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PMO Service Guide

JSIS privacy statement

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation:Payment and reimbursement of medical expenses — Article 72 of the Staff Regulations (Joint Sickness Insurance Scheme of European officials).

Data Controller: PMO

Record reference: DPR-EC-01090

 

Table of Contents

  1. Introduction
  2. Why and how do we process your personal data?
  3. On what legal ground(s) do we process your personal data?
  4. Which personal data do we collect and further process?
  5. How long do we keep your personal data?
  6. How do we protect and safeguard your personal data?
  7. Who has access to your personal data and to whom is it disclosed?
  8. What are your rights and how can you exercise them?
  9. Contact information
  10. Where to find more detailed information?

 

  1. Introduction

The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and processes personal data in accordance with 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) 45/2001 and Decision No 1247/2002/EC.

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

The information in relation to processing operation concerning the settlement and reimbursement of medical expenses — Article 72 of the Staff Regulations (Joint Sickness Insurance Scheme for European Officials), undertaken by PMO is presented below.
 

  1. Why and how do we process your personal data?

Purpose of the processing operation:

PMO collects and uses your personal data to settle and reimburse your medical expenses in accordance with Article 72 of the Staff Regulations of officials and other servants of the European Union and the Joint Rules on sickness insurance.

More specifically, your data are collected for the following purposes:

  1. Optimal reimbursement of medical expenses incurred by each individual insured or dependent of the insured and beneficiary of the sickness insurance, under Article 72 of the Staff Regulations of officials and other servants and the Joint Rules (JR) on sickness insurance relating to cover of the risks of illness of civil servants and the General Implementing Provisions (GIPs). This part of the management includes in particular:
    • Reimbursement of medical expenses
    • Requests for complementarity under Article 72 of the Staff Regulations of officials and other servants
    • Requests for prior authorizations
    • Requests for direct billing for hospitalization
    • Requests for acceptance of dental and orthodontic estimates
    • Issuance of affiliation certificates with the JSIS

 

  1. Management for statistical purposes for internal use only, for:
  • Regular fixing and adjustment of parity coefficients
    • Regular fixing and adjustment of ceilings and maximum reimbursements
    • General and overall statistics on expenditure, e.g. by group of services (hospitalization, medicines, dentistry, etc.) and/or by group of officials and members (active and/or retired)
    • establishment of insurance rights and/or JSIS membership rights (full coverage/top-up/no cover)

Your personal data will not be used for automated decision-making, including profiling within the meaning of Article 24 of Regulation (EC) 2018/1725.
 

  1. On what legal ground(s) do we process your personal data

For the purposes of Article 5(1) of the Regulation, we process your personal data because:

  1. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body;
  2. processing is necessary for compliance with a legal obligation to which the controller is subject;

Your personal data is processed pursuant to:

  • Commission Decision (2003/522 / EC) of 6 November 2002 establishing the Office for the administration and payment of individual entitlements, available via EUR-Lex.
  • Financial Regulation - Regulation (EU, Euratom) 2024/2509 of 23 September 2024, on the financial rules applicable to the general budget of the Union, repealing Regulation (EU, Euratom) No 966/2012, available via EUR-Lex.
  • The Staff Regulations of Officials and the Conditions of Employment of Other Servants (CEOS), available on Staff Matters Portal and EUR-Lex (Article 72 more specifically).
  • Council Regulation (EU) 2016/300 of 29 February 2016 fixing the emoluments of high-level public office holders in the European Union, available via EUR-Lex.
  • Joint Rules on sickness insurance for EU officials, available on the Staff Center and through the Register of implementing rules for the Staff Regulations and CEOS.
  • Commission Decision C(2007) 3195 of 2 July 2007 establishing the general implementing provisions relating to the reimbursement of medical expenses, available on the Staff Center and through the Register of implementing rules for the Staff Regulations and CEOS.
  • General implementing provisions relating to accident risk cover for the spouse, children and other dependents of officials of the European Communities posted to a third country, available on the Staff Center and through the Register of implementing rules of the Staff Regulations and CEOS.
  • General implementing provisions for Article 24, first and second paragraph of Annex X of the Staff Regulations, available on the Staff Center and through the Register of implementing rules for the Staff Regulations and CEOS.
  • Decision of the Bureau of 11 September 2023 concerning the Implementing Measures for the Statute for Members of the European Parliament and repealing the Decision of the Bureau of 19 May and 9 July 2008 (Articles 3 to 6 on reimbursement of medical expenses), available via EUR-Lex .

Under Article 10(2) of Regulation (EC) 2018/1725, we deal with special categories of personal data. In particular, we process data relating to health or data relating to sexual life or sexual orientation. We process this category of data because:

  • Article 10(2)(b) the processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law insofar as it is authorised by Union law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.
     
  • Article 10(2)(c) processing is necessary to protect the vital interests of the data subject or of another person where the data subject is physically or legally incapable of giving consent.
  • Article 10(2)(f) processing is necessary for the establishment, exercise or defence of legal claims or whenever the Court of Justice is acting in its judicial capacity.
  • Article 10(2)(h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union law.
     
  1. Which personal data do we collect and further process?

To carry out this processing operation, the Data Controller (PMO) collects the following categories of personal data: 

  • Professional and private data relating to the identity of the insured (see also DPR-EC-01117 on SYSPER):
    • full office address,
    • date of entry into service,
    • date of birth,
    • institution,
    • language,
    • private address,
    • personnel number and registration number/PERID,
    • nationality(ies),
    • surname, first name(s),
    • country of residence,
    • gender,
    • personal phone number,
    • title,
    • position,
    • category of beneficiary,
    • Belgian national registry number (if applicable).

 

  • Data relating to the identification of the bank account to which the reimbursement of medical expenses will be made (see also DPR-EC-01116 on NAP and DPR-EC-01146 Payment Factory):
    • Bank identification details: Third party file 
    • BANK AGENCY CODE
    • BIC CODE
    • ITA CODE
    • BANK ACCOUNT NUMBER
    • ITA ACCOUNT
    • CURRENCY
    • THIRD PARTY 

 

  • When the reimbursement is made to a person external to the institutions and bodies of the Union, this person must provide all the documents necessary for his personal identification, including a copy of the identity card, and the validation of the bank account.Salary history for calculating of rights on the basis of Article 72(3) of the Staff Regulations of Officials and Other Servants.
  • Declaration by members on the professional activity of the spouse/partner and/or children (necessary for the establishment of sickness insurance cover- See also DPR-EC-01117on SYSPER).
  • All details of the services declared (invoices, medical prescriptions) as well as the corresponding reimbursements.
  • Medical data, processed under strict confidentiality, such as medical reports drawn up by the general practitioner, the expert doctor, the medical officer and the doctor appointed by the competent service.

The data controller processes special categories of personal data, namely your health data, pursuant to Article 10 (2)(a), (b), (c), (f) and (h) of Regulation (EU) 1725/2018, i.e. medical data, processed under strict confidentiality, such as medical reports drawn up by the general practitioner, the expert doctor and the doctor appointed by the competent service.

We collect your data directly from the data subject (see Article 15 of the Regulation).

The provision of your personal data is necessary to fulfil our obligations under the Staff Regulations under Article 72 of the Staff Regulations of Officials and Other Servants of the European Union and the Common Rules on Medical Coverage.

 

  1. How long do we keep your personal data?

The Data Controller, PMO, keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely:

  • Original documents sent to PMO in paper format : 18 months (then eliminated).
  • Original documents after sampled control : 10 years.
  • Medical reimbursements - digitized files : 10 years from the date of the request.
  • JSIS certificates issues in the context of JSIS coverage: 1 month.
  •  Belgian national registry number: 8 years after the extinction of all rights of the persons concerned and any dependents and at least 100 years after the recruitment of the person.
  •  Medical reimbursement done once in a lifetime: 10 years after the death of the person or, at most, 120 years after the birth of the person.
  • Serious illness: 10 years after the death of the person or, at most, 120 years after the birth of the person.
  • Health screening programme invitations: 4 years.

 

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

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on European Commission servers. All processing operations are carried out pursuant to Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

To protect your personal data, the Commission has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. 
Organisational measures include restricting access to personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
 

  1. Who has access to your personal data and to whom is it disclosed?

Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.

In addition, the following services receive your data for the purpose of carrying out their duties under the Staff Regulations of Officials and the applicable law of the European Union:

  • The file managers of the settlements offices in units PMO3, PMO4 and PMO5 and the JSIS Central Office. 
  • The PMO’s relevant financial departments as regards the execution of payments.
  • The relevant services of DG HR as part of their medical file.
  • The services of DG HR and the Legal Service regarding complaints and actions in Court of Justice against decisions adopted.
  • If necessary, the social workers of DG HR’s medical service and social workers of other institutions and agencies with which the PMO signed an SLA. These social workers act within the scope of their functions and receive the data on the ‘need to know basis’.
  • Internal departments and bodies responsible for carrying out checks or inspections under EU law.
  • The relevant services of DG BUDG as regards the data necessary for the transfer to the bank accounts of the data subjects.
  • The relevant departments of the General Secretariat in the case of confirmatory applications for access to documents.
  • Insurance companies under a reinsurance contract with European institutions.
  • Third party insurance companies in the context of the recovery of disbursements. They can be located outside the EU.
  • Doctors appointed by competent services in accordance with the terms of reference given based on the Joint Rules and their contract for the provision of services and specifications.
  • The occupational physicians of the institutions and bodies which have signed an agreement on the provision of services with the PMO.
  • External departments and bodies responsible for carrying out checks or inspections under EU law.
  • European Ombudsman and the European Data Protection Supervisor in the event of a complaint.
  • Any relevant national authority based on a specific request.

 

The data controller may transfer some of your personal data to hospitals in case of direct billing. The hospital may be located in a third country in accordance with Regulation (EU) 2018/1725

The controller will transfer your personal data based on:

  • Article 47 of Regulation (EU) 2018/1725: adequacy decision.
  • In the absence of appropriate safeguards, the derogations provided for in Article 50(1)(a)-(g) of Regulation (EU) 2018/1725 apply, in this case for the following reasons:

(b) the transfer is necessary for the performance of a contract between the data subject and the data controller or for the implementation of pre-contractual measures taken at the request of the data subject;

(e) the transfer is necessary for the establishment, exercise or defence of legal claims;

(f) the transfer is necessary to safeguard the vital interests of the data subject or of other persons, where the data subject is physically or legally incapable of giving their consent.

 

  1. What are your rights and how can you exercise them?

You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to request the erasure of your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.

You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) on grounds relating to your particular situation.

You have consented to provide your personal data to the data controller, PMO for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.

You can exercise your rights by contacting the Data Controller, or in case of conflict, the Data Protection Officer. If necessary, you can also address a complaint to the European Data Protection Supervisor. Their contact information is given under Heading 9 below.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below in your request.
 

  1. Contact information
  • The Data Controller

If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller, PMO (PMO-CENTRAL-OFFICEatec [dot] europa [dot] eu).

  • The Data Protection Officer (DPO/DPD) of the Commission

You may contact the Data Protection Officer DATA-PROTECTION-OFFICERatec [dot] europa [dot] eu ((DATA-PROTECTION-OFFICER[at]ec[dot]europa[dot]eu)) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.

  • The European Data Protection Supervisor (EDPS/CEPD)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor edpsatedps [dot] europa [dot] eu ((EDPS[at]edps[dot]europa[dot]eu)) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.
 

  1. Where to find more detailed information?

The Commission Data Protection Officer (DPO/DPD) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.

This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-01090