Opinion of 29 September 2009 on a notification for prior checking concerning the "Security Support System" (Case 2009-225)
The collection of data in the Security Support System has the purpose to provide support to missions outside the three places of work of the EP in case of medical emergencies. The information is provided by the data subject on a voluntary basis. Data will only be used in emergency situations and only given to local health staff if needed.
Opinion of 13 June 2008 on the notification for prior checking regarding the Skills database (Case 2008-192)
This database contains career data on staff covering professional experience in and before joining the EP. The skills database constitutes an electronic processing operation that facilitates Human Resources management in mobility, careers advice, specialised staff search, filling vacant posts and planning competitions.
Some of the information contained in the database is entered by the data subject him or herself, some other elements are derived from other databases maintained by DG Personnel, such as STREAMLINE (Management of the recruitment, career, training, individual entitlements and reimbursement of expenses - e.g. missions - of staff), RAPNOT (Evaluation), and FORPRO (European Parliament training management, the data extracted from it comprising the list of training courses completed).
Opinion of 5 December 2008 on a notification for prior checking concerning the evaluation of interpreters (Case 2008-578)
The present case deals with the ad hoc evaluation of interpreters at the EP during a given period of time to ensure the quality of the service. The data processing operations are carried out by personnel of the Interpretation Directorate. In his opinion, the EDPS concluded that the EP has substantially followed all the principles of the Regulation. Nevertheless the EDPS recommended, among others, that the EP:
Opinion of 3 July 2009 on a notification for prior checking on the processing of personal data in the hearings of the Commissioners-designate (Case 2009-0332)
On 3 July 2009, the EDPS issued a prior checking opinion focusing on the processing of personal data in the hearings at the European Parliament of the Commissioners-designate.
During the hearings, the appropriate committee or committees shall invite the Commissioner-designate to make a statement and answer questions. The hearings shall be organised in such a way as to enable Commissioners-designate to disclose to Parliament all relevant information. All hearings will be web-streamed on the website of the EP. An indexed video recording of the hearings shall be made available for the public record within twenty-four hours. All CVs and additional documents will be part of the meeting documents of the committee and published on the EP website and available in the meeting room. The period of conservation of the data is five years. The data are subsequently transmitted to the central archives (CARDOC) for indefinite conservation.
In his opinion, the EDPS underlined that data could be kept after the initial conservation period for historical purposes, but that there should be a selection and verification process on the basis of criteria determined at an institutional level so as to only retain data of historical value. Appropriate safeguards must be put into place to ensure that the data kept on the basis of their historical value are not processed for any other purposes or used in support of measures or decisions regarding a particular individual. As for data which, after selection, are not considered as of historical value, they may only be stored for longer than the initial 5 year period of retention, if they are made anonymous or, if this is not possible, with the identity of the data subjects encrypted. Furthermore, although the Commissioners-designate are probably aware of the public nature of the data provided and the fact that the hearings will be made public notably through web-streaming, in order to ensure fairness of the processing further information could be provided on this in the Privacy statement. The EDPS also invited the Parliament to ensure that the integrity of the data transmitted from the Council is respected.
Opinion of 8 May 2009 on a notification for prior checking regarding the processing operation "TFlow" and "PROFIL" (Case 2009-069)
This notification covers two linked applications (TFlow and PROFIL).
The purpose of the processing is the management of workload in the translation units of the European Parliament. Moreover, while the primary purpose of the use of the data is for allocation and practical workflow management, including assessing workload and capacity, the notification states that the data may be taken into account for staff assessment and appraisal purposes.
Opinion of 16 March 2010 on a notification for Prior Checking concerning "Manual filing of disability-related documents of visitors" (Case 2009-564)
The collection by the European Parliament of evidence of disability of visitors was submitted to the EDPS for prior checking. The data processing allows the European Parliament to assess visitors' entitlement to an additional subsidy based on disability and to allow for specific arrangements to be made for their visit. In respect of the sensitive nature of the data collected, the EDPS made a few recommendations including the need to (i) provide clear information to visitors that the provision of information on their disability is voluntary, (ii) only retain personal data and evidence relating to disability in one place and for the time necessary until budgetary discharge, and (iii) adopt a data protection notice compliant with Articles 11 and 12 of the Regulation that adequately informs the data subjects of the data processing and of their rights thereto.