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EDA-DPR-067 - Small Ads

Records and compliance checklist

Under Article 31 of the new Regulation, EUIs have to keep records of their processing operations. This template covers two aspects:

1.Mandatory records under Article 31 of the new rules (recommendation: publicly available)
2.Compliance check and risk screening (internal).

The header and part 1 should be publicly available; part 2 is internal to the EUI. By way of example, column 3 contains a hypothetical record on badges and physical access control in a EUI.
Nr Item Explanation
Header - versioning and reference numbers (recommendation: publicly available)
1. Last update of this record 05-09-2022
2. Reference number EDA-DPR-067 - Small Ads
part 1 - article 31 record (recommendation: publicly available)
3. Name and contact details of controller
European Defence Agency

Rue des Drapiers 17-23
B-1050 Brussels
Belgium
4. Name and contact details of DPO

Head of the Legal Office, Legal Advisor / Data Protection Mr Pedro ROSA PLAZA

dataprotection@eda.europa.eu
5. Name and contact details of joint controller (where applicable)
N/A
6. Name and contact details of processor (where applicable)
N/A
7. Purpose of the processing
It is an internal EDA advertising service for renting, buying, selling and looking for property, goods and services or community activities. The staff's contact data are needed to be able to get in touch about an item advertised.
8. Description of categories of persons whose data EDA processes and list of data categories
Data subjects are EDA staff, including in some cases respective spouses/partners and/or third parties who can include their contact details, such as phone number, e-mail addresses, their home addresses, etc. Besides EDA staff, these can also be contact details of their spouses/ partners or third parties, such as a landlord of an apartment to rent.
9. Time limit for keeping the data
The data should be deleted as soon as ad expires because the goods have been bought, service rendered, etc. and on any account not retained more than a year after publication.
10. Recipients of the data
EDA staff
11. Are there any transfers of personal data to third countries or international organisations? If so, to which ones and with which safeguards?
No
12. General description of security measures, where possible.
The measures implemented in the framework of EDA Office365 (including SharePoint Online) are applicable also in this case, namely firewalls, checkpoints, antivirus, to ensure a level of security appropriate to the risks represented by the processing and the nature of the personal data to be preserved. Such measures have been taken in particular to prevent any unauthorized disclosure or access and to prevent all other unlawful forms of processing.
13. For more information, including how to exercise your rights to access, rectification, object and data portability (where applicable), see the privacy statement
Additional information is available by following the link to privacy statement here.