European Union Intellectual Property Office Trade Marks and Designs DATA PROTECTION REGISTER DATA PROTECTION REGISTER Last Updated: 15/09/2021 Page 1 of 599 European Union Intellectual Property Office Trade Marks and Designs Disclaimer This document contains EUIPO's central register of records of the personal data processing activities established in accordance with Article 31.5 of 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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC. This central register is made available to the public as provided by Article 31.5 of Regulation (EU) 2018/1725 for reasons of transparency. This document will be updated regularly in accordance with the implementation of Regulation (EU) 2018/1725 within EUIPO. Our goal is to keep this information accurate and up to date. Nevertheless, please note that this document is presently under revision due to the requirements of the Regulation (EU) 2018/1725 which imposes changes, in terms of the content and format of the records. Apologies for any inconvenience this may cause. Reproduction is authorised, except for commercial purposes, provided that the source and non-authentic character are acknowledged and that it is mentioned that the information has been provided free of charge. Any request concerning the EUIPO's register may be addressed directly to EUIPO's Data Protection Officer ([email protected]). DATA PROTECTION REGISTER Last Updated: 15/09/2021 Page 2 of 599 European Union Intellectual Property Office Trade Marks and Designs Short list of notifications of processing operations of personal data DPR-2007-020 Privacy Statement on the processing of personal data in the procedure of Archiving of Physical Files DPR-2017-011 Intune Mobile Device Management Tool DPR-2017-037 Management of personal data in the Pan-European Seal Talent Bank DPR-2018-001 EUIPO Ex Ante and Internal Quality Checks (trade marks and designs) DPR-2018-003 Office 365 DPR-2018-004 Management of personal data of EUIPO ALP users DPR-2018-006 VIP Visitor Access Request DPR-2018-007 Immediate Feedback or other forms of surveys DPR-2018-009 Observatory networks and the related networking activities DPR-2018-010 Management of Reprography Services in EUIPO DPR-2018-011 Control of Health and Safety (H&S) documentation DPR-2018-012 Departmental registers of activity DPR-2018-013 Social Assistance DPR-2018-014 Social Financial Aid DPR-2018-016 Processing operations of personal data in the general HR Database DPR-2018-020 Monitoring of Absence from Work due to Sickness or Accident - Medical Control Visit/Examination DPR-2018-021 Invalidity Committee procedure DPR-2018-023 Processing of personal data on “Safety to speak up within the EUIPO” - follow up activities related to the Staff Satisfaction Survey 2018. DPR-2018-024 Food safety trainings of external resources in EUIPO DPR-2018-025 Preparation and transmission of BoA files to the General Court and the Court of Justice DPR-2018-026 Issuance of the Laissez Passer (LP) of the European Union (EULP) - Travel document DPR-2018-027 Management of EUIPOFIT activities DPR-2018-029 Access management in EUIPO DPR-2018-030 Mass notification system DPR-2018-031 Teleworkers´ occupational risk assessment DPR-2018-032 Organisation of the access of EUIPO staff/external resources to Sabadell´s and European Commission´s premises. DPR-2018-033 Investigation of H&S accidents/incidents DPR-2018-034 Occupational Risk Prevention trainings DPR-2018-035 Processing personal data of EUIPO’s staff members for the promotion/ reclassification exercise including promotion /reclassification /unblocking of top grades DPR-2018-036 Processing personal data within the framework of Calls for Talent DPR-2018-037 Processing personal data within the framework of Structural Teleworking at EUIPO DPR-2018-038 Processing of personal data within the framework of Working Time Management, Flexitime and Leave DPR-2018-039 Individual Medical Files DPR-2018-040 Processing personal data within the framework of the management and consultation of the personal file DPR-2018-041 EUIPO Car park management DPR-2018-042 Processing of personal data within the framework of the Certification Procedure DPR-2018-043 Remunerations – (payments / recovery of overpayments / retentions) DPR-2018-044 IBD training map DPR-2018-045 Monitoring of CSS annual objectives DPR-2018-046 Compliance with EUIPO´s Guidelines on management of external resources’ DPR-2018-048 Mail and parcels distribution DPR-2018-049 Management of TM & Design paper documentation (TM & Design archive and TM & D Reprography). DPR-2018-050 Confidential destruction of documents DPR-2018-051 Record on data procession in the context of the Observatory Studies DPR-2018-053 Processing personal data within the framework of Mobility procedures at EUIPO DATA PROTECTION REGISTER Last Updated: 15/09/2021 Page 3 of 599 European Union Intellectual Property Office Trade Marks and Designs DPR-2018-054 Processing personal data (including externalisation tasks) DPR-2018-055 Pre-selection, selection and recruitment procedures DPR-2018-056 Processing of personal data within the framework of the Seat Agreement between EUIPO and the Ministry of Foreign Affairs, European Union and Cooperation (MAEC) DPR-2018-058 GetResponse Tool DPR-2018-059 Processing personal data in the follow-up on individual production procedures DPR-2018-060 Processing personal data in procurement and grant procedures DPR-2018-061 Reimbursement of expenses related to language stays for dependent children of EUIPO’s staff members. DPR-2018-062 Processing personal data in the context of the Orphan Works database DPR-2018-066 Machine Translation service for the Office’s IP Case Law DPR-2018-067 Mail management services DPR-2018-068 Events Platform DPR-2018-071 Management of User Interactions DPR-2018-072 Administrative lists/ excel tables regarding task allocation and distribution (in particular Registry Task Distribution List; List of currently pending tasks; List regarding the Quality Reading Team organization) DPR-2018-073 Mediation and other effective dispute resolution (EDR) services provided by the BoA in inter partes cases DPR-2018-074 Processing operations of personal data within the framework of the secondment of National Experts to EUIPO - SNE’s DPR-2018-075 Management of backups of data contained in EUIPO systems DPR-2018-076 Management of personal data in the Business Continuity Plan DPR-2018-077 Management of Communication Correspondents Network DPR-2018-078 Data processing in the Persons Module (PER) of the Office´s Database DPR-2018-079 Processing personal data within the framework of the Mentoring Programme. DPR-2018-080 Publication of a list containing personal data referring to specific decisions concerning the administrative status of statutory staff (officials, temporary and contract agents) - Article 25 of the SR and Articles 11 and 81 of the CEOS DPR-2018-082 Management of faxes DPR-2018-083 Usage of user names and emails into Clarity DPR-2018-086 General Media and Broadcaster contact details DPR-2018-087 Processing of personal data on Missions DPR-2018-089 Coordination of The Communication Correspondents’ Network (CoCoNet) DPR-2018-090 Processing of personal data in the area of Staff Evaluation DPR-2018-091 Activities during school holidays for dependent children of EUIPO’s statutory staff members - Farm school. DPR-2018-092 Organisation of meetings and events by Communication Service DPR-2018-095 EXAMINATION TOOLS DPR-2018-097 Speakers of training and learning activities organised by the Academy DPR-2018-098 Academy Network DPR-2018-099 Training and learning activities organised by the Academy for EUIPO staff DPR-2018-100 SIP Card - Regional Public Health Care System - Spain DPR-2018-101 Recording and photographing DPR-2018-102 Vaccinations Register - Agreement between the “Consellería de Sanidad - Generalidad Valenciana” and the EUIPO DPR-2018-103 Knowledge Mapping DTD DPR-2018-105 Legal Consultations for EUIPO’s statutory staff members / seconded national experts (SNE’s) and trainees relating to private legal matters - Spanish law. DPR-2018-106 Processing of personal data within the framework of the Data Protection Office tasks and duties DPR-2018-110 NEWSLETTER record DPR-2018-112 Management of contact details in Facility management service DPR-2019-001 Processing personal data on the Prevention and Management of Conflict of Interests - Declaration of Interests for EUIPO staff and members of the Boards of Appeal DPR-2019-002 Use of a Video- surveillance System in EUIPO DPR-2019-003 On processing personal data in the internal audit DPR-2019-004 Magister Lvcentinvs EUTM and RCD Intensive Modules DPR-2019-006 Security Verification of External Resources DATA PROTECTION REGISTER Last Updated: 15/09/2021 Page 4 of 599 European Union Intellectual Property Office Trade Marks and Designs DPR-2019-007 Logistic support in the organisation of meetings and events by EUIPO DPR-2019-008 Management of the Inventory of EUIPO´s assets DPR-2019-009 uniFLOW Printing management in EUIPO DPR-2019-010 Data processing in the context of the application form of the Blockathon Forum DPR-2019-013 Processing personal data within the framework of the renewal of temporary and contract agent’s contracts at EUIPO DPR-2019-016 School and