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Data protection

Data protection

Parent's note

DEFREN

Privacy statement

Articles 15 and 16 of Regulation (EU) 2018/1725 of the European Parliament and the Council of 23 October 2018 apply to the processing of personal data carried out by the European Parliament.

Who processes your personal data?

  • The data controller1 is the European Parliament, more specifically the Working Time and Childcare Facilities Unit in the Directorate-General for Personnel, represented by the head of unit.
  • The Brussels crèche service only processes registration requests for the Wayenberg crèche, and the Luxembourg crèche service only processes registration requests for the CPE 2 and CPE 5 crèches as well as for the Cigognes family room.
  • You can contact the controller at creches.bruxelles@europarl.europa.eu for staff in Brussels and perslux-Creche@europarl.europa.eu for staff in Luxembourg and Strasbourg.

For what purpose are your personal data being processed?

Your personal data are processed in connection with an application for admission to a crèche or family room for which the European Parliament is responsible.

What is the legal basis for the processing?

Legal basis for the processing:

Luxembourg site:

  • Interinstitutional rules on the Early Childhood Centre

Brussels site:

  • Rules on the crèches and nursery sections
  • Medical Rules
  • Rules on the family room in Brussels (day-care centre)

Strasbourg site:

  • Rules on the family room in Strasbourg (Les Cigognes)

What personal data do we collect and further process?

The communication of certain personal data is mandatory so that the Crèche services of the European Parliament are able to process the application for admission to the crèche:

  • Paying parent information

Surname, first name, personal identification number (NUP), number of dependent child(ren), family situation, home address, private and mobile telephone numbers, employing EU institution, status, contract end date, working time work and percentage of working time, employer's address, professional telephone number, professional email address, professional situation (career, promotions).

Documents: employment contract, payslip, marriage certificate, divorce judgement or any other agreement concerning the custody and care of children, proof of alimony, certificate to prove the family situation (certificate of household composition, judgment divorce, determination of alimony), tax slips, affiliation to a family allowance fund, RIB (bank account details).

  • Spouse/partner information

Surname, first name, personal address, private telephone number and email address, professional situation, employer and professional email address.
Documents: employment contract, payslip.

  • Information on the child(ren) to be registered

Surname, first name, gender, date of birth, main language of the child.
Documents: birth certificate, medical certificate establishing a minimum of 22 weeks of pregnancy, medical rules and authorization for emergency measures (weight, height, diets, state of health, deficits, disabilities, illnesses, surgical interventions, allergies, medicines, vaccines), contact persons in case of emergency.

  • Information on children already enrolled in a crèche of the European Parliament

Surname, first name, date of birth, crèche attended.

  • Information about other dependent children

Surname, first name, date of birth, school attended.

  • Persons authorized to pick up the child

Surname, first name, private and mobile telephone numbers, relationship.

  • Comments and other documents concerning the child or the registration

Any other comments or documents necessary to process the admission request.

How will your personal data be processed?

Your application for admission is processed electronically; your data and documents are archived in a European Parliament database accessible only by the EP crèche services.
The information completed and the documents downloaded online during the admissions application are managed by an encrypted communication protocol (HTTPS), stored in a secured system. 

How long will your personal data be stored for?

The administrative file is retained for up to one year after the child leaves the crèche or up to five years after the departure of the last child enrolled in the crèche. The part concerning the calculation of the parental contribution may be retained until the last contribution due has been paid.

Who are the recipients of your personal data?

The administrative managers, the head of service and the head of unit responsible for the crèche service. The recipients of the medical data are the crèche infirmaries.

Will your personal data be shared with a non-EU country or international organisation?

No. Your personal data will not be shared with a non-EU country or international organisation.

Are any automated processes2 and/or profiling3 used to make decisions which could affect you?

No. When the electronic admission application form is validated by the parent, the file manager of the Crèche Service receives and continues to process the admission application. Applications for admission are processed in order of receipt of files.

If personal data have not been obtained from you, what is their source?

Your personal data can also come from the HRM Portal, the human resources management portal of the European Parliament.

What rights do you have?

You have the following rights:

  • right of access to your personal data;
  • right to rectification of your personal data;
  • where applicable, right to erasure of your personal data;
  • where applicable, right to restriction of processing of your personal data;
  • where applicable, right to object to processing of your personal data;
  • right to contact the European Parliament’s Data Protection Officer at dataprotection@europarl.europa.eu;
  • right to lodge a complaint with the European Data Protection Supervisor at edps@edps.europa.eu;
  • by completing the online form, you have consented to the processing of your personal data for the registration of a child in the European Parliament crèches.

 

 

1 A controller is the public authority, institution or other body which, alone or jointly with others, determines the purposes for and the means by which personal data are to be processed. The controller is represented by the head of the organisational entity concerned.

2 Making a decision solely by automated means and without any human involvement. {For example: internet page where selecting certain options automatically leads to your name being included on mailing lists for a monthly newsletter / using an automated system to mark multiple choice test answers and give a mark on the basis of the number of correct answers.}

3 Profiling analyses aspects of an individual’s personality, behaviour, interests and habits in order to make predictions or decisions about them. Profiling is used to analyse or predict aspects relating to the data subject’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements, etc. {Example: when you use social media tools, data are collected and your user patterns are recorded. These data are then used to make new predictions about you.}