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Privacy Policy

OIE Privacy Policy

Date: 19 November 2019

International and national laws and regulations, including the EU General Data Protection Regulation and other data protection laws worldwide, set out rules on the processing and movement of Personal Data. At the same time, as an intergovernmental organisation, the OIE is subject to international public law, entrusted with a number of privileges and immunities necessary for its functions. Accordingly, the OIE has decided to self-regulate the protection of your privacy and your Personal Data to ensure it processes your data in accordance with generally accepted standards.

1. What does this Privacy Policy cover?

This Privacy Policy describes how the OIE Headquarters and its regional and sub-regional offices (“OIE”, “we, “us”, or “our”), as the data controllers of your personal data, collect, use, protect and share your Personal Data.

Personal Data” means personally identifiable information about an individual, such as a name, address, email address, phone number, or other identifier that permits direct or indirect identification of a specific individual.

This Privacy Policy applies to any type of data subjects in their interactions with the OIE, namely (i) visitors and users of the OIE’s websites and online platforms (“Websites”; visitors and users of it being referred to as “Website Users”), (ii) concerned individuals at distributors, suppliers, service providers, member countries, institutional and project partners, resource partners and other partners (“Partners”), (iii) staff members, interns, secondees, freelancers (“Employees”), and (iv) applicants for any positions at the OIE (“Applicants”). Website Users, Employees, Applicants and concerned individuals at Partners are collectively named “Data Subjects” (and “you”, or “your”) herein.

Where you provide Personal Data of Data Subjects to us or engage Data Subjects in your interactions with us, please share the information of this Privacy Policy with them as you deem appropriate. You acknowledge and agree that all Personal Data submitted by you (including Personal Data related to another Data Subject) is submitted to us with all necessary consents that we may use such information in the ways contemplated by this Privacy Policy.

2. What information do we collect?


2.1 Website Users

We process information about Website Users directly from you and automatically through your use of our Websites.

2.1.1 Personal Data we collect automatically or directly from Website Users

In general, you can visit our Websites without identifying yourself or revealing any of your Personal Data. We automatically collect and store general browsing data such your IP address, domain name or browser type. This information is collected through the use of various technologies including “cookies”, which are small files transferred to your computer or other storage device. Cookies can identify your internet browser but not you. These logs may be stored indefinitely and used in any way to prevent security breaches and to ensure the integrity of data on the servers. You are free to decline our cookies or to adjust your web browser to restrict, limit or deny cookies, but certain features on the Websites may not function properly.

You may also choose to give us Personal Data in certain instances, such as when placing an order on the OIE online bookshop, subscribing to an OIE newsletter, responding to our emails, enter contests or when using certain advanced features which require registration.

In addition to the "unsubscribe" link generally available, you may free of charge and at any time opt-out of receiving newsletters or other communications from the OIE by sending an e-mail to the focal point for that website.

Certain Websites may enable you, by creating an account, to communicate with others and to post information accessible by others. You should be aware that when you choose to use these features, your information may be available to other users and the OIE has no control over the use of your Personal Data by these users.

When you choose to register on a Website, the Personal Data we collect may include, without limitation:
• your name;
• your email address;
• your country of residence.

Some of our Websites with specific requirements to collect Personal Data may publish specific terms of use or privacy policy for that site or platform, which will be complementary to this general Privacy Policy.

By browsing on our Websites, you may find links to third-party websites for which the OIE is not responsible in terms of content nor privacy policies.

2.2 Concerned Individuals of Partners

In the context of pursuing our mandate, the Personal Data we may process related to you as a concerned individual of Partners:

• contact information, such as full name, postal work address, work telephone number, work mobile phone number, work email address, and job title;
• data necessary for processing payments and fraud prevention;
• further information necessarily processed in a project or contractual relationship with us or voluntarily provided by the concerned individuals of the Partner;
• Personal Data collected from publicly available resources; and
• other Personal Data, if such information is required by us for due diligence or compliance screenings of Partner in line with internal rules.

2.3 Employees

The data we may process related to you as an Employee includes:

• name, home address, private email address, private mobile phone number;
• salary and bank details, social security number;
• marital status, beneficiaries’ details in relation to life insurance or other benefits, emergency contacts, information about family members (e.g. name, date of birth, gender) where necessary for the provision of applicable benefits;
• education and competence information, C.V., qualifications and employment history;
• citizenship, birth city, copies of identity documentation;
• background check information from employment screening agencies or publicly available registers;
• any other information you submit to the OIE and any other information you provide.

2.4 Applicants

In the context of an application with us, the Personal Data we may process related to you as an Applicant includes:

• information such as name, contact details, gender, citizenship;
• additional information you may volunteer to further provide information on your application, such as work competencies, work experience, education and certifications, references, cover letter, job preferences, and related uploaded or transmitted documents.

3. How we use Personal Data

We may collect and retain Personal Data during the course of our interactions in order to pursue our mandate. We may collect Personal Data that you choose to provide us via our websites, surveys, emails, correspondence or personal meetings or phone calls between yourself and OIE’s staff or agents.

In more detail:

3.1 Website Users

We use the Personal Data of Website Users for the following purposes:

• as required by us to pursue our legitimate interests, which include, without limitation, to communicate with you and respond to any comments or questions you may send us; to notify you of changes to this Privacy Policy; to send you an email confirming your registration. We may use your Personal Data for internal statistical or operational purposes, such as to measure and understand demographic, user, user interest and other trends among our users;

• to protect our rights and interests as well as the rights and interests of our users and any other person;
• to comply with applicable obligations or internal rules, including, but not limited to, use in connection with legal claims, compliance, investigative purposes (including disclosure of such information in connection with legal process or litigation).

3.2 Concerned Individuals of Partners

We process Personal Data of concerned individuals of Partners in the context of a work relationship with Partners for the following purposes:

• to communicate with you, or to respond to your queries or requests;
• to establish and perform a contract with you, a request for quotation or a purchase order. This may include performing transactions and orders verifying your identity, communicating with you processing payments, performing accounting, auditing, billing and arranging the delivery or other provision of products, goods or services;
• to pursue our legitimate interests, in particular to respond to any comments or inquiries you may send us;
• to comply with our legal obligations (such as record keeping obligations), due diligence and compliance obligations (e.g. to prevent fraud), and to protect the OIE’s legitimate interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, especially investigative purposes (including disclosure of such information in connection with a legal process or litigation).

3.3 Employees

We process Personal Data of Employees in the context of an employment relationship for the following purposes:

• as required for administration, evaluation and developing of the employment relationship, to establish and perform the employment contract, to maintain or terminate the employment relationship and to enable you to perform your job (e.g. for payroll, benefit, pension administration, absence and compensation purposes, as part of general personnel record keeping, internal recruitment and selection processes, the purposes of performance and talent management, staff development and career planning);
• as required by us to pursue our legitimate interests, and where our interests are not overridden by your data protection rights, e.g. to provide access to offices, manage IT systems and infrastructure, collate directories and provide communication services such as e-mail, telephone and internet access, managing and developing staff (e.g. training) or to analyse and monitor the diversity of the workforce;
• protection of our legitimate interests, legal rights and obligations, including, but not limited to, use in connection with planning, budgeting, headcount, database administration, diversity metrics, surveys, reports, performance reviews, or legal claims, compliance, audit, investigative and disciplinary purposes;
• sensitive Personal Data such as data relating to health are processed in relation to absence management, sick pay, rehabilitation and in order for us to otherwise perform our obligations or exercising our rights.

In addition to Personal Data about yourself, you may also provide us with information about your dependants, relatives and friends for health and other insurance policies and for use in case of an emergency. You must tell those people that you have provided their data to us and that we store and use their data for the purposes for which you provided it in the manner set out in this Privacy Policy.

3.4 Applicants

We process Personal Data of Applicants in the context of recruitment for the following purposes:

• as required exclusively to administer, process and evaluate your application or to assess your suitability for available roles based on your profile;
• if you provide the details of a reference or any other third party e.g. educational institution as part of your application, this authorises us to contact the said person or organisation to validate any information provided and related to the relevant work experience and qualifications;
• during the recruitment process we may ask you to provide us with additional information or request additional consent allowing us to conduct pre-employment checks to further assess your qualifications and suitability for the role you applied for or for other roles.

4. Legal Bases for the Processing

We hold, process and transfer your Personal Data but solely for legitimate purposes, and it is only disclosed on a need-to-know basis to those who are authorised to use it for these purposes.

We process the Personal Data listed above for the following lawful purposes:

• As required to establish and perform a contractual relationship, to maintain or terminate it and to enable us to manage your account and any services applicable to you.
• As required by us to carry out our mandate and pursue our legitimate interests, and where our interests are not overridden by your data protection rights.
• As required to comply with our legal and contractual obligations as well as our internal policies.
• As required for our day-to-day management, operation and functioning.
• Where you have given consent.

We also reserve the right to process your Personal Data that we believe, in good faith, is appropriate or necessary to guard against liability or investigate and defend ourselves against any third-party claims or allegations.

5. To whom may we disclose Data Subjects’ information?

As an international organisation, we transfer Personal Data within our various offices as well as to third party service providers and partners to perform tasks on our behalf and to assist us in pursuing our mandate. Therefore, such information may be transferred to other countries around the world. We use reasonable efforts to only engage with third party service providers and partners that have safeguards, such as a privacy policy, governing their processing of Personal Data. We may share your Personal Data for the abovementioned purposes with the following recipients:

OIE Regional and Sub-Regional Offices: We may share Personal Data within our various offices only if it is necessary for the purposes explained in this Privacy Policy. A list of offices with whom Personal Data may be shared can be found at https://www.oie.int/en/about-us/wo/oie-regional-representations/.

• Service Providers: Personal Data may also be shared with third party service providers, which will process it on behalf of us for the purposes above. Such third parties include, but are not limited to, payroll service providers, IT service providers, data hosting providers, travel agencies, banks, training providers, auditors and professional advisers, insurers, public bodies.

• Member Countries and Resource Partners: Personal Data may be shared with member countries and/or resource partners only if it is necessary for the purposes above, or if required for the legal protection of our legitimate interests.

• Government Authorities/ Law Enforcement Officials: Personal Data may be shared with government authorities and/or law enforcement officials only if it is necessary for the purposes above, or if required for the legal protection of our legitimate interests.

• Other Unaffiliated Third Parties. We may disclose your Personal Data, only if it is necessary for the purposes above, or if required for the legal protection of our legitimate interests.

6. Transborder storage and transfer of Data Subjects’ Personal Data

The OIE is committed to maintaining the security of data, including Personal Data, regardless of whether it is inside or outside the EU.

7. Security of Personal Data

We consider the confidentiality of Personal Data collected from you to be of utmost importance. To prevent unauthorised access, disclosure, interference or misuse, we use reasonable efforts to safeguard the security and confidentiality of your Personal Data. However, since no system is completely secure or error-free, we cannot guarantee that your Personal Data is totally protected, for example, from hackers or misuse.

Any transmission of your Personal Data is at your own risk and we expect that you will use appropriate security measures to protect it. You are responsible for maintain the security of your account credentials (user names, passwords,etc.) associated with your use of our Websites.

8. Data Subject´s Rights in Relation to their Personal Data

You will generally have the following rights:

• You can request information from us, in each case at reasonable intervals and without excessive delay or expense, as to whether and how we process your Personal Data and request that we give you access to your Personal Data or send you a copy of it.

• If you believe that the Personal Data we hold about you is incorrect or incomplete, you can request us, free of charge and without excessive delay, to correct it or complete it.
• You may also have the right to object to the processing of your Personal Data unless we have legitimate grounds which override your data protection interests (if such data is no longer necessary in relation to the purposes for which it was processed).
• If we process your Personal Data based on your consent, you have the right to withdraw your consent at any time. You can withdraw your consent by following the instructions in the relevant communication. Your withdrawal will not affect the lawfulness of the processing carried out before you withdrew their consent.

With regard to these rights some restrictions apply. For example, we cannot delete Personal Data if we are obliged to store it for legal reasons, according to the rules which apply to us, for the performance of a task carried out in the public interest, or if the data was collected for a specific purpose for which you have given your consent. In addition, information about and access to Personal Data may be denied if Personal Data about another person would be disclosed with the provision of the information or in case of the overriding operational needs and priorities of the OIE in pursuing its mandate or if there are grounds for believing that the request is manifestly abusive or fraudulent.

9. How Long we Retain Personal Data of Data Subjects

In principle, we will keep Personal Data for as long as it is necessary for the relationship with you or otherwise required to meet our legal obligations. Afterwards, we reserve the right to retain Personal Data for an appropriate period to protect ourselves from legal claims or for purposes of good administration. If we process Personal Data based on consent, we will delete this Personal Data upon withdrawal of the consent.

Once the purpose for which the Personal Data was initially collected is achieved and the retention period ended, we will delete or anonymise it in a secure manner without unreasonable delay.

If we cannot entirely delete Personal Data due to retention obligations or billing and accounting obligations, the Personal Data will be blocked until the respective retention period expired or until the billing or accounting purpose has been fulfilled, meaning that the Personal Data is excluded from further use.

10. Updates to this Privacy Policy

This Privacy Policy may be updated periodically. The OIE will update the date at the top of its first page accordingly and we encourage you to check for changes that it has made, which will be available here.

11. Data Controller and Contacting Us

Generally, the data controller for the Personal Data of Data Subjects is the OIE office you have the relationship with.

If you have any inquiries regarding our compliance with this Privacy Policy, we encourage you to contact us at oie@oie.int. We will make reasonable efforts to respond without excessive delay. We reserve the right to verify your identity before any request relating to your Personal Data processed by us.

If you are not satisfied with our answer or the way we process your Personal Data pursuant to this Privacy Policy, you have the right to lodge a complaint via regular post at the following address: OIE, 12 rue de Prony, 75017 Paris, France, to the Attention of Head of Legal. We request that complaints about breaches of privacy be made in writing for the sake of accuracy and to assist our investigations. The Director General will take a decision within three months, unless the complaint rests on complicated facts or legal considerations, and notify it to the claimant.

The decision of the Director General may only be challenged before the Administrative Tribunal of the International Labour Organization in the case of OIE staff members. For all other categories of Data Subjects who are not staff members, including freelancers, interns or individuals applying for a position at the OIE, any dispute, controversy or claim arising out of a decision from the Director General which cannot be settled amicably within three months of the receipt of the claim, shall be settled by final and binding arbitration in accordance with the Permanent Court of Arbitration Optional Rules for Arbitration between International Organisations and Private Parties, as in effect of the date of receipt of the claim. There shall be one arbitrator appointed by the Secretary General of the Permanent Court of Arbitration. The language to be used in the proceedings shall be English and the place of arbitration shall be Paris (France). The applicable law to the arbitration shall be the provisions of this Privacy Policy and any other relevant rules of the OIE. The arbitration award shall be final and binding on the OIE and the claimant.

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