Privacy statement on the processing of personal data in relation to the EPO podcast

Protecting your privacy is of the utmost importance to the European Patent Office (EPO). We are committed to respecting and protecting your personal data and ensuring your rights as a data subject. All data of a personal nature that identifies you directly or indirectly will be processed fairly, lawfully and with due care.

This processing operation is subject to the Guidelines for the protection of personal data in the European Patent Office (Guidelines).

The information in this statement is provided in accordance with Articles 13 and 14 of the Guidelines.

1. What is the nature and purpose of the processing operation?

The present privacy statement describes how the EPO collects and processes personal data for the purpose of creating and distributing episodes of our "Talk innovation” podcast on the various online platforms listed below.

It also explains that the providers of external podcast platforms might process your data.

In addition, if you log in to listen to our podcast via an external podcast platform such as Anchor.fm, Spotify, Stitcher, Google Podcasts or Apple Podcasts, the providers of these platforms might assign your visit to their network account and collect information about you in accordance with their privacy policies. They might extract and provide us with statistics at a level of aggregation that does not allow us to identify any user. For more information on why, how and to what extent your data is used by these platforms, we recommend that you review their privacy policies: Spotify, Stitcher, Anchor, Google Podcasts, Apple Podcasts and/or manage the privacy set-up of your device.

2. What personal data do we process?

Participants

For recording and promotional purposes, we collect and process participants’ names, email addresses, phone numbers, voice recordings, transcribed words, comments and photos. We do this in order to create and distribute episodes of the podcast and the promotional material related to them via various EPO channels such as our website and social networks.

Listeners

If you listen to this podcast via the EPO website or any third-party site you are agreeing to your data being collected and processed in accordance with this privacy statement.

This privacy statement also applies if you visit the podcast page on our website in order to find out more about the podcast as a listener.

If you download or listen to a podcast episode stored on our website, you are in fact using the Anchor.fm platform, which may collect information about you in accordance with its privacy policy.

3. Who is responsible for processing your data?

The EPO department responsible for processing your personal data is the Communication department.

Personal data may also be processed by a limited number of staff in the EPO’s European Patent Academy.

4. Who has access to your personal data and who do we share it with?

If you participate in our podcast, your phone number, email address and published and unpublished photos and recordings will be processed by and disclosed only to EPO staff responsible for the podcast.

For recording and post-production purposes, some data, such as your email address, may be shared with the external agency involved in the podcast production so that they can contact you.

Names, voice recordings, words and photos are published on the EPO’s internal and external platforms and are therefore disclosed to the general public, who can also download the episodes.

If you listen to our podcast, we recommend that you check the privacy policy of the platform you use.

5. How do we protect and safeguard your personal data?


We take appropriate technical and organisational measures to safeguard and protect your personal data from accidental or unlawful destruction, loss or alteration and unauthorised disclosure or access.

All documents received and all content created are stored on SharePoint and shared drive folders which are accessible to Communication department staff only.

If you subscribe to one of the external platforms to listen to the podcast, we recommend that you use a strong password that is unique to your account, never share it with anyone, limit access to your computer and browser, and log out when you have finished.

6. What rights do you have?

You have the right to access, rectify, erase and receive your personal data, as well as to restrict its processing or object to the same, as provided in Article 14 of the Guidelines.

If you wish to exercise any of these rights, please write with details of your request to the EPO’s data controller at website@epo.org.

Your request will be answered within three months of receipt. Depending on the complexity of the case and the number of requests being processed, this period may be extended under Article 14(7) of the Guidelines. The EPO will inform you if this is the case.

7. What is the legal basis for processing your personal data?

Your personal data will be processed in accordance with Article 5(a) of the Guidelines, which states that “processing is necessary for the performance of a task carried out on the basis of the European Patent Convention or other legal instruments adopted on the basis thereof or in the legitimate exercise of the official authority vested in the European Patent Office or in a third party to whom the data are transmitted; this shall also include the management of the Information Systems”.

8. How long will your personal data be kept?

If you participate in our podcast, your personal data will be kept as long as is necessary for the provision of the podcast service and for legitimate purposes such as maintaining the performance of the service, complying with our legal obligations and resolving disputes.  

Recordings will be accessible to the public for a minimum period of three years. The Communication department may, on a case-by-case basis and in order to maintain the performance of the service, decide to extend this period.

If you use any of the platforms mentioned above, it will keep your data for as long as you are a user of that platform.

9. Contact information

If you have any questions about the processing of your personal data, please write to the data controller at website@epo.org.

The EPO’s data protection officer can be contacted at dpo@epo.org.

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