Respect de la vie privée dans les institutions de l'UE

The purpose of the processingis to conduct the yearly internal promotion/regrading exercise for members of staff. At the beginning of each yearly exercise, the lists of the staff members eligible for promotion and regrading are published on the OHIM's Intranet. A database of staff members to whom promotion/regrading points may be awarded is set up containing administrative data synchronised from a human resources module. The database is made accessible for the respective Directors for a limited period of time so that they can attribute the promotion/regrading points. The members of the Management Committee have to agree on a proposal of points to be awarded. An individual notification of the proposed points is sent to the staff members concerned who may lodge an appeal against the notification within ten working days to the Joint Evaluation and Promotion Committee (JEPC). Before the Appointing Authority takes a formal decision concerning promotions, the JEPC shall examine and issue an opinion on the list of candidates for promotion. It shall also issue an opinion on the overall awarding of promotion points. Wherever relevant, it shall formulate recommendations to the Appointing Authority. The final promotion/regrading points are awarded by the Appointing Authority and notified to the staff member concerned. The lists of promoted/regraded staff members are published on OHIM's Intranet.

 

The EDPS examined the procedure and concluded that there is no reason to believe that there is a breach of the provisions of Regulation (EC) 45/2001 provided that certain considerations are taken into account notably that the conservation period be reassessed after the first ten years based on practical experience; the recipients be made aware that they shall process the personal data they receive in the course of the promotions procedure only for that purpose; and that information is provided on categories of data processed, notably in the data base, and the recipients of the data other than the Management Committee and the HRD's Personnel Administration Sector.

In order to ensure the legitimate performance of radiological surveillance and the implementation of fundamental principles governing operational protection of exposed workers the DG TREN Health Protection Cell (DG TREN H4) is processing personal data of staff members who are occupationally exposed to ionising radiation in the course of their work. Under special service contracts, approved laboratories deliver the results of occupational protection monitoring concerning staff members classified as occupationally exposed to ionising radiation.

 

The radiological surveillance and occupational monitoring data are entered manually into the Microsoft ACCESS bases Personal Dosimetry database of DG TREN H4. Data relevant to the personal radiology protection and surveillance are registered in individual radiation pass books. Following an occupational health examination, the medical service of the Commission submits information (yes/no) concerning the individual physical fitness of the staff members.

 

The EDPS delivered a prior checking opinion considering that there is no reason to believe that there is a breach of the provisions of the Regulation provided notably that the right of access and rectification of personal data of the persons concerned is not conditioned to "specific circumstances"; information is provided on the categories of recipients and right to have recourse to EDPS at any time; individuals receive the information listed in Article 12 (privacy statement) before the processing operation is launched; and that the confidentiality and security of communications is guaranteed when information is transferred between subcontractors and the DG TREN-H4, and between DG TREN-H4 and the national competent authorities.