Privacy Statement for CIRCABC service – Global User directory

 

1. The CIRCABC (Communication and Information Resource Centre for Administrations, Businesses and Citizens) service

 

The CIRCABC application is an Internet-based groupware application operated by DIGIT.

The CIRCABC service offers a common virtual space for Workgroups, enabling effective and secure sharing of documents and other information.

CIRCABC site administrators have the responsibility of management of a logical CIRCABC category.

CIRCABC also provides a private workspace for interest groups to collaborate on common objectives and tasks. This workspace is accessible on the Internet via a web interface. Only the members of a specific interest group can access the information and functionalities in the group’s private workspace.

Membership of each group is managed by one or more interest group leaders

The purpose of this privacy notice is to inform users of the CIRCABC service about what personal data might be collected about them when they visit this site, how this information is used, whether and to whom it may be disclosed, and the ways in which users’ privacy is protected.

In addition to the personal information processed by the CIRCABC service itself, there might be personal information being used within interest groups, for example in documents or messages exchanged between members of a specific interest group. Please refer to the privacy statement of the relevant interest group for more information.

Please note that some CIRCABC web pages contain links to other sites whose information practices may be different from those of CIRCABC. The Controller of CIRCABC is not responsible for the privacy practices of any of these other sites. You should be aware of this when you leave the CIRCABC site, and we encourage you to read the privacy statements on other websites you visit, as we have no control over information that is submitted to, or collected by, these third parties.

 

2. What personal information do we collect, for what purpose and through which technical means?

 

The Policy on ‘protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data’ is based on Regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000.

 

2.1. Identification Data in the system

 

For access to most of the information in CIRCABC, you will have to register as a user in one or more Interest Groups. The CIRCABC directory holds personal information, as follows:

·        Mandatory: password, name, first name, postal address, e-mail address and phone. A username will be set up for you and registered whilst you login for the first time.

·        Information you may choose to provide, and which can help the Controller and the managing and supporting teams to have a clearer understanding of the CIRCABC user community as a whole – organisation, title, description, fax number and URL.

This personal information is processed in accordance with the above-mentioned Regulation, and is collected once for the service irrespective of the number of interest groups you are member of.

Please note that we collect no personal information about you when you visit a public interest group unless you choose to provide that information.

For officials of the European Commission, the login is based on the European Commission’s Authentication Service and its Central User Directory and it is not necessary to register.

The main objectives of the data collection are to manage access rights and for purposes of the Service. For statistical purposes and in order to improve the service, further processing is executed based on data that has been rendered anonymous.

Any information you provide to CIRCABC will be held securely and your personal details will not be disclosed to third parties.

However during the registration procedure, the user may specify that his details may be made available publicly or to registered users only or not available to any other user.

 

 

2.2 Additional information

 

As a registered user, you may receive ‘notifications’ in order to being alerted when information is added or updated.

 

 

2.3 Purpose
The CIRCABC service offers a common virtual space for Workgroups, enabling effective and secure sharing of documents and other information.

It provides a private workspace for interest groups to collaborate on common objectives and tasks.

The collected individuals' personal data shall only be used for legitimate reasons, i.e. to contact members of this Interest Group.

Therefore processing in a way incompatible with this purpose is illegal:

any further transmission, further publication, further composition of list from individual's personal data, direct marketing and requests for information, which differ from the matters indicated is illegal and liable to applicable legislation.

 


3. Who has access to your information and to whom is it disclosed?  

 

The Controller, Mr Jose MARIN NAVARRO and the teams managing and supporting the CIRCABC Interest Group have access to your data.

Inside an Interest Group and depending on the user’s Access Rights and on the choice made by the user when registering, a registered user may search for Members and/or Contacts in the Interest Group Directory.

CIRCABC site administrators and Interest group leaders can also access to the global user directory which contains the names of all persons with access to the CIRCABC service.

 

4. How can you verify, modify or delete your information?

 

Registered users have password protected direct web access to their profile and are able to update it, to cancel their registration, or to request to unsubscribe from specific interest groups.

Support is provided to deal with user enquiries or problems and comments can be sent to the interest group leader.

If you want to access or change your personal preferences, login to CIRCABC, click ‘Manage your account' and do the changes.

You have the right to request a copy of your personal details at any time to check the accuracy of the information held, and/or to correct or update this information.

Normally users maintain their own personal data; Interest Group leaders cannot modify it.

 

5. How long do we keep your data?

 

CIRCABC will keep the data in the register as long as the service is operational.

CIRCABC will delete personal information and associated access rights that have not been used for 2 years.

 

 7. Contact information

If you have any question or request concerning your personal information, please contact your Interest Group leader (under the 'Contact information') or

 

The CIRCABC help desk or the management and support team at:

E-Mail: DIGIT-CIRCABC-SUPPORT@ec.europa.eu

 

8. Recourse

Complaints, in case of conflict, can be addressed to the European Data Protection Supervisor.