Article 20 of Organic Law 15/1999, of 13 December, on the protection of personal data, states that the creation, modification or deletion of the files of the Public Administrations may be made only by means of general provision published in the Official Journal of the State or the official journal concerned.

The Senate Bureau, under the provisions of the Organic Law 5/1992, regulating the automated processing of personal data, adopted on July 12, 1995 the Agreement on the automated data of a personal nature of the General Secretariat of the Senate. This agreement was published in the Official Gazette of the Cortes (Senate) number 378 of 8 January 1996 and in the 'Official Gazette of the State', number 22 of 25 January 1996.

The approval of the Organic Law 15/1999 of 13 December, which extends the protection of non-automated files, as well as the implementation of new computer developments in the Chamber, make it necessary to update the relationship of files that contain personal data and modify some of the existing ones.

In order to facilitate the public knowledge of your files in a single provision, this Agreement repeals the above mentioned, resulting in comprehensive automated files with personal data of which the General Secretariat of the Senate is responsible.

For the above, and in the exercise of the powers conferred by the Senate Rules of Procedure, the Bureau of the House, at its meeting held today, has approved the following Standard:

Article 1.

1. It is up to the Senate Bureau to create, modify or delete files that include, in an organized manner, personal data, whatever their support, organization or form of access.

2. The creation or modification of files agreements shall indicate:

a. The purpose of the file and the intended uses for it.

b. Persons or collectives on whom data are intended to be obtained on a personal basis or which are required to provide such data.

c. The procedure for collecting personal data.

d. The basic structure of the file and the description of the personal data types included in it.

e. The planned personal data transfers, if any.

f. Security measures, with indication of the basic, medium or high level of demand.

3. The files with personal data are the ones listed in the annex to this provision and will have the characteristics that are detailed there. They shall only be used for the purposes expressly provided for and by duly authorized personnel, in accordance with the provisions of the Organic Law 15/1999 of 13 December on the protection of personal data.

4. The agreements to be concluded for the deletion of the files shall establish the destination of the files or, where appropriate, the forecasts to be adopted for destruction.

Article 2.

1. The responsibility for the files corresponds to the Secretary General of the Senate, without prejudice to the direct responsibility that in his management and custody have the corresponding management centers.

2. It is for the Secretary-General to take the necessary measures to ensure the security of personal data and to prevent any unauthorised alteration, loss, treatment or access.

Article 3.

The rights of the affected persons to request and obtain information of their personal data included in the files, and to the rectification, opposition or cancellation of these, if any, will be exercised upon request in writing the Secretary General of the Senate.

Repeal provision.

The Agreement of 12 July 1995, of the Senate Bureau, on the automatic files of personal data of the General Secretariat of the Senate, published in the Official Gazette of the Courts, is hereby repealed. General '(Section Senate), of 8 January 1996, and in the' Official Gazette of the State ' No 22 of 25 January 1996.

Final disposition.

This Agreement shall enter into force on the day following that of its publication in the "Official Gazette of the General Courts".

Senate Palace, July 20, 2010. -Senate Majority Leader Manuel Cavero Gomez.

ANNEX

Files from the General Secretariat of the Senate with personal data

1. Press accreditations:

a. Purpose of the file and intended uses: Management of accreditations issued by the Senate to journalists, security and access control and statistics of assists.

b. Collectives affected:

-Journalists and media.

c. Data collection source and procedure:

-The person himself and the representative of the media in which he works, using the form he completes.

d. Basic file structure and description of personal data types:

Data-Data:

Name and last name.

NIF/DNI.

Date and place of birth.

Job Details Details.

-Treatment system:

automatized.

e. Planned disposals:

-State Security Forces and Corps.

f. Security level applied:

-Basic level.

2. Training grants in the media:

a. Purpose of the file and intended uses: Treatment and management of applications for training grants in the Department of Media.

b. Collectives affected:

-Requesters.

c. Data collection source and procedure:

-Your own person through the form you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

Home Address.

Phone Phone.

Academic and professional data.

Email Email.

Date Birth Date.

-Treatment system:

manual.

e. Planned disposals:

-Public Finance and Tax Administration.

-Social Security Agencies.

f. Security level applied:

-Basic level.

3. Management of visits to the Senate.

a. Purpose of the file and intended uses: Organization of guided tours of buildings and assists to the Senate plenary of individuals and groups. Request for realization, reservation of schedule, guides. Security and access control to buildings.

b. Collectives affected:

-Citizens interested in paying a visit to the Senate or attending a plenary session.

c. Data collection source and procedure:

-The person concerned himself, the person responsible for the group, or the person who requests the third party to carry out the visit, using the form he completes.

d. Basic file structure and description of personal data types:

-Data:

DNI DNI.

Name and last name.

Email Email.

Phone Phone.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-State Security Forces and Corps.

f. Security level applied:

-Basic level.

4. Organization of protocol acts.

a. Purpose of the file and intended uses: Management of institutional and protocolary acts performed in the Senate, preparation of the material means for their development, invitations, confirmation of authorities, control of guests and assistants, contact with companies.

b. Collectives affected:

-Invited to acts and authorities.

c. Data collection source and procedure:

-The person concerned himself, or the company or institution entrusted with the organization of the act, through the written communication of the data.

d. Basic file structure and description of personal data types:

-Data:

DNI DNI.

Name and last name.

Vehicle License Plates.

Biographical, academic, and professional data.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-State Security Forces and Corps.

f. Security level applied:

-Basic level.

5. Senate accreditations:

a. Purpose of the file and intended uses: Management of accreditations issued by the Senate to persons who maintain a continuous relationship with the Senate, to authorize their access to the buildings and the computer system of the Senate.

b. Collectives affected:

-Senators, Senate staff, regular providers, contract staff, senior officials.

c. Data collection source and procedure:

-Your own person through the form you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

Electronic Signature.

staff record number of personnel.

Details of the relationship type with the Senate and the job position.

-Treatment system:

automatized.

e. Planned disposals:

-State Security Forces and Corps.

f. Security level applied:

-Basic level.

6. Senators (interior Government).

a. Purpose of the file and intended uses: Management of administrative matters related to Senators and former Senators, and referral of correspondence and documentation.

b. Groups affected: Senators, former Senators and beneficiaries.

c. Data collection source and procedure:

-The self-interested through forms that you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

xº accreditation.

No. Social Security affiliation.

address Address.

Phone Phone.

Data Biographical data: date of birth, marital status, matrimonial property regime, number of children ...

Secure Banking and Insurance Data.

The Parliamentary Group to which you are attached.

-Treatment system:

automatized.

e. Planned disposals:

-Parliamentary administration (Congress of Deputies).

f. Security level applied:

-Basic level.

7. Parking:

a. Purpose of the file and intended uses: Expedition of the cards and control of access of vehicles to the car park of the Senate.

b. Collectives affected:

-Senators, Senate staff and authorized persons.

c. Data collection source and procedure:

-Your own person through the form you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

Personal Type of Staff and Job Details.

Matriculation and characteristics of the vehicles whose access is authorized.

-Treatment system:

automatized.

e. Planned disposals:

-State Security Forces and Corps.

f. Security level applied:

-Basic level.

8. Mobile Park:

a. Purpose of the file and intended uses: Management of expenses incurred by the official vehicles of the Senate.

b. Collectives affected:

-Senate mobile park drivers.

c. Data collection source and procedure:

-The self-interested through forms that you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

-Treatment system:

automatized.

e. Planned disposals:

-No.

f. Security level applied:

-Basic level.

9. Personnel management:

a. Purpose of the file and intended uses: Administrative management of the staff serving in the Senate (destinations, administrative situations, permits and licenses, seniority, day and time).

b. Collectives affected:

-Officials of the General Courts attached to the Senate.

-Labor and eventual Senate staff.

-Personnel of other administrations destined for the Senate in committee of services.

c. Data collection source and procedure:

-The person concerned himself through the forms he completes and the parliamentary administration through communications made by the Congress of Deputies

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

No. SS/Mutuality.

staff record number of personnel.

address Address.

Phone Phone.

Date Birth Date.

Job Job Details.

Academic and professional data.

Information about disciplinary files.

Health data related to high, low, and media adaptation.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Parliamentary administration (Congress of Deputies).

-Insurance companies that provide coverage to insured personnel.

-Enterprise risk prevention company.

f. Security level applied:

-Basic level with general character.

-Average level for documentation related to disciplinary files.

-High level for health data related to high, low, and adaptive management of media.

10. Selective oppositions and processes:

a. Purpose of the file and intended uses: Management of the oppositions and selective processes for the provision of positions of officials and labor personnel that are called in the scope of the General and Senate Courts, respectively.

b. Collectives affected:

-Participants in the selection processes.

c. Data collection source and procedure:

-Your own person through the form you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

address Address.

Phone Phone.

Academic and/or professional data.

Health care: disabled for the purpose of participating in the special shift and of facilitating the adaptations necessary for the performance of the exercises.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Advertising of the selection process through the websites of the Chambers and official publications.

-A contributing company in the automated correction of the tests, if any.

f. Security level applied:

-Basic level with general character.

-High level for health data related to disabilities.

11. Medical records:

a. Purpose of the file and intended uses: Management of medical records by the Senate Medical Cabinet for the exercise of their functions (health surveillance, high and low medical issues, etc.).

b. Collectives affected:

-Senators and staff serving in the Senate.

c. Data collection source and procedure:

-The self-interested person verbally or through the contribution of medical reports.

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

No. of Social Security or Mutual Security.

Date Birth Date.

Job Job Details.

Health Data.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-No.

f. Security level applied:

-High level.

12. Social benefits fund:

a. Purpose of the file and intended uses: Administrative management of the social benefits funds of the employment staff and the eventual staff of the Senate.

b. Collectives affected:

-Labor and eventual Senate staff.

-Beneficiaries (relatives).

c. Data collection source and procedure:

-The person concerned himself through the forms he completes and the documents he provides.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

staff record number of personnel.

Job Job Details.

Level of studies.

Recipients Data from Payees.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Tax administration.

-Social Security Agencies.

f. Security level applied:

-Basic level with general character.

-High level for health performance related data.

13. Payroll.

a. Purpose of the file and intended uses: Calculation and payment of the remuneration payable by the various collectives that carry out their activity or provide service in the Senate.

b. Collectives affected:

-Senators, former Senators, eventual staff and Senate labor personnel, and staff in the Senate's committee on services.

c. Data collection source and procedure:

-The data subject itself, through the forms you fill out.

-The Parliamentary Administration and other Public Administrations through communications and certificates.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

staff record number of personnel.

nº Social Security.

Job Job Details.

Family Situation.

Bank Account.

Data concerning social benefits.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Public Finance and Tax Administration.

-Social Security Agencies.

-Gestoria responsible for calculating contributions to the S.S.

-Banking entities for liquid holding credit.

f. Security level applied:

-Basic level.

14. Recruitment.

a. Purpose of the file and intended uses: Management of Senate contracts (registration of contracts, procedures for public bidding and monitoring of their execution).

b. Collectives affected:

-Participants in the public tender procedures, legal representatives of the tenderers.

c. Data collection source and procedure:

-The interested party or its legal representative through the forms you fill in.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

Phone Phone.

Email Email.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-No.

f. Security level applied:

-Basic level.

15. Senate Economic Management:

a. Purpose of the file and intended uses: Budgetary and financial accounting of the execution of the Senate budget.

b. Collectives affected:

-Senators.

-Personnel serving in the Senate.

-Providers.

-Public charges.

-Comappeared

c. Data collection source and procedure:

-The interested party or its legal representative, through forms and communications.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

address Address.

Phone Phone.

Banking Data.

Professional Data.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Public Finance and Tax Administration.

-Banking entities for making payments.

f. Security level applied:

-Basic level.

16. Requests.

a. Purpose of the file and intended uses: Management of applications received under the right of petition of Article 77 of the Constitution.

b. Collectives affected:

-Requesters.

c. Data collection source and procedure:

-The person concerned himself through the submission of the petition.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

address Address.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-government (art. 77 of the Constitution) and other agencies and public administrations (art. 193.3 of the Senate Rules of Procedure).

f. Security level applied:

-Basic level.

17. Senators (parliamentary activity):

a. Purpose of the file and intended uses: Management of information of the Senators aimed at facilitating the presentation of parliamentary initiatives, the practice of notifications, as well as the publicity of their biography and parliamentary activity through the Senate website.

b. Collectives affected:

-Senators and former Senators.

c. Data collection source and procedure:

-Your own person through the forms you fill in

d. Basic file structure and description of personal data types:

-Data:

DNI/NIF.

Names and Surnames.

Number Staff Log Number.

Electronic Signature.

address Address.

Phone Phone.

Image/Voice over.

Biographical data: Date and place of birth, marital status, number of children, sex, profession.

Email Email.

Ideology.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Advertisement via the Senate website if the Senator has given his consent.

f. Security level applied:

-Basic level (membership of a political party/electoral formation/parliamentary group is public data).

18. Parliamentary initiatives and files (Gelabert):

a. Purpose of the file and intended uses: Management of information regarding the parliamentary activity of the Senate and its organs (plenary sessions, Commissions, Senate Bureau ...)

b. Collectives affected:

-Authors of parliamentary initiatives and affected by parliamentary procedures dealt with in the Chamber.

c. Data collection source and procedure:

-The self-interested person.

-Public Administrations.

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

staff record number of personnel.

Electronic Signature.

Image/Voice over.

Pertenancy to a parliamentary group.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Advertising of parliamentary initiatives and interventions through the Senate website.

f. Security level applied:

-Basic level (membership of a political party/electoral formation/parliamentary group is public data).

19. Statements of the Senators ' property assets:

a. Purpose of the file and intended uses: Registration and custody of the declarations of property of the Senators, registered in the Register of Interests, in compliance with the provisions of the Organic Law of the General Electoral Regime.

b. Collectives affected:

-Senators.

c. Data collection source and procedure:

-Your own person through the form you fill in.

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

staff record number of personnel.

marital status and matrimonial property regime, if any.

Banking, Economic, Financial, and Insurance Data.

Transactions Transactions of Goods.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-No.

f. Security level applied:

-Basic level.

20. Statements of Senators ' Activities:

a. Purpose of the file and intended uses: Registration of statements of activity and applications for authorisation for the exercise of private activity, in order to manage the information relating to the incompatibilities of the Senators, in compliance with the provisions of the Organic Law of the General Electoral Regime.

b. Collectives affected:

-Senators.

c. Data collection source and procedure:

-Your own person through the form you fill in.

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

staff record number of personnel.

Activities and public charges performed, private, professional activities ..., etc.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

Advertising on the Senate website, once the Incompatibilities Commission Opinion has been adopted.

f. Security level applied:

-Basic level.

21. Senate file:

a. Purpose of the file and intended uses: Management and custody of the documentary funds of the Senate Archive. Historical, statistical and scientific purpose.

b. Collectives affected:

-Senators, former Senators, staff who provide or have provided services in the House and other people who have had a relationship with the Senate.

c. Data collection source and procedure:

-Documentation transfers from the Directorates of the General Secretariat of the Senate.

d. Basic file structure and description of personal data types:

-Data:

DNI/NIF.

Names and Surnames.

Number Staff Log Number.

Electronic Signature.

address Address.

Phone Phone.

Image/Voice over.

Biographical data: Date and place of birth, marital status, number of children, gender, academic data, profession.

Email Email.

-Treatment system:

automatized.

e. Planned disposals: No.

f. Security level applied:

-Basic level with general character.

-High level for specially protected data.

22. Researchers:

a. Purpose of the file and intended uses: Treatment of investigator card applications to access the Senate's documentary units.

b. Collectives affected:

Natural persons (investigators).

c. Data collection source and procedure:

The person concerned himself through the application form.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

-Treatment system:

Mixed Mixed.

e. Planned disposals: No.

f. Security level applied:

Basic level.

23. Archival, documentary and library training grants:

a. Purpose of the file and intended uses: Treatment and management of applications for archival, documentary and library training grants.

b. Collectives affected:

-Requesters.

c. Data collection source and procedure:

-The person concerned himself through the application form.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

Home Address.

Phone Phone.

Academic and professional data.

Email Email.

Date Birth Date.

-Treatment system:

Mixed Mixed.

e. Planned disposals:

-Public Finance and Tax Administration.

-Social Security Agencies.

f. Security level applied:

-Basic level.

24. Documentation requests:

a. Purpose of the file and intended uses: Management and statistical processing of the requests for documentation received by units of the Documentation Directorate (type of applicant, requests, subjects ...).

b. Collectives affected:

-Senators, staff who provide their services in the Chamber and others authorized to use the documentation services of the Chamber.

c. Data collection source and procedure:

-The interested person or his/her representative through the application forms

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

-Treatment system:

automatized.

e. Planned disposals: No.

f. Security level applied:

-Basic level.

25. Documentary requests to the Senate Archive:

a. Purpose of the file and intended uses: Management and processing of documentation requests relating to the funds of the Archive (type of applicant, petitions, subjects ...).

b. Collectives affected:

-Senators, staff serving in the House and others authorized to access the Senate Archive funds.

c. Data collection source and procedure:

-The person concerned himself, through the form or written request.

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

-Treatment system:

Mixed Mixed.

e. Planned disposals: No.

f. Security level applied:

-Basic level.

26. Library-managed requests:

a. Purpose of the file and intended uses: Management of consultation services, book loans and requests for documentation by authorized users of the Library of the Senate.

b. Collectives affected:

-Senators, staff who provide their services in the Chamber and other persons authorized to access the funds of the Senate Library.

c. Data collection source and procedure:

-The person concerned himself, through the form or written request.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

-Treatment system:

automatized.

e. Planned disposals: No.

f. Security level applied:

-Basic level.

27. Selection of participants in the Gimenez Abad seminar:

a. Purpose of the file and intended uses: Treatment and management of participation requests in the seminar.

b. Collectives affected:

-Requesters.

c. Data collection source and procedure:

-The person concerned himself through the application form.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

Home Address.

Phone Phone.

Academic and professional data.

Email Email.

Date Birth Date.

-Treatment system:

automatized.

e. Planned disposals:

-Public Finance and Tax Administration.

f. Security level applied:

-Basic level.

28. Security control:

a. Purpose of the file and intended uses: Access control by the State Security Forces and Corps to check the identity of persons not connected to the Senate who enter their buildings and to make temporary accreditation corresponding.

b. Collectives affected:

-People accessing Senate buildings.

c. Data collection source and procedure:

-The data subject himself, through the communication of his data.

d. Basic file structure and description of personal data types:

-Data:

NIF/DNI.

Name and last name.

filiation.

Date Birth Date.

Nationality.

Home Address.

-Treatment system:

automatized.

e. Planned disposals:

-State Security Corps and Forces.

f. Security level applied:

-Basic level.

29. Video surveillance:

a. Purpose of the file and intended uses: Captation of images by police officers for the purpose of video surveillance to ensure the security and protection inside and outside of the Senate buildings, through the identification of natural persons who eventually alter the order, security or normal development of the parliamentary activity.

b. Collectives affected:

-Physical people.

c. Data collection source and procedure:

-Security cameras.

d. Basic file structure and description of personal data types:

-Data:

image caption.

-Treatment system:

automatized.

e. Planned disposals: No.

f. Security level applied:

-Low level.

30. Documentation input and output record:

a. Purpose of the file and intended uses: Management of documents that are sent and received in the Senate.

b. Collectives affected:

-Remitents and recipients of Senate writings.

c. Data collection source and procedure:

-The self-interested person.

d. Basic file structure and description of personal data types:

-Data:

Name and last name.

-Treatment system:

automatized.

e. Planned disposals:

-No.

f. Security level applied:

-Basic level.