001 and concern, in particular, the storage periods, as well as the information to be provided to the data subjects.

Opinion of 14 April 2008 on a notification for prior checking concerning the "Family leave / Compel personnel database / Electronic document management system (EDMS)" (Case 2007-498)
Health-related personal data of family members are being processed in connection with family leave that can be granted upon application in case of medically certified serious illness or handicap of certain family relatives.
The respective medical certificates are being validated by the EMEA Personnel & Budget Sector staff and/or may be reviewed by an UK based external medical contractor.
The EDPS recommendations provided in this opinion aim to ensure the full compliance of the processing with Regulation 45/2001 and concern, in particular, data transfers, the modalities of exercise of rights of access and rectification, as well as the information to be provided to the data subjects.

Opinion of 14 April 2008 on a notification for prior checking on the annual appraisal procedure (Case 2007-403)
The Community Plant Variety Office conducts an appraisal procedure every calendar year for each CPVO staff member concerned. The procedure is aimed at evaluating the staff members efficiency, abilities and conduct in service, identify training needs and is used as a career development tool which justifies the submission of the procedure to prior checking by the EDPS under Article 27 (2) (b) of Regulation 45/2001. The EDPS recommendations to be implemented by the CPVO includes, inter alia,
i) Adopt rules on retention of evaluation reports;
ii) Ensure that recipients are made aware that they shall process personal data only for the purposes they were transmitted for;
iii) Ensure that more specific and accurate information is provided to data subjects regarding the data transfer, right of data subjects, the right of recourse to EDPS and the data retention. The "CPVO appraisal guide" should therefore be amended.