Privatsphäre in den EU-Organen

Opinion of 9 June 2008 on a notification for prior checking regarding the selection and management of interim staff at JRC (Case 2008-139)
Management Support Units of each of the Institutes/Directorates of the JRC that use interims collect and further process information about potential candidates to interim positions for the purposes of selecting the most suitable candidates. The EDPS Opinion suggests that JRC, among others should, (a) replace the collection of certificates of good conduct by other tools that demonstrate the prior criminal behaviour (criminal records, for example) (b) ensure that applicants have access to their evaluation data including the assessment notes concerning them drafted by the selection committee and Human Resources staff of the relevant Management Units.

Avis du 29 mai 2008 sur la notification d'un contrôle préalable à propos du dossier de l'attribution et la réservation de places de parking aux personnes à mobilité réduite (PMR) (Dossier 2007-753)
Le traitement a pour finalité de mettre en place une procédure pour octroyer des places de parking aux PMR afin de faciliter l'accès des PMR aux bâtiments du SGC et d'assurer la sécurité et le bien-être des PMR au travail. Le traitement sera effectué par le service de prévention du Secrétariat Général du Conseil.

D'après la procédure, des données à la fois administratives et relatives à la santé seront collectées, notamment le nom du demandeur PMR, le prénom, le numéro de matricule, la dénomination du bâtiment, l'avis médical du médecin-conseil du service médical du Conseil (autorisation temporaire, autorisation permanente ou refus), la localisation d'emplacement, le numéro d'immatriculation éventuellement (sur consentement de la personne concernée), la date d'octroi et la fin d'attribution.

L'attribution d'une place ne sera octroyée à la PMR que sur base d'un examen médical par le service médical du Conseil. Des données relatives à la santé seront ainsi traitées dans le cadre du traitement. C'est pourquoi, ce traitement entre dans le champ d'application de la procédure de contrôle préalable sur la base de l'article 27.2.a) du règlement 45/2001.

Dans le cadre de ses recommandations, le CEPD a notamment souligné que le Conseil rappelle à toute l'équipe du service de prévention de traiter les données relatives à la santé à la lumière des principes de la confidentialité médicale et qu'elle est soumise à une obligation de secret professionnel équivalente à d'un praticien de la santé. En outre, il a été recommandé que l'ensemble des informations contenues dans les articles 11 et 12 du règlement 45/2001, tant obligatoires que facultatives, soit l'objet de la Communication au personnel relative au traitement en l'espèce qui sera disponible, d'après la pratique habituelle sur le site intranet du Conseil. La Décision du Conseil du 13 septembre 2004 devra également être mentionnée dans la dite Communication.

Opinion of 26 May 2008 on a notification for prior checking on assignment of ALER flats to statutory staff of JRC Ispra and the European School in Varese (Case 2008-144)
The purpose of processing is to attribute free ALER flat to statutory staff of JRC Ispra site and the dependants of the European School in Varese taking into consideration new arrivals, family size and social aspects (such as a family with a handicap person in charge).

The attribution procedure is the following:

• publication of free ALER (Azienda Lombarda per l'edilizia residenziale provincia di Varese) flats;
• collection of applications;
• preparation of evaluation sheets;
• convocation of the Joint Housing Committee (CPA);
• decision on basis of neutralised (without name) tables of evaluation. The evaluation is based on the attribution criteria listed in the file "Scheda individuale per assegnazioni alloggi";
• after the selection (decision of the Joint Housing Committee) the candidates are informed by post sealed in a closed envelope either by internal post to JRC staff in Ispra or by registered letter to European school staff;
• ALER is informed about attribution of apartments to the respective candidates, the name, the work-address (JRC or European school) and the work-place phone number are indicated in order to protect the information about their private address.

Opinion of 23 May 2008 on a notification for prior checking regarding the processing operations on personal data concerning "JRC-IRMM Childcare Facility (Crèche) in Geel" (Case 2008-152)
The purpose of the Childcare Facility ("crèche") of the Institute for Reference Materials and Measurements is to ensure that staff arriving in Geel, often far from their place of origin, have easy access to day-care facilities for young children. The purpose of the processing of personal data is to calculate the financial contribution to be paid by the parents of children enrolled at the Childcare Facility each month and to know whom to contact in case of an emergency.

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 the data protection aspects in the contract between the controller and the processor, the status of medical data, as well as the information to be provided to the data subjects (parents, contact persons).

Opinion of 20 May 2008 on a notification for prior checking on the evaluation of staff's capacity to work in a third language (Case 2008-159)
EMCDDA is engaged in the processing of personal data of its staff for the purposes of evaluating their capacity to work in a third language in the context of the application of Article 45.2 of the Staff Regulations.

The EDPS prior check suggests that EMCDDA carries out various measures to ensure the full implementation of Regulation (EC) No 45/2001, including

• Anonymising the data that will be used for statistical purposes during the first year of storage.
• Ensuring that a contract is signed between EMCDDA and the contractor that organises language courses pursuant to which the contractor undertakes, among others, to adopt appropriate technical and organisational security measures to protect the personal data received from EMCDDA.
• Ensure that staff concerned have access to the data held by the contractor, mainly the results of the language tests.
• Amend the privacy policy.