Publications Office of the EU
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Privacy statement: Unified Production Platform (UPP)

Protection of your personal data
This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: Requests for publishing services for general publications
Data Controller:Publications Office of the European Union, Directorate B, "Publications Production Services"
Record reference: DPR-EC-00424

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 Requests for publishing services for general publications undertaken by Directorate B, "Production of Publications", of the Publications Office of the European Union, is presented below.

2. Why and how do we process your personal data?

Purpose of the processing operation: Directorate B, "Production of Publications", of the Publications Office maintains the Author portal of the Unified Production Platform (UPP) which allows the services of the EU institutions, bodies and agencies to submit requests for publishing services for general publications to the Publications Office or use the collaborative planning tool which enables the coordination of future publications at local (within a DG) and corporate levels. As a user of the Author portal of UPP you can choose to use the collaborative planning tool by ticking a box, which expresses your consent with this part of the processing.

We collect your personal data when you create a user profile in UPP and when you use the Author portal to submit a request to the Author portal of UPP and/or insert a planned publication in the collaborative planning tool. We use this personal data for the purpose of responding to and managing publication requests and invoicing the author services, to assure that a request is in line with the requesting DG/institution’s publications policy, and to coordinate the planning of publications among the participating Commission DGs, EU institutions and bodies.

In the case you have in the past also used DemPubWeb, the technical predecessor to the UPP Author portal, we retain your personal data together with the relevant requests for publishing services, for reference reasons. This information is accessible to you for your reference in DemPubWeb, in read-only mode. The retention period stated in section 5 below applies.

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

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

We process your personal data, because:

- 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;

and

- when requesting a user profile for UPP, and again when entering your personal data in the Author portal request form, you as the data subject give your consent to the processing of your personal data for these purposes.

Additional legal basis:

Decision 2009/496/EC, Euratom of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee and the Committee of the Regions of 26 June 2009 on the organisation and operation of the Publications Office of the European Union

4. Which personal data do we collect and further process?

In order to carry out this processing operation Directorate B, "Production of Publications", of the Publications Office collects the following categories of personal data:

Request responsible, Project responsible and Financial contact, Plan initiator and Plan coordinator (may be identical):

  • obligatory: first name, family name, email address, telephone number, EU institution, agency or body (automatically retrieved from EU Login and not editable)
  • optional for Plan initiator and Plan coordinator: additional email and unit.

The provision of personal data is mandatory in order to maintain a user profile in the UPP Author portal and to have requests for publising services processed by the Publications Office.

5. How long do we keep your personal data?

Directorate B, "Production of Publications", of the Publications Office only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for 10 years from the closure of the project. This also applies to legacy data originally registered in DemPubWeb, the technical predecessor to the UPP Author portal, which is accessible to users on a read-only basis for reference purposes.

6. 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 on the servers of the European Commission. 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.

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.

7. 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.

8. 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, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or 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).

You have consented to provide your personal data to Directorate B, "Production of Publications", of the Publications Office for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

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.

9. 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, Directorate B, "Production of Publications", of the Publications Office, info@publications.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.

10. 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-00424.