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ECIS - European Cancer Information System

Privacy Statement

PROTECTION OF YOUR PERSONAL DATA 

This privacy statement provides information about the processing and the protection of your personal data. 

 

Processing operation: Websites and e-services at the JRC - European Cancer Information System (ECIS) private area

Data Controller: European Commission, Directorate General Joint Research Centre (JRC), Directorate F – Health and Food, Unit F1 “Disease Prevention”

Record reference:  DPR-EC-00406 

 

Table of Contents 

  1. Introduction 
  2. Why and how do we process your personal data? 
  3. On what legal ground(s) do we process your personal data? 
  4. Which personal data do we collect and further process? 
  5. How long do we keep your personal data? 
  6. How do we protect and safeguard your personal data? 
  7. Who has access to your personal data and to whom is it disclosed? 
  8. What are your rights and how can you exercise them?  
  9. Contact information 
  10. Where to find more detailed information?  

 

  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 below concerns the processing operation of the “Websites and e-services at the JRC” relating to access and user management for the European Cancer Information System (ECIS) private area (https://ecis.jrc.ec.europa.eu/), managed by the Joint Research Centre, Directorate F – Health and Food, Unit F.1 “Disease Prevention”.
 

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

Purpose of the processing operation: The Joint Research Centre (JRC) collects and uses your personal information to manage the private area of the European Cancer Information System (ECIS) to support cooperation with members of the European population-based cancer registries contributing to the ECIS database. These two restricted-access e-services are used by the same user population and rely on the same categories of personal data for authentication, access management and user administration.

The JRC processes your personal data in order to register and manage users, authenticate access, maintain user accounts, and manage access rights for the restricted-access e-services of the ECIS private area. These e-services are used by the same population of authorised users, namely members of European population-based cancer registries contributing to the ECIS database, as well as relevant JRC administrators.

Users of these e-services may include registry personnel, including directors, data submitters, registry reviewers or validators, and JRC administrators. Authentication is performed through the European Commission Authentication Service (EU Login), and the systems store a limited set of user data locally for account administration, access control and security purposes.

Please note that this privacy statement covers only the processing of personal data for authentication, access and user management activities in these restricted-access e-services. For transparency purposes, separate processing operations relating to the ECIS database, including cancer data and publication-related processing, are described in record DPR-EC-00417.

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

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

We process your personal data because, under Article 5(1)(a) of Regulation (EU) 2018/1725, because the 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.
The basis for the processing has been laid down in the following Union law:

  • Article 8 of the EURATOM Treaty;
  • Commission Decision of 10 April 1996 on the reorganization of the Joint Research Centre;
  • Horizon Europe Programme (Regulation (EU) 2021/695; Council Decision (EU) 2021/764);
  • EU4Health Programme (Regulation (EU) 2021/522).

Registration of data subjects to access the e-services is purely on a voluntary basis.

We do not process special categories of personal data, therefore Article 10 of Regulation (EU) 2018/1725 does not apply.

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

In order to carry out this processing operation, and provide users with access to its e-services, the JRC collects the following categories of personal data:

  • For users: name; surname, e-mail address, cancer registry affiliation, country, and EU Login username, account status (whether active, inactive, etc).
  • For e-services administrators: name, surname, affiliation, EU login username and e-mail address. 

These personal data are obtained through user registration and access management processes, including data made available through EU Login and data stored locally by the systems for user administration and security purposes. More information on the processing activities related to EU Login is available on record DPR-EC-03187.

The e-services may collect the following additional data about each user: 

  • Access logs and related security log data.

Cookies are managed according to the Commission corporate policy. More information on the processing of personal data for websites managed by the European Commission (e.g. cookies, IP address and device ID) is available in the record DPR-EC-00083 and at the following link: https://commission.europa.eu/privacy-policy-websites-managed-european-c….  

The provision of your personal data is needed in order to grant you access to the specific e-services provided by the JRC for the ECIS private area.

  1. How long do we keep your personal data?  

The JRC only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for registration, authentication, access management and administration of the e-services. In particular: 

  • Personal data kept by the JRC e-services for users: deleted if they are no longer needed and, in any case, at the latest after 2 years of continuous inactivity or upon email request to the Data Operation Controller. The JRC also carries out periodic review of user accounts to ensure that access remains limited to persons whose role is still relevant. In practice, user accounts are reviewed annually and accounts that are no longer necessary are deleted.
  • Personal data of e-services administrators: kept for the time the data subject will be working as administrator. Personal data will be deleted when they will no longer work on these activities/under this specific role. 
  • Security data/Log files, Internet Protocol (IP) address: stored for a maximum of 6 months. In the context of investigations related to security incidents, personal data could be further processed following record DPR-EC-02886 - DIGIT IT security operations and services, where a different retention period applies. 

Time limits of the retention of data in the EU Login authentication service are defined in the related data protection record DPR-EC-03187. 

  1. 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.

The Commission’s contractors are bound by a specific contractual clause for any processing operations of your data on behalf of the Commission, and by the confidentiality obligations deriving from the transposition of the General Data Protection Regulation in the EU Member States (‘GDPR’ Regulation (EU) 2016/679).

In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. 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.

  1. Who has access to your personal data and to whom are they 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 are bound by statutory and, where required, additional confidentiality obligations.

In particular,  authorised staff of JRC Unit F.1 involved in the administration of the ECIS private area will have access to all personal data processed for user management activities and for the provision of the e-services, in accordance with the “need to know” principle. 

In case of a security incident, security data/log files, Internet protocol (IP) address may be shared with the JRC Local Information Security Officer (LISO) and the Commission departments responsible for the security of information systems, DIGIT.S and HR.DS (DPR-EC-02886 - DIGIT IT security operations and services).

The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.

  1. 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, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and 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) of Regulation (EU) 2018/1725 on grounds relating to your particular situation. 

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. 

  1. Contact information 
  • The Data Operational 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, Joint Research Centre, Directorate F – Health and Food, Unit F.1 “Disease Prevention”, at: JRC-ENCR@ec.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.

  1. 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-00406

For more information on the ECIS data processing activities related to the processing of health data of cancer patients that are part of the cancer burden indicators in ECIS, please consult record DPR-EC-00417.