Resolution Of May 21, 2012, Of The Instituto De La Juventud, Which Are Created And Deleted Files Of Personal Data, Managed By The Instituto De La Juventud.

Original Language Title: Resolución de 21 de mayo de 2012, del Instituto de la Juventud, por la que se crean y suprimen ficheros de datos de carácter personal, gestionados por el Instituto de la Juventud.

Read the untranslated law here: http://www.boe.es/buscar/doc.php?id=BOE-A-2012-7651

Article 20 of the organic law 15/1999, of 13 December, of protection of data of a Personal nature, establishes that the creation, modification or deletion of files of public administrations only may be through general provision published in the «Official Gazette» or in the relevant official journal.

Furthermore, the regulations implementing the organic law 15/1999, of 13 December, of protection of data of a Personal nature, approved by Royal Decree 1720 / 2007, of 21 December, provides in article 52 that just may be the creation, modification or deletion of files of public ownership by general provision or agreement published in the «Official Gazette» or corresponding official journal. Also, in article 53 determines that when the provision refers to entities or organizations linked or dependent on the General Administration of the State, you can take the form of resolution of the owner of the structure or corresponding body.

The Instituto de la Juventud, autonomous agency created by Royal Decree 1119 / 1977, of May 20, has as principles the promoting equal opportunities among young people, promote the free and effective participation of youth in the political, social, economic and cultural development of Spain and foster collaboration with other ministries and other public administrations whose activities have an impact on this sector of the population.

Moreover, the Royal Decree 200/2012, 23 January, developed by the Ministry of health, social services and equal basic organic structure, provides in its article 2.7, the Youth Institute is attached to the Department through the Secretary of State for social services and equality, with the legal nature, structure and functions as are provided for in the specific regulations.

In order to comply with the provisions of the organic law 15/1999, of 13 December, of protection of Personal character data, and ensure the exercise of their legitimate rights to managed, completes the relationship of the files managed by the Institute of youth with the deletion of the files that are contained in annex I to the present resolution , and the creation of other files in the annex II.

Those affected may exercise the right of access, rectification and cancellation of the personal data contained in these files, in accordance with the provisions of law 15/1999, of 13 December, of protection of data of a Personal nature.

By virtue, following a report from the Spanish Agency of data protection, I have: first. Deletion of files.

Declares the deletion of files of personal data listed in annex I to the present resolution. Those responsible for these files shall take appropriate measures to delete and destroy many copies of security had them or appropriate measures for the fulfilment of current legislation, having become obsolete or have been completely replaced or updated by others. The Youth Institute will also appropriate actions for the destruction and the deleted physical files and proceed to notification of the deletion of the same to the Spanish Agency of data protection, for the realization of appropriate procedures for the cancellation of its registration in the General Register of data protection.

Second. Creation of files.

Declares the establishment of files of personal data listed in annex II to the present resolution, under the terms and conditions laid down in the organic law 15/1999, of 13 December, of protection of data of a Personal nature and its regulation of development approved by Royal Decree 1720 / 2007, of 21 December.

In the said Annex II are designated the bodies responsible for these files and in addition, with respect to each of them, include the following: name of the file, purpose and intended uses, people and groups affected, procedure for collection of data, basic structure, of personal data included in the file, provided for transfers of data, provided for transfers to third countries, services/units that exercise your rights of access rectification, cancellation and opposition, and level of security.

Final disposition. Entry into force.

This resolution shall enter into force the day following its publication in the "Official Gazette".

Madrid, May 21, 2012.-the Director General of the Institute of youth, Rubén Urosa Sánchez.

Annex I suppression files file code of registration files (files of new creation) destination activities and programs of the Institute of youth.





2111040244 activities, programs, training and Exchange.






Database of trainers.





2080980854 activities, programs, training and exchanges.






Subsidies.





1942712080 grants, prizes, grants and collaboration agreements.






Personal Injuve.





1942712076 human resources management.






Access control.





2111040245 access control.






Participants contest health activa.com 2080981082 deletion of the file by obsolete. It is not applicable for any purpose of the organism.





These files listed have been deprecated. Current characteristics of these do not correspond with the existing files currently in the organism and therefore shall be the Declaration of suppression in the General Register of the Spanish Agency of data protection.

Reason for deletion: changes in treatment and update systems.

Destination of the data: the data of the files that are deleted are migrated to the files of new creation according to the correspondence of the table above. With respect to the files that lack of correspondence is the Elimination of the corresponding information stands and will proceed to notification of the deletion of the same to the Spanish Agency of data protection, for the realization of appropriate procedures for the cancellation of its registration in the General registry of data protection.

Annex II creation of files I. file: activities, programs, training and exchanges.

1. purpose of the file and intended for the same uses.

The purpose is the management of activities related to the various programs of the Agency: volunteering, events, training, conferences, forums.

Applications are the derivatives of the necessary steps for your organization.

2 people or groups over which intends to obtain personal data.

The person concerned or his legal representative, youth associations or their members, students, other individuals, young people in general between 12 and 35 years.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information provided by the interested parties or their legal representatives, through a card or form, both on paper as electronically.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

They collect identifying personal characteristics, character data as contained in the document of the data protection agency on notification of Personal data processing.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Image/voice.

Other types of data: personal characteristics.

Social circumstances.

Academics and professionals.

Details of employment.

With regard to young persons of fourteen years, which must have the permission of their parents, guardians or legal representatives, should include call sign information of parents, guardians or legal representatives required participants. The inclusion of data of a personal nature of such legal representatives will always be payable in relation to young persons of fourteen years.

7. planned data communications.

Public institutions and private entities related to the programs, even to countries that do not provide an adequate level of protection and those provided for in the law.

Article 12.1 of the organic law 15/1999, of 13 December, of protection of data of a Personal nature include the cases in which such institutions and entities are limited to collaborate with the responsible person in the organisation of events, or collect data for an organized event or of which he is responsible for last responsible for the Organization of events Since in such cases, it would be to access to the data by a processor.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.
Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10. Security with basic-level indicator, medium or high enforceable measures.

Basic level 11. International transfers of data to third countries.

They carry out to private entities or public institutions organizing activities, programs, training and exchanges, even to countries that do not provide an adequate level of protection.

II. file: Information and documentation.

1. purpose of the file and intended for the same uses.

The purpose of the file is the youth information, exchange of information among agencies related to activities of the Youth Institute, publications and studies.

Applications are derived from the sending of communications, documentation and publications, studies and journals, and the use as registered users of the spaces dedicated to the exchange of information.

2 people or groups over which intends to obtain personal data.

Subscribers, users and partners.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information provided by stakeholders, through a card or form, both on paper as electronically.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

They collect identifying personal characteristics, character data as contained in the document of the data protection agency on notification of Personal data processing.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Other types of data: personal characteristics.

Academics and professionals.

Details of employment.

Transactions of goods and services.

7. planned data communications.

Any data will not transfer to third parties, except those provided for by law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10. Security with basic-level indicator, medium or high enforceable measures.

Basic level.

11 international data transfers to third countries.

Not have been identified.

III. file: Grants, prizes, grants and collaboration agreements.

1. purpose of the file and intended for the same uses.

The purpose is the management of call for grants, awards and subsidies, managed by the Agency through its different programmes and economic management for these.

Applications are the derivatives of the announcements of grants, awards, grants, and their concessions and cooperation agreements.

2 people or groups over which intends to obtain personal data.

Youth associations, public administrations, private entities, young people in general.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information provided by the interested parties or their legal representatives, through a card or form, both on paper as electronically.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

They collect identifying personal characteristics, character data as contained in the document of the data protection agency on notification of Personal data processing.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Other types of data: personal characteristics.

Academics and professionals.

Details of employment.

Transactions of goods and services.

7. planned data communications.

Judicial bodies. Agencia Estatal de Administración Tributaria. Court of Auditors. General of the administration of the State intervention. Banks and savings banks. Those provided for in the law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10. Security with basic-level indicator, medium or high enforceable measures.

Basic level 11. International transfers of data to third countries.

Not have been identified.

IV. file: Economic management.

1. purpose of the file and intended for the same uses.

The purpose of this file is the economic management.

Applications are derived from the economic and accounting management of the body, control of contracts and contracted services to third parties.

2 people or groups over which intends to obtain personal data.

The person concerned or his legal representative, other individuals, private entities and public administrations.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by interested parties or their legal representatives.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Other types of data: personal characteristics.

Social circumstances.

Academics and professionals.

Details of employment.

Economic, financial and insurance.

Transactions of goods and services.

7. planned data communications.

Judicial bodies. Agencia Estatal de Administración Tributaria. Court of Auditors. General of the administration of the State intervention. Banks and savings banks. Those provided for in Act 8. The responsible for the file administration organ.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

V. file: Human resource management.

1. purpose of the file and intended for the same uses.

The purpose is the management of staff.

Applications derived from the management of records in terms of staff, additions, resignations, retirements, remuneration control working times, statistics of personnel, payroll and all related to the management of the Agency's staff.

2 people or groups over which intends to obtain personal data.

Staff providing services in the organism, both as recruited staff.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by interested parties or their legal representatives, and public administrations.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

No. Personal record.

No. SS/mutuality.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Other types of data: personal characteristics.

Social circumstances.

Academics and professionals.

Details of employment.

Family economic, financial, and insurance.

Transactions of goods and services.

7. planned data communications.

Agencies of Social Security, state tax administration agency, Court of Auditors. General of the administration of the State intervention. Banks, banks savings and insurance entities. Mutual. Training companies. Public State employment service. The public administrations National Institute and Central Registry of personnel, both from the Ministry of finance and public administration. The provided for in the law.

8. organ of the Administration responsible for the file.
Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

VI. file: Administration and management of the Centroeurolatinoamericano (CEULAJ).

1. purpose of the file and intended for the same uses.

The purpose is the Administration and management of reserves and stays in the CEULAJ, and management of the operation of the Centre.

Applications are derivatives of the control and management of reserves and stays for training activities and the economic and administrative management of the CEULAJ.

2 people or groups over which intends to obtain personal data.

Youth generally between 12 and 35 years, or their legal representatives, members of groups or youth associations and other individuals.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by interested parties or their legal representatives, through a card or form, both on paper as electronically.

4 treatment system used in the Organization of the data: automated.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Other types of data: personal characteristics.

Social circumstances.

Academics and professionals.

Details of employment.

Economic, financial and insurance.

Transactions of goods and services.

With regard to young persons of fourteen years, which must have the permission of their parents, guardians or legal representatives, should include call sign information of parents, guardians or legal representatives required participants. The inclusion of data of a personal nature of such legal representatives will always be payable in relation to young persons of fourteen years.

7. planned data communications.

Forces and State security bodies in accordance with instruction 1/2006 of 8 November, the Spanish Agency of data protection on the processing of personal data for surveillance through cameras or video systems.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

VII. file: Access Control.

1. purpose of the file and intended for the same uses.

The purpose is the preserve security in the venues that the Agency has in Madrid in calle Marqués de Riscal and in the calle José Ortega y Gasset; and in the CEULAJ in Mollina (Málaga).

Applications are derived from access control to buildings of natural persons or the legal representatives of legal persons. File submitted to instruction 1/1996, of the Spanish Agency of data protection.

2 people or groups over which intends to obtain personal data.

Own visitors or his legal representative.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by stakeholders.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

DNI/NIF.

Domicile.

Other identifying data.

Representation that holds in its case.

7. planned data communications.

Any data will not transfer to third parties, except those provided for by law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

VIII. file: video surveillance.

1. purpose of the file and intended for the same uses.

The purpose is to preserve security in the venues which the organism takes in Madrid in calle Marqués de Riscal and based in the CEULAJ in Mollina (Málaga).

Applications are derived from the control of access to the building. The system is subject to instruction 1/2006 of 8 November, the Spanish Agency of data protection.

2 people or groups over which intends to obtain personal data.

The Agency's staff, visitors.

3. procedure of collection of data of a personal nature. Origin of the same.

Video surveillance equipment.

4 treatment system used in the Organization of the data: automated.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: image.

7. planned data communications.

The State security bodies and forces. Judicial bodies. Those provided for in Act 8. The responsible for the file administration organ.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

IX. file: Record entry and exit of documents.

1. purpose of the file and intended for the same uses.

The purpose is the management of the entry and exit of documents of the Instituto de la Juventud.

Applications are those provided for in article 38 of the law 30/1992 of 26 November on the legal regime of public administrations and common administrative procedure.

2 people or groups over which intends to obtain personal data.

Natural persons. Legal representatives of legal persons. Public administrations. Private entities. Senders and recipients 3. Procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by stakeholders.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

DNI/NIF home.

Email address.

Other data contained in the document submitted.

7. planned data communications.

Administrative bodies recipients of the document in accordance with the provisions of law 30/1992, of November 26, legal regime of public administrations and common administrative procedure. Those provided for in the law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

X file: Computer systems management.

1. purpose of the file and intended for the same uses.
The purpose is the management and internal electronic administration of the Agency.

Applications are the derivatives of the user management, network management, as well as those resulting from other activities related to the operation and internal management.

2 people or groups over which intends to obtain personal data.

Personal officer and labor in the body. External hired personnel who provide services in the Agency.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by stakeholders.

4 treatment system used in the Organization of the data: automated.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: character identifying name and surname data.

DNI/NIF current address.

Email address.

Phone.

Image/voice.

Signature/footprint.

Electronic signature other identifying data: ID and password.

7. planned data communications.

Any data will not transfer to third parties, except those provided for by law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

XI. file: Complaints and claims.

1. purpose of the file and intended for the same uses.

The purpose is the care and resolution of complaints and claims.

Applications are the derivatives of the attention to and resolution of complaints and claims arising in the body according to law 30/1992 of 26 November on the legal regime of public administrations and common administrative procedure.

2 people or groups over which intends to obtain personal data.

Citizens who are related to the Organization and staff of this.

3. procedure of collection of data of a personal nature. Origin of the same.

The personal data will be collected from the information voluntarily expressed by stakeholders.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

DNI/NIF home.

Email address.

Phone.

7. planned data communications.

Any data will not transfer to third parties, except those provided for by law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.

XII. file: Legal Affairs.

1. purpose of the file and intended for the same uses.

The purpose is the management of Legal Affairs.

Applications derived from the management of legal records, contracts, legal consultations, complaints and judicial procedures of the Agency.

2 people or groups over which intends to obtain personal data.

The person concerned or his legal representative. Other individuals. Public records. Private entities. Public administrations.

3. procedure of collection of data of a personal nature. Origin of the same.

Holders. Legal representatives.

4 treatment system used in the Organization of the data: mixed.

5. basic structure of the file.

Identifying character data, as contained in the document of the data protection agency on notification of the treatment of Personal data will be collected.

6. Description of the types of identification data included in the file: identification data: name and surname.

NIF/DNI.

Personal registration number.

No. SS/mutuality.

Postal and electronic address.

Phone.

Signature/footprint.

Electronic signature.

Other types of data: personal characteristics.

Social circumstances.

Academics and professionals.

Details of employment.

Family economic, financial, and insurance.

Transactions of goods and services.

Commercial information.

Own procedure.

7. planned data communications.

Judicial bodies. Law of the State. Banks and financial institutions. Those provided for in the law.

8. organ of the Administration responsible for the file.

Youth Institute, an independent body of the Ministry of health, social services and equality.

9 services or units to those who could exercise the rights of access, rectification, cancellation and opposition.

Institute of youth, General Secretariat, c / José Ortega y Gasset, 71, 28006 Madrid.

10 security with basic-level indicator, medium or high enforceable measures: basic level.

11 international data transfers to third countries.

Not have been identified.