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Data Privacy in FAP | Finance and Administrative Processes Department

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hreflang="fr" data-drupal-link-system-path="node/1148">FR</a></li></ul> </section> </div> </div> </div> </div> </header> <main role="main"> <a id="main-content" tabindex="-1"></a> <div class="container"> <div class="wrapper-center col-md-9 col-sm-12 col-xs-12"> <div class="region region-content"> <div data-drupal-messages-fallback class="hidden"></div> <h1 class="page-header"> <span property="dc:title">Data Privacy in FAP</span> </h1> <article data-history-node-id="1148" about="/data-privacy-fap" typeof="foaf:Document" class="page full clearfix"> <span property="dc:title" content="Data Privacy in FAP" class="hidden"></span> <div class="content"> <div property="content:encoded" class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><table align="center" border="0" cellpadding="0" cellspacing="0" style="width: 100%;"> <tbody> <tr> <td style="width: 87px; background-color: rgb(255, 255, 255); text-align: center; vertical-align: middle;"><img alt="New publication" data-entity-type="file" data-entity-uuid="192e006d-4fdd-4e1e-8298-90280fcb0953" height="76" src="/sites/default/files/inline-images/noun-idea-447434-FFD65B_0.png" width="76" class="align-center" loading="lazy"></td> <td style="width: 521px; background-color: rgb(255, 255, 255); text-align: left; vertical-align: middle;"> <p><em>&nbsp; &nbsp;Updated on 13.11.2024.</em></p> </td> </tr> <tr> <td style="width: 87px; background-color: rgb(255, 255, 255); text-align: center; vertical-align: middle;"><img alt="Questions about Data Privacy" data-entity-type="file" data-entity-uuid="ee6c2b16-ff6e-497a-8b5b-cc54e13ba183" height="82" src="/sites/default/files/inline-images/noun-6767407-676767.png" width="82" class="align-center" loading="lazy"></td> <td style="width: 521px; background-color: rgb(255, 255, 255); text-align: left; vertical-align: middle;">&nbsp; Questions about Data Privacy, contact <a href="https://phonebook.cern.ch/search?q=caroline+laignel">me</a> or the <a href="https://privacy.web.cern.ch/node/511">Office of Data Privacy</a>.</td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="center" border="1" cellpadding="3" cellspacing="3" style="width: 90%;"> <thead> <tr> <th class="text-align-left" scope="col"><span style="font-size:18px;">GENERIC PRIVACY NOTICES</span></th> </tr> </thead> <tbody> </tbody> </table> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td> <p>Roles covered by the generic Privacy Notices:</p> <ul> <li>DAO, DPO, DTO, GAO, SL and GL: <a href="https://cern.service-now.com/service-portal?id=privacy_policy&amp;se=Departmental-Administrative-Activities">PN01519</a>.</li> <li>Departmental Space Manager (DSM): <a href="https://cern.service-now.com/service-portal?id=privacy_policy&amp;se=space-management&amp;notice=DSM">PN01489</a>.</li> </ul> <p>Action covered by the generic Privacy Notices:</p> <ul> <li>Surveys: <a href="https://cern.service-now.com/service-portal?id=privacy_policy&amp;se=online-survey&amp;notice=survey">PN01522</a>.</li> </ul> </td> </tr> </tbody> </table> <p>&nbsp;</p> <p>&nbsp;</p> <table align="center" border="1" cellpadding="3" cellspacing="3" style="width: 90%;"> <thead> <tr> <th class="text-align-left" scope="col"><span style="font-size:18px;">SUB-GROUPS ABOUT DATA PRIVACY</span></th> </tr> </thead> <tbody> </tbody> </table> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td> <p><b>Sub-group “Communication”:&nbsp;</b></p> <ul> <li>Cf the Data Privacy leaflet (<a href="https://indico.cern.ch/category/11222/attachments/2561266/4414702/Leaflet_Data%20Protection_print_FR.pdf">French</a> and <a href="https://indico.cern.ch/category/11222/attachments/2561266/4414699/Leaflet_Data%20Protection_print.pdf">English</a> and PDF attached) originally prepared for Contractors but can be also used as an introduction for Data Privacy.</li> <li> <p>Cf the videos "Privacy in a nutshell":</p> <ul> <li> <p>1st video:&nbsp;“<a href="https://videos.cern.ch/record/2296864" title="https://videos.cern.ch/record/2296864">What is privacy about?</a>”;</p> <p>2nd video:&nbsp;“<a href="https://videos.cern.ch/record/2297430" title="https://videos.cern.ch/record/2297430">Controlling and Processing Services</a>”;</p> <p>3rd video: "<a href="https://home.cern/news/announcement/cern/cerns-office-data-privacy-releases-third-video-its-privacy-nutshell-series">Data subjects</a>".</p> </li> </ul> </li> <li> <p>Posters published on CDS and displayed next to the printers: <a href="https://cds.cern.ch/record/2902360/files/SecurePrint_DataPrivacy.pdf">Data Privacy - Secure printing</a>&nbsp;and <a href="https://cds.cern.ch/record/2911087/files/Use_A_Shredder.pdf">Data Privacy - Use a shredder</a>.</p> </li> </ul> </td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td> <p><b>Sub-group “OC11 impact on the IT applications used at CERN”:&nbsp;</b></p> <p>The main objective of this sub-group is to provide the CERN main IT stakeholders (IT, FAP-BC and SCE) with practical requirements for functionalities supporting OC11 compliance of the concerned services. A survey have been launched in the end of 2023. The replies to the survey were analysed over the summer by the members of the sub-group. The edition of the final report is currently in work and they&nbsp;expect&nbsp;a first draft by the next DPCC meeting.</p> </td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td> <p><b>Sub-group “Privacy by design”:&nbsp;</b></p> <p>The sub-group worked on a training structured in 2 modules, with Module 1 targeting anyone at CERN who processes personal data (mainly acting as data controllers) and Module 2 targeting colleagues who develop software tools/IT processes (mainly acting as data processors). Trainings are available via the CERN Learning Hub:</p> <ul> <li><a href="https://lms.cern.ch/ekp/servlet/ekp?PX=N&amp;TEACHREVIEW=N&amp;PTX=&amp;CID=EKP000044018&amp;TX=FORMAT1&amp;LANGUAGE_TAG=en&amp;DECORATEPAGE=N">Data Privacy by Design and by Default - Module 1</a>;</li> <li><a href="https://lms.cern.ch/ekp/servlet/ekp?PX=N&amp;TEACHREVIEW=N&amp;PTX=&amp;CID=EKP000044042&amp;TX=FORMAT1&amp;LANGUAGE_TAG=en&amp;DECORATEPAGE=N">Data Privacy by Design and by Default - Module 2</a>.</li> </ul> </td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td> <p><b>Sub-group “Retention periods”:&nbsp;</b></p> <p>The procedure “<a href="https://admin-eguide.web.cern.ch/en/procedure/data-retention-guidelines">Data retention guidelines</a>” is available in the Admin e-guide with an Excel <a href="https://cds.cern.ch/record/2789986/files/ListRecommendedRetentionPeriods.xlsx">list with recommended retention periods</a>.</p> </td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td> <p><b>Sub-group “Surveys”:&nbsp;</b></p> <ul> <li>You will find a <a href="https://cds.cern.ch/record/2889229/files/IT_Tools_For_Surveys.pdf">list of IT tools</a> to be used for the creation of surveys.</li> <li>"<a href="https://privacy.web.cern.ch/guide-creating-survey">Guide to creating a survey</a>" on the website of the ODP.</li> </ul> <p style="margin-bottom:11px">You can use the <a href="https://cern.service-now.com/service-portal?id=privacy_policy&amp;se=online-survey&amp;notice=survey" target="_blank">generic Survey privacy notice</a> for your survey carried out with Microsoft Forms or with other standard tools provided by CERN, provided that the target audience of your survey is CERN internal.<br> Included are the identification of the target audience using standard filter criteria, the contact via e-mail and the collection of the replies to the survey incl. the login to the tool.</p> <p>In case the generic privacy notice is not suitable and you don’t have RoPO, you must create a new one covering the invitation, if applicable, and the replies collected through the survey.</p> </td> </tr> </tbody> </table> <p>&nbsp;</p> <table border="1" cellpadding="3" cellspacing="3" style="width: 100%;"> <thead> <tr> <th class="text-align-left" scope="col"><span style="font-size:18px;">PUBLICATION OF NEW GUIDELINES / PROCEDURES / PRIVACY NOTICES</span></th> </tr> </thead> <tbody> </tbody> </table> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td>“<a href="https://admin-eguide.web.cern.ch/en/procedure/handling-requests-data-subjects-exercise-their-rights-guidelines-controlling-services" title="https://admin-eguide.web.cern.ch/en/procedure/handling-requests-data-subjects-exercise-their-rights-guidelines-controlling-services">Handling of requests of Data Subjects to exercise their rights - Guidelines for Controlling Services</a>”.</td> <td style="white-space: nowrap; text-align: center;"><span style="color:black">on the Admin e-guide</span></td> </tr> <tr> <td>“<a href="https://admin-eguide.web.cern.ch/en/procedure/data-privacy-impact-assessment" title="https://admin-eguide.web.cern.ch/en/procedure/data-privacy-impact-assessment">Data Privacy Impact Assessment</a>”.</td> <td class="text-align-center"><span style="color:black">on the Admin e-guide</span></td> </tr> <tr> <td>“<a href="https://admin-eguide.web.cern.ch/en/procedure/privacy-notice" title="https://admin-eguide.web.cern.ch/en/procedure/privacy-notice">Privacy Notice</a>”:<br> A privacy notice (published RoPO) is a document that provides information on the processing activities carried out by a Controlling Service. It describes how the Controlling Service collects, uses, retains and discloses the personal information) are available via ServiceNow under Service Elements’ names. <p>&nbsp;</p> <img alt="PNs vs SNow" data-entity-type="file" data-entity-uuid="25995a6c-bb23-434c-a67a-881164dcfbae" height="245" src="/sites/default/files/inline-images/PNs_vs_SNow.png" width="764" class="align-center" loading="lazy"></td> <td class="text-align-center"><span style="color:black">on the Admin e-guide</span></td> </tr> <tr> <td>“<a href="https://admin-eguide.web.cern.ch/en/procedure/processing-and-controlling-services">Processing and Controlling services</a>”:&nbsp; <p>In practice, the Controlling Service decides what&nbsp;data is to be collected,&nbsp;what will be done with it and why (purpose, legal basis, retention period, transfer etc.). The Processing Service executes the processing operation requested by the Controlling Service and does not take initiative regarding establishing or changing the purposes or means of the processing operation.</p> </td> <td class="text-align-center"><span style="color:black">on the Admin e-guide</span></td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="center" border="1" cellpadding="3" cellspacing="3" style="width: 100%;"> <thead> <tr> <th class="text-align-left" scope="col"><span style="font-size:18px;">USEFUL INFORMATION</span></th> </tr> </thead> <tbody> </tbody> </table> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><strong><span style="color:#2980b9;">Anonymisation and pseudonymisation</span></strong></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;">The ODP published the following information on the <a href="https://privacy.web.cern.ch/anonymisation-and-pseudonymisation">privacy web site</a> together with relevant definitions and FAQ.&nbsp;</p> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><strong><span style="color:#2980b9;">CERNBox</span></strong></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;">It is recommended to use <a href="https://cernbox.cern.ch/" title="https://cernbox.cern.ch/">CERNBox</a> to share personal data. For more information about CERNBox: <a href="https://cernbox.docs.cern.ch">documentation</a>.</p> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><span style="color:#2980b9;"><strong>Controlling and Processing Services</strong></span></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;"><a href="https://privacy.web.cern.ch/controlling-and-processing-services">Controlling and Processing Services</a> via the ODP website.</p> <p style="margin-left:82px;"><a href="https://admin-eguide.web.cern.ch/en/procedure/processing-and-controlling-services">Processing and Controlling Services</a> via the Admin e-guide.</p> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><span style="color:#2980b9;"><strong>Data Sharing and Transfers</strong></span></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;"><a href="https://privacy.web.cern.ch/taxonomy/term/221">Data Sharing and Transfers</a> via the ODP website.</p> <p style="margin-left:82px;">Do not share CVs and other documents containing personal data by emails. Use CERNBox and don't forget to delete the documents / emails once the process is ended.</p> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><span style="color:#2980b9;"><strong>Frequently Asked Questions</strong></span></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;"><a href="https://privacy.web.cern.ch/FAQ">FAQ about OC11</a> on the ODP website.</p> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><strong><span style="color:#2980b9;">Management of attachments</span></strong></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;">When an action is completed (Request or Incident in Service Now, processing of documents containing personal data…), it is recommended to remove attachments containing personal data.</p> <p style="margin-left:82px;"><a href="https://privacy.web.cern.ch/taxonomy/term/240">FAQ on e-mails</a>&nbsp;via the ODP website.</p> <p>&nbsp;</p> <table align="right" border="1" cellpadding="1" cellspacing="1" style="width: 90%;"> <tbody> <tr> <td><strong><span style="color:#2980b9;">Terminology</span></strong></td> </tr> </tbody> </table> <p>&nbsp;</p> <p style="margin-left:82px;"><a href="https://privacy.web.cern.ch/terminology-page">Terminology page</a> on the ODP website.</p> <p>&nbsp;</p> <table align="center" border="1" cellpadding="3" cellspacing="3" style="width: 100%;"> <thead> <tr> <th class="text-align-left" scope="col"><span style="font-size:18px;">WHERE TO FIND</span></th> </tr> </thead> <tbody> </tbody> </table> <table align="right" border="1" cellpadding="1" cellspacing="1" class="Table" style="text-decoration: none; border-collapse: collapse; width: 90%;"> <tbody> <tr> <td colspan="2" style="border-width: 1px; border-style: solid; padding: 0cm 7px; text-align: left; vertical-align: middle;"> <p class="text-align-center"><span style="color:#2980b9;"><strong>Website of CERN's Office of Data Privacy</strong></span></p> </td> <td> <p><a href="https://privacy.web.cern.ch/" title="https://privacy.web.cern.ch/">https://privacy.web.cern.ch/</a></p> </td> </tr> <tr> <td class="text-align-center" colspan="2" style="vertical-align: middle;"><span style="color:#2980b9;"><strong>Admin e-guide and Internal administration</strong></span></td> <td><a href="https://admin-eguide.web.cern.ch/en/administration-interne" title="https://admin-eguide.web.cern.ch/en/administration-interne">Processing of Personal Data</a></td> </tr> <tr> <td class="text-align-center" colspan="2" style="vertical-align: middle; white-space: nowrap;"><span style="color:#2980b9;"><strong>Operational Circular No 11</strong></span></td> <td> <p>“<a href="https://cds.cern.ch/record/2651311/files/Circ_Op_Angl_No11_Rev0.pdf" title="https://cds.cern.ch/record/2651311/files/Circ_Op_Angl_No11_Rev0.pdf">The Processing of Personal Data at CERN</a>” - <a href="https://cds.cern.ch/record/2651311/files/Circ_Op_Angl_annexes.pdf">Annexes</a> and&nbsp;</p> <p>“<a href="https://cds.cern.ch/record/2651311/files/Circ_Op_Fr_Rev0.pdf" title="https://cds.cern.ch/record/2651311/files/Circ_Op_Fr_Rev0.pdf">Traitement des données à caractère personnel au CERN</a>” - <a href="https://cds.cern.ch/record/2651311/files/Circ_Op_Fr_annexes.pdf">Annexes</a>.</p> </td> </tr> <tr> <td class="text-align-center" colspan="2" style="vertical-align: middle;"><span style="color:#2980b9;"><strong>Minutes of the Data Privacy Coordination Committee</strong></span></td> <td><a href="https://indico.cern.ch/category/11222/">Minutes</a>&nbsp;(available only to staff and fellows).</td> </tr> <tr> <td class="text-align-center" colspan="2" style="vertical-align: middle;"><span style="color:#2980b9;"><strong>Data privacy Basics – elearning – 20 mn with a quiz (mandatory)</strong></span></td> <td><a href="https://lms.cern.ch/ekp/servlet/ekp?PX=N&amp;TEACHREVIEW=N&amp;PTX=&amp;CID=EKP000043773&amp;TX=FORMAT1&amp;LANGUAGE_TAG=en&amp;DECORATEPAGE=N">https://lms.cern.ch/ekp/servlet/ekp?PX=N&amp;TEACHREVIEW=N&amp;PTX=&amp;CID=EKP000043773&amp;TX=FORMAT1&amp;LANGUAGE_TAG=en&amp;DECORATEPAGE=N</a></td> </tr> <tr> <td class="text-align-center" colspan="2" style="vertical-align: middle;"><span style="color:#2980b9;"><strong>Respecting Privacy in the processing of personal data at CERN</strong></span></td> <td><a href="https://lms.cern.ch/ekp/servlet/ekp?PX=N&amp;TEACHREVIEW=N&amp;PTX=&amp;CID=EKP000043046&amp;TX=FORMAT1&amp;LANGUAGE_TAG=en&amp;DECORATEPAGE=N">https://lms.cern.ch/ekp/servlet/ekp?PX=N&amp;TEACHREVIEW=N&amp;PTX=&amp;CID=EKP000043046&amp;TX=FORMAT1&amp;LANGUAGE_TAG=en&amp;DECORATEPAGE=N</a></td> </tr> <tr> <td class="text-align-center" colspan="2" style="vertical-align: middle;"><span style="color:#2980b9;"><strong>KBs about Data Privacy Protection</strong></span></td> <td><a href="https://cern.service-now.com/service-portal?id=kb_category&amp;kb_category=93ccabb71b087050f9c6dd318b4bcb22">https://cern.service-now.com/service-portal?id=kb_category&amp;kb_category=93ccabb71b087050f9c6dd318b4bcb22</a></td> </tr> </tbody> </table> <p>&nbsp;</p> <table align="center" border="1" cellpadding="1" cellspacing="1" style="width: 100%;"> <thead> <tr> <th class="text-align-left" scope="col"><span style="font-size:18px;">OTHER DOCUMENTATION</span></th> </tr> </thead> <tbody> </tbody> </table> <ul> <li><a href="https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/">Guide to the UK General Data Protection Regulation (UK GDPR).</a></li> <li><a href="https://www.cnil.fr/en/home">CNIL</a>.</li> <li><a href="https://privacy.web.cern.ch/learn-more-about-data-privacy">Learn more about Data Privacy</a> via the ODP website.</li> </ul> <p>&nbsp;</p> </div> </div> </article> <section id="block-cernoverride-cern-subtheme-fap-block-7" class="block block-block-content block-block-contenta4316220-ff4d-4ec9-ab70-a7049a9420e3 clearfix"> <div class="field field--name-body field--type-text-with-summary field--label-hidden field--item"><div class="content clearfix"><div class="field field-name-body field-type-text-with-summary field-label-hidden"><div class="field-items"><div class="field-item even"> <p>Please sign-in to access all information available.</p><?php $returnUrl = "https://" . $_SERVER['HTTP_HOST'] . url('shib_login') . $_SERVER['REQUEST_URI']; 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