1. Introduction
Generally speaking, INSTANT NEWS SERVICES (registered office at 1040 Brussels, Boulevard Charlemagne 1 – BCE 0442.731.259 (hereinafter “INS“)) is a company active in the audiovisual press and the production of audiovisual programmes for public authorities, mainly European.
In addition to its purely journalistic activities, INS is active in the production of various and varied audiovisual programmes at the request of third parties, including European public authorities, or on its own account, the creation and provision of image banks, communication advice and logistical and technical support to TV operators accredited to the European institutions.
By this Privacy Statement, INS, in its capacity as data controller, wishes to inform any natural person whose personal data (hereinafter the “Data”) it collects and processes of how their Data is processed.
2. Data collected and processed
All Data processing by INS is carried out in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of Personal Data and on the free movement of such data, known as the General Data Protection Regulation (hereinafter the “GDPR”).
In the course of its activities, INS collects different types of data, namely:
- Data from its professional co-contractors (principals, freelancers, contacts, suppliers, subcontractors), mainly identification data (surname, first name, email and business telephone number);
- Personal Data collected for the purpose of production (identification data, filmed or photographed images, interviews).
In principle, INS collects the Data from the data subjects for the purposes and in application of the legal bases specified in point 3. If it receives Data through a third party, it ensures that it is informed in accordance with the provisions of the DPMR. The exact origin of the Data may be communicated upon request of the data subject.
The Data collected is stored and administered in systems controlled by INS.
3. Purposes and legal basis of Data processing
When the Data collected are not collected for purely journalistic purposes, INS processes the Data for different purposes and under different legal bases depending on the type of Data:
- Data of professional co-contractors are collected in order to allow the execution of a contract (principals in the context of production requests (not public authorities), or communications consultants, TV operators in the context of a logistic and technical support contract) or for the purpose of producing audiovisual programmes (subcontractors, freelancers, independents called upon, as subcontractors, for the production of audiovisual productions). In all cases the Data of the co-contractors are collected on the basis of the execution of a contract. INS also reserves the right to use such Data for marketing purposes, to disseminate, where appropriate, to the persons concerned, communications aimed at promoting its activities and services, on the basis of its legitimate interest.
- The Data of persons collected for the purpose of the realization of productions are collected for the purpose of the realization of production of identified audiovisual programs for own account or on specific request of third parties. In certain cases, these Data may be integrated into an image bank. These Data are exclusively collected and processed, for each purpose, on the basis of a specific consent given by the person concerned.
4. Transfer of Data to third parties – Obtaining Data via third parties
The Data of professional contractors are in principle not transferred to third parties.
Personal Data collected for the purpose of making audiovisual productions for a third party or for own account are either used in the context of the audiovisual productions in question and may in this case be transferred to the third party or even disseminated more widely (i.e. in the event of the sale of broadcasting rights), or included in image banks and may in this case also be transferred to third parties, or kept by INS only. In all cases, the person concerned will have given his or her prior consent to this transfer.
If INS transfers the Data outside the EU, it will take all necessary measures to ensure that the transfer takes place in accordance with the provisions of the PGRD.
In some cases, INS may receive Data from third parties (when it uses foreign subcontractors to collect certain audio-visual images). In all cases, INS ensures that it obtains from these third parties all guarantees as to the latter’s compliance with the provisions of the DPMR.
5. Rights of the person concerned
Any person whose Data has been collected by INS has at any time the right to request access to the Data, its correction, its deletion, the limitation of the processing, to oppose the processing as well as the right to the portability of the Data. The data subject also has the right, to the extent permitted by law, to withdraw his/her consent to the processing of the Data.
Data subjects may exercise their rights by contacting INS by email at the following address: contact@ins.brussels or eucoverage@ins.brussels.
6. Shelf life
The Data collected will be kept for as long as it is necessary for the purposes for which it was collected and in any event for a period equal to the legal retention period of the documents on which it is contained and/or until the expiry of the legal prescription period.
7. Supervisory authority
In case of discussion or doubt about the accuracy of the processing of personal data by INS, the person concerned always has the possibility to contact the Data Protection Authority (whose offices are located at Drukpersstraat 35, 1000 Brussels; tel: +32 (0)2 2 274 48 00; fax: +32 (0)2 274 48 35; e-mail: commission@privacycommission.be).