Data Protection and Privacy Notice

1. INTRODUCTION

The Joint FAO/WHO Food Standards Programme, also known as Codex Alimentarius, (hereinafter referred to as Codex) is committed to treating your personal data fairly, with integrity, responsibility, security, and transparency. Codex, who’s website is currently hosted by FAO, collects and processes personal data in accordance with FAOs internal rules and procedures on the protection of data, to the exclusion of any single national system of law.

This Data Protection and Privacy Notice describes what personal information we may collect and process, the reason for processing, how we use, process and ensure protection of all data provided. It also sets out the options for you to request access, correction, deletion and to object to your data being processed by Codex and FAO.

2. SCOPE OF PROCESSING ACTIVITIES

This Data Protection and Privacy Notice applies to the:

a. web-users visiting the Codex website (within the “fao.org” domain name, or any other domain officially owned by FAO) and other online services including the Codex social media pages
b. participants registering for, and attending, Codex meetings and events including virtual events
c. personnel and guests entering FAO and WHO premises or other venues for Codex meetings are convened
d. subscribers to Codex newsletters
e. users accessing FAO Knowledge Repository
f. users accessing Codex databases, systems, blogs, forum and other similar tools.

In addition to being governed by the FAO Terms and Conditions, individual platforms or tools on the Codex website may have additional dedicated terms of use. In case of conflict, the present Data Protection and Policy Notice shall apply. For processing activities using FAO apps, please refer to the FAO Privacy Policy for the use of FAO Apps.

If you visit Codex’s website, you may notice links that may direct you to websites and online platforms managed by third parties. The processing of personal data on the third parties’ platforms, including the social media platforms that host FAO’s social media pages, are governed by their own privacy policies.

3. WHAT DATA DO WE COLLECT AND PROCESS?

As reflected in the Terms and Conditions on FAO’s website, except for authorized investigations and to maintain required correspondence files, no other attempts are made to identify individual users or their usage habits. Raw data logs are used to determine the number of users and, occasionally, which general domains are accessing the Codex website. When you visit the Codex website, FAO uses third parties’ platforms that collect anonymous information about users’ browsing behavior when users visit the website, through the use of cookies. By using the Codex website, users agree that FAO can place cookies on users’ computer, mobile phone or handheld devices.

There may be specific platforms, apps, tools or activities (e.g. Online Registration System (ORS), Online Commenting System (OCS), EWG Forum) where Codex asks you to provide personal identifiable information (for example, amongst others, full name, date of birth, email and/or postal address, phone number, position/title, company/organisation). This would be for the following processing activities:

During Codex meetings and events photographic and video and/or audio recordings may be collected and events may be webcast live.
These would be used for the following activities:

Streaming a live webcast of Codex meetings to facilitate Codex Members and Observers who cannot physically participate in the meeting;

Preparation of Videos on the work of Codex;

Preparation of transcripts of Codex meetings to facilitate preparation of the report;

Preparation of publications on Codex work e.g. annual CODEX Magazine

Providing photographic databases of Codex meetings and events on the Codex Website and social media.

Maintain an audio archive of discussions held at the Executive Committee of the Codex Alimentarius Commission (CCEXEC) in line with the relevant decisions of the Codex Alimentarius Commission (CAC)

4. WHY DO WE COLLECT YOUR DATA?

Codex will only collect and process your personal data for the purpose of Codex activities undertaken within the context of its mandate and in line with its legal framework.
So, we may collect your personal data for one or more of the following purposes:

To allow you to contact us and/or receive information from us;
To organise or promote Codex events and/or activities;
To allow you to register to participate in meetings/events we organise or co-organise;
To allow you to submit comments on Codex texts;
To analyse web statistics and log files, with the aim of improving the functioning of our website;
To give you access to Codex platforms;
To send you Codex meeting invitations, Circular letters, newsletters;
To prepare meeting reports, publications, web news articles, and social media messages.

5. WHO HAS ACCESS TO YOUR PERSONAL DATA AND TO WHOM IS IT DISCLOSED?

Any information provided to Codex by users is managed with utmost care and security. It is not used in any manner other than that set out in this Data Protection and Privacy Notice, or in any additional site-specific policies, without users' consent. All Codex Secretariat employees who have access to, or are associated with, the processing of personal data are under strict obligations of confidentiality in respect of official business matters, including when processing personal data.

Depending on the purpose for which we process your personal data, we may share the necessary information with selected third parties (duly authorized partners or service providers) to perform services for Codex e.g. host secretariats of Codex Subsidiary bodies for the specific meeting that they host. We make every effort to ensure that those third parties afford a level of protection and safeguards that are the same as or comparable to FAO.

6. HOW LONG DO WE KEEP YOUR DATA?

Your personal data will be kept by Codex and its authorized partners and service providers only for as long as necessary for purposes set out in this Notice in accordance with FAO rules.

7. HOW DO WE ENSURE THE SAFEGUARDS OF YOUR DATA?

To prevent unauthorized access, use or disclosure, maintain data accuracy, and ensure the correct use of data, Codex, who’s website is currently hosted by FAO, applies adequate security measures and appropriate physical, electronic, and managerial procedures to safeguard and secure the information we process. These measures and procedures are consistent with FAO’s rules, policies and practice, which are aligned with international standards and practices.

8. REQUESTS RELATED TO YOUR DATA

In accordance with FAO internal rules and procedures on data protection, you may make the following requests with regard to your data:

a. Access. You may request confirmation of whether your data is being processed and, if that is the case, request access to your data.
b. Correction. You may request correction or updating of your data.
c. Deletion. You may request deletion of your data. Requests for deletion will be considered, taking into account whether (i) the data is no longer necessary for the processing purpose, or (ii) you have withdrawn your consent to the data processing and there is no other legitimate basis for processing.
d. Objection. If you have been asked, but not yet provided your data, you may object to having your data processed. In this case, you should provide compelling legitimate grounds for your objection.

9. CONTACT US

If you wish to request for access, correction, deletion, or to object to the use of your personal data, please contact us at [email protected].

If you have concerns or require more information regarding the personal data you have provided to us, please contact us at [email protected].

10. CHANGES TO DATA PROTECTION AND PRIVACY NOTICE

Codex may, at its own discretion, update this Data Protection and Privacy Notice, to reflect changes in our rules and practices.

11. PRIVILEGES AND IMMUNITIES AND APPLICABLE LAW

Nothing in this Data Protection and Privacy Notice shall be construed as constituting a waiver of the privileges or immunities of FAO, nor as its acceptance of the jurisdiction of the courts of any country over disputes arising out of this Notice. FAO’s processing of personal data is not governed by any national or regional system of law.