Dispensations from prior authorisation by the Secretary-General

 

Electronic subscribers and contact persons


In accordance with article 13 of the Decision of the Secretary-General on the principles governing computerised personal data processing (Annex XII to the Regulations, Rules and Instructions applicable to Officials of the Organisation), and in response to a proposal by the Commission for Computerised Information and Privacy (IVP), on 7 July 2010 the Secretary-General granted a derogation to the requirement that a request be submitted for the prior authorisation of computerised processing of personal data in cases where the professional particulars and attributes of OECD staff members and/or third parties are to be inserted into contracts.


This dispensation is applicable to processing operations designed to identify contact persons or persons responsible for the performance of contracts signed by the Organisation. It is strictly limited to processing, for the above-mentioned purposes, of personal data which clearly present no risk to privacy as specified in article 2 c) of the Decision of the Secretary-General on the principles governing computerised personal data processing (Annex XII to the Regulations, Rules and Instructions applicable to Officials of the Organisation).


Staff members and third parties concerned by this dispensation must be informed of the inclusion of such data in contracts and the use that may be made of those data by the co-contractor and the Organisation so that, where appropriate, they can exercise their rights of individual access and correction.


 

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Information posted on the OECD website for use in external communication or information

 

In accordance with Article 13 of the Decision of the Secretary-General on the Principles Governing Computerised Personal Data Processing (Annex XII to the Regulations, Rules and Instructions Applicable to Officials of the Organisation), and on the proposal of the Commission for Computerised Information and Privacy (CIP/IVP), on 21 May 2010 the Secretary-General granted a derogation from the obligation to request prior authorisation for the creation of a computerised personal data processing operation when information containing personal data is posted on the OECD Internet site.


This dispensation applies to processing operations conducted for the purposes of compiling and using a directory of addresses for use in information or external communications relating to the mandate or activities of the Organisation. It is strictly confined to the processing, for the abovementioned purposes, of personal data relating to the identity (surname, first name) and professional details (business address or personal address used for business purposes, title, functions, e-mail address and telephone number) of individuals identified as contact points.


Those individuals must authorise the said processing operation and be informed, at the time of data collection, of the identity of the person in charge of the processing operation, of the purpose of the processing operation, of their right to oppose it and gain access to and rectify the data, and of how to go about exercising their rights.

 

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