Article 14 GDPR: Difference between revisions

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See Commentary on Article 13(4).
See Commentary on Article 13(4).


==== (b) Providing the information proves impossible, requires disproportionate efforts, etc. ====
==== (b) Providing the information proves impossible, requires disproportionate efforts, involves serious impairment ====
Under Article 14(5)(b), the controller needs not inform the data subject about the information required under Article 14 when this is (i) impossible (especially for archival, scientific, historical research, or statistical purposes), or (ii) involves a disproportionate effort (again, especially for archival, scientific, historical research, or statistical purposes), or (iii) is likely to render impossible or seriously impair the achievement of the objectives of the processing.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref> In such cases, the controller must take appropriate measures to protect the data subject’s rights and freedoms and legitimate interests (Article 14(5)(b) GDPR).  
Under Article 14(5)(b), the controller does not have to comply with the obligation to provide information outlined in Articles 14(1), 14(2), and 14(4) GDPR<ref>On the point, let's clarify that the WP29 seems to narrow the scope of exceptions to paragraphs 14(1), (2), and (4), excluding paragraph (3) regarding the timing of information. This hermeneutic choice is not entirely convincing. The wording of the provision states that "[p]aragraphs 1 to 4 shall not apply," including paragraph (3). Therefore, we can conclude that in the presence of an exclusion clause, even paragraph 4 would apply. See, WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref> when this (i) proves impossible, or (ii) involves a disproportionate effort (in particular, for archival, scientific, historical research, or statistical purposes), or (iii) is likely to seriously impair the objectives of the processing. In all such cases, appropriate measures must be adopted to protect the data subject’s rights and freedoms and legitimate interests (Article 14(5)(b) GDPR).  


===== (i) Proves impossible =====
===== (i) Proves impossible =====
Article 14(5)(b) GDPR allows for an exemption from the obligation to provide information outlined in Articles 14(1), 14(2), and 14(4) when it is impossible, particularly for archival, scientific, historical research, or statistical purposes. When the exemption is claimed, the controller must provide evidence of the specific factors preventing it from complying. <blockquote><u>Example</u>: XXX</blockquote>If these factors no longer exist after a certain period, the data controller must provide the information immediately. In practice, it is rare for a data controller to demonstrate that it is impossible to provide the required information to data subjects.<blockquote><u>EDPB</u>: The WP29 considers that "''the mere fact that a database comprising the personal data of multiple data subjects has been compiled by a data controller using more than one source is not enough to lift this requirement if it is possible (although time consuming or burdensome) to identify the source from which the personal data of individual data subjects derived.''"<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 29 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref></blockquote>In any case, if the specific source cannot be named, then the controller should at least provide general information regarding the source(s),<ref>Recital 61 GDPR, last sentence.</ref> such as their nature (i.e. public or private) or the types of organization, industry or sector concerned (e.g. national register of companies).<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 40 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref>  
Under Article 14(5)(b) GDPR the scenario in which providing information is deemed "impossible" is a binary one, as something is either possible or impossible with no gradations in between. Therefore, if a data controller intends to use this exemption, it must explain the specific factors that obstruct them from providing the relevant information to the data subjects. Furthermore, if these factors cease to exist after a certain time, and it becomes feasible to provide the information to the data subjects, the data controller should promptly do so. In reality, there will be very few instances where a data controller can establish that it is genuinely impossible to supply information to data subjects.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 29 (available [https://ec.europa.eu/newsroom/article29/items/622227/en here]).</ref> In any case, if the specific source cannot be named, then the controller should at least provide general information regarding the source(s),<ref>Recital 61 GDPR, last sentence.</ref> such as their nature (i.e. public or private) or the types of organization, industry or sector concerned (e.g. national register of companies).<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 40 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref>  
 
===== (ii) Involves disproportionate efforts (in particular, for archival, scientific, historical research, or statistical purposes) =====
===== (ii) Involves disproportionate effort =====
The controller must demonstrate that the provision of information to the data subjects would involve a disproportionate effort, notably because of the number of data subjects, or the age of the data (Recital 62). Where a data controller seeks to rely on this exception, it should carry out a balancing test, which weighs, on the one side, the cost or impact of the investment and efforts to be made and, on the other, the effects that the absence of information could have on the data subjects.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 40 (available [https://ec.europa.eu/newsroom/article29/items/622227/en here]).</ref> This assessment must be documented and must result in the implementation of appropriate measures (see below). <blockquote><u>Example</u>: XXX </blockquote>
The controller must demonstrate that the provision of information to the data subjects would involve a disproportionate effort, notably because of the number of data subjects, or the age of the data. The disproportionate effort must result from the fact that the personal data has been collected through an intermediary. Furthermore, the controller must carry out a balancing test, which weighs, on the one side, the cost or impact of the investment and efforts to be made and, on the other, the effects that the absence of information could have on the data subjects. This assessment must be documented and must result in the implementation of appropriate measures. One appropriate measure may be to render the information publicly available on the controller’s website or in a newspaper; other effective measures could be the realization of a Data Protection Impact Assessment, the application of pseudonymisation techniques, or the minimization of the personal data collected. For instance, this scenario would be relevant in the case of data harvesting, because it is often performed on social media or on websites containing information from a lot of people from all around the world, which renders the provision of information costly and more difficult. Of course, it calls for a careful analysis and for a balance of interests as described above.


===== (iii) Render impossible or seriously impair the objective of the processing =====
===== (iii) Render impossible or seriously impair the objective of the processing =====
The controller has to demonstrate that informing individuals would seriously impair or nullify the objectives of the processing. For instance, a research project where the information of data subjects can create biases that nullify the scientific results.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28-31 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref> Whether a controller can legitimately rely on one of the three above-mentioned exemptions must be appreciated on a case-by-case basis, taking into account all relevant circumstances. Some processing purposes may, because of their nature, offer better ground for justification when invoking an exemption. As a way of illustration, Article 14(5) GDPR specifically refers to (i) processing for (i) archiving purposes in the public interest, (ii) scientific or historical research purposes or (iii) statistical purposes.
Article 14(5)(b) GDPR covers a final scenario where a data controller's disclosure of information to a data subject in accordance with Article 14(1) GDPR could potentially hinder or make it impossible to achieve the intended processing objectives. To utilize this exception, data controllers must demonstrate that providing the information stated in Article 14(1) on its own would render the processing objectives null and void. It's important to note that this particular aspect of Article 14(5)(b) assumes that the data processing conforms to all of the principles outlined in Article 5 GDPR, particularly that the processing of personal data is fair and has a legal basis under all circumstances.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28-31 (available [https://ec.europa.eu/newsroom/article29/redirection/document/51025 here]).</ref> This exemption may apply to situations where confidentiality is necessary to protect the investigation and ensure its success. <blockquote><u>Example</u>: Let's say a private detective is hired to investigate suspected misconduct by a person. If the investigation is based on strong enough suspicions, the detective is not required to provide the person with information under Article 14(5)(b) until the investigation is completed, even if it takes longer than the one-month deadline outlined in Article 14.3(a) GDPR. However, the detective must provide the information to the person at the latest when confronting them with the results of the investigation, as required by Article 14(3)(b). <ref>''Bäcker'', in Kühling, Buchner, DS-GVO BDSG, Article 14 GDPR, margin number 60 (C.H. Beck 2020, 3rd Edition).</ref></blockquote>
 
Such types of processing indeed may involve the collection of large quantities of data from various sources, with no possibility to reach out to all data subjects. The controller will however usually be in a position to implement technical and operational measures to better guarantee the respect of the right to privacy and data protection of data subjects, for example by pseudonymising the personal data, restricting access to it to a small group of researchers/statisticians, and only disclosing anonymised results.


==== (c) Collection or disclosure of data is required by an EU or Member State law ====
==== (c) Collection or disclosure of data is required by an EU or Member State law ====
Article 14(5)(c) permits the data controller to waive the information requirements outlined in Articles 14(1), 14(2), and 14(4) when obtaining or disclosing personal data is explicitly mandated by Union or Member State law to which the controller is subject. However, this exemption is subject to certain conditions. Firstly, the law in question must provide adequate measures to protect the data subject's legitimate interests. Secondly, the law should specifically address the data controller, and the obtaining or disclosure in question should be mandatory for the data controller. The data controller must demonstrate how the law applies to them and requires them to obtain or disclose the personal data. While it is the responsibility of Union or Member State law to provide appropriate measures to protect the data subject's interests, the data controller must ensure that its obtaining or disclosing of personal data complies with those measures and should inform data subjects that it is doing so in accordance with the law, unless there's a legal prohibition preventing them from doing so.<ref>Recital 41 of the GDPR states that a legal basis or legislative measure should be precise and clear, and its application should be foreseeable to individuals subject to it, in line with the case law of the Court of Justice of the EU and the European Court of Human Rights. This is the case if if a legal provision specifies at least the ''type of data collected,'' the ''requirements for data collection or disclosure'' and the ''purpose of processing'' in a sufficiently ''specific and clear manner''. See, ''Bäcker'', in Kühling, Buchner, DS-GVO BDSG, Article 13 GDPR, margin number 65 (C.H. Beck 2020, 3rd Edition).</ref> Finally, Member States may legislate, in line with Article 23 GDPR, for additional specific restrictions to the right to transparency under Article 12 and to information under Articles 13 and 14 GDPR.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 32 (available [https://ec.europa.eu/newsroom/article29/items/622227/en here]).</ref><blockquote><u>Example</u>: A tax authority is subject to a mandatory requirement under national law to obtain the details of employees’ salaries from their employers. The personal data is not obtained from the data subjects and therefore the tax authority is subject to the requirements of Article 14. As the obtaining of the personal data by the tax authority from employers is expressly laid down by law,the information requirements in Article 14 do not apply to the tax authority in this instance.</blockquote>


==== (d) Data must remain confidential due to professional secrecy ====
==== (d) Data must remain confidential due to professional secrecy ====
Article 14(5)(d) GDPR provides an exemption from the information requirement for data controllers when personal data must remain confidential under a professional secrecy obligation regulated by Union or Member State law, including statutory obligations of secrecy. If a data controller wishes to rely on this exemption, they must demonstrate that they have correctly identified the exemption and explain how the professional secrecy obligation specifically pertains to the data controller in such a way that it prohibits them from providing all of the information outlined in Articles 14(1), 14(2), and 14(4) to the data subject.<ref>WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 33 (available [https://ec.europa.eu/newsroom/article29/items/622227/en here]).</ref>


==== In such cases, controller takes appropriate measures ====
==== In such cases, controller takes appropriate measures ====
In case the controller relies on any of the exceptions outlined in Article 14(5)(b), it is required to implement appropriate measures that safeguard the data subject's rights, freedoms and legitimate interests. These measures are aimed at compensating for the lack of transparency that results from not providing information. A controller can do this in a number of ways, for instance by putting the information on its website, or by proactively advertising the information in a newspaper or on posters on its premises. Other appropriate measures, in addition to making the information publicly available, will depend on the circumstances of the processing, but may include: undertaking a data protection impact assessment; applying pseudonymisation techniques to the data; minimising the data collected and the storage period; and implementing technical and organisational measures to ensure a high level of security


===== To protect data subjects' rights... =====
===== Decisions =====
 
===== Including making the information publicly available =====
 
==Decisions==
→ You can find all related decisions in [[:Category:Article 14 GDPR|Category:Article 14 GDPR]]
→ You can find all related decisions in [[:Category:Article 14 GDPR|Category:Article 14 GDPR]]



Revision as of 11:28, 25 April 2023

Article 14: Information to be provided where personal data have not been obtained from the data subject
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Chapter 10: Delegated and implementing acts

Legal Text


Article 14: Information to be provided where personal data have not been obtained from the data subject

1. Where personal data have not been obtained from the data subject, the controller shall provide the data subject with the following information:

(a) the identity and the contact details of the controller and, where applicable, of the controller's representative;
(b) the contact details of the data protection officer, where applicable;
(c) the purposes of the processing for which the personal data are intended as well as the legal basis for the processing;
(d) the categories of personal data concerned;
(e) the recipients or categories of recipients of the personal data, if any;
(f) where applicable, that the controller intends to transfer personal data to a recipient in a third country or international organisation and the existence or absence of an adequacy decision by the Commission, or in the case of transfers referred to in Article 46 or 47, or the second subparagraph of Article 49(1), reference to the appropriate or suitable safeguards and the means to obtain a copy of them or where they have been made available.

2. In addition to the information referred to in paragraph 1, the controller shall provide the data subject with the following information necessary to ensure fair and transparent processing in respect of the data subject:

(a) the period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period;
(b) where the processing is based on point (f) of Article 6(1), the legitimate interests pursued by the controller or by a third party;
(c) the existence of the right to request from the controller access to and rectification or erasure of personal data or restriction of processing concerning the data subject and to object to processing as well as the right to data portability;
(d) where processing is based on point (a) of Article 6(1) or point (a) of Article 9(2), the existence of the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal;
(e) the right to lodge a complaint with a supervisory authority;
(f) from which source the personal data originate, and if applicable, whether it came from publicly accessible sources;
(g) the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the data subject.

3. The controller shall provide the information referred to in paragraphs 1 and 2:

(a) within a reasonable period after obtaining the personal data, but at the latest within one month, having regard to the specific circumstances in which the personal data are processed;
(b) if the personal data are to be used for communication with the data subject, at the latest at the time of the first communication to that data subject; or
(c) if a disclosure to another recipient is envisaged, at the latest when the personal data are first disclosed.

4. Where the controller intends to further process the personal data for a purpose other than that for which the personal data were obtained, the controller shall provide the data subject prior to that further processing with information on that other purpose and with any relevant further information as referred to in paragraph 2.

5. Paragraphs 1 to 4 shall not apply where and insofar as:

(a) the data subject already has the information;
(b) the provision of such information proves impossible or would involve a disproportionate effort, in particular for processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, subject to the conditions and safeguards referred to in Article 89(1) or in so far as the obligation referred to in paragraph 1 of this Article is likely to render impossible or seriously impair the achievement of the objectives of that processing. In such cases the controller shall take appropriate measures to protect the data subject's rights and freedoms and legitimate interests, including making the information publicly available;
(c) obtaining or disclosure is expressly laid down by Union or Member State law to which the controller is subject and which provides appropriate measures to protect the data subject's legitimate interests; or
(d) where the personal data must remain confidential subject to an obligation of professional secrecy regulated by Union or Member State law, including a statutory obligation of secrecy.

Relevant Recitals

Recital 60: Information Requirements
The principles of fair and transparent processing require that the data subject be informed of the existence of the processing operation and its purposes. The controller should provide the data subject with any further information necessary to ensure fair and transparent processing taking into account the specific circumstances and context in which the personal data are processed. Furthermore, the data subject should be informed of the existence of profiling and the consequences of such profiling. Where the personal data are collected from the data subject, the data subject should also be informed whether he or she is obliged to provide the personal data and of the consequences, where he or she does not provide such data. That information may be provided in combination with standardised icons in order to give in an easily visible, intelligible and clearly legible manner, a meaningful overview of the intended processing. Where the icons are presented electronically, they should be machine-readable.

Recital 61: Time of Information Provision
The information in relation to the processing of personal data relating to the data subject should be given to him or her at the time of collection from the data subject, or, where the personal data are obtained from another source, within a reasonable period, depending on the circumstances of the case. Where personal data can be legitimately disclosed to another recipient, the data subject should be informed when the personal data are first disclosed to the recipient. Where the controller intends to process the personal data for a purpose other than that for which they were collected, the controller should provide the data subject prior to that further processing with information on that other purpose and other necessary information. Where the origin of the personal data cannot be provided to the data subject because various sources have been used, general information should be provided.

Recital 62: Exceptions to Information Requirement
However, it is not necessary to impose the obligation to provide information where the data subject already possesses the information, where the recording or disclosure of the personal data is expressly laid down by law or where the provision of information to the data subject proves to be impossible or would involve a disproportionate effort. The latter could in particular be the case where processing is carried out for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes. In that regard, the number of data subjects, the age of the data and any appropriate safeguards adopted should be taken into consideration.

Commentary

Together with Article 13, Article 14 GDPR gives expression to the principle of transparency enshrined in Article 5(1)(a) GDPR. the provision requires controllers to provide specific information to the data subjects shortly after obtaining the data.[1] While Article 13 GDPR applies in situations where personal data are collected directly from the data subjects (i.e. through the filling out of an electronic form), Article 14 GDPR applies in situations where personal data have not been obtained from the data subjects but rather from a third party (i.e. indirect collection). In general, this measure avoids secret personal data collection, with all the attached shortcomings.

(1) Information the controller shall provide when personal data has not been obtained from the data subject

Since Article 13 GDPR and Article 14 GDPR are almost identical in content, the below Commentary will mostly refer to the corresponding sections of the Commentary on Article 13 GDPR. One substantial difference between those two Articles however is the existence of an additional obligation for controllers when Article 14 GDPR applies. The obligation to reveal "from which source the personal data originates and, if applicable, whether it came from a publicly accessible source" (Article 14(2)(f) GDPR). Another difference in case of indirect collection lies in the modalities for communicating the information to the data subjects, and in particular the timing for providing such information. More specifically, while, in case of direct collection, controllers must inform data subjects at the latest at the moment the data are obtained, in case of indirect collection, controllers can provide the information later (see below).

Data not obtained from the data subject

A data is not obtained directly from the data subject when the latter is not involved in any way in the collection operations.[2] This includes operators of online rating portals who collect value judgments or rankings about teachers, university lecturers, doctors, or other individuals and make them available for retrieval. These individuals must be notified before their reviews are made available online for the first time.

Case-law: The Provincial Administrative Court for Warsaw (Wojewódzki Sąd Administracyjny w Warszawie) decided that a controller collecting entrepreneurs’ personal data from open records for the purpose of providing commercial services is obliged to fulfill the information obligation directly in relation to those persons (WSA Warsaw - II SA/Wa 1030/19).[3]

(a) Identity and contact details of the controller

See Commentary on Article 13.

(b) Contact details of the data protection officer

See Commentary on Article 13.

(c) Purposes and legal basis

See Commentary on Article 13.

(d) Categories of personal data

In an Article 14 scenario, this information is necessary because the data controller has obtained the personal data from a source other than the data subject, who is therefore unaware of the specific categories of personal data that have been obtained. The rationale behind that provision is to allow the data subjects to contextualize the processing and better understand its material scope. When data are directly collected from the data subjects, as envisaged in Article 13 GDPR, the latter normally already know which data are being processed since they provided them to the controller (for example, by filling an online form, agreeing to cookies usage, etc). By contrast, when the controller obtains the data from a third party, as envisaged in Article 14 GDPR, the data subjects may not be aware of which personal data are being processed, hence the importance of providing this additional piece of information to them.[4]

The term 'category' is not defined in the GDPR, or perhaps only indirectly through the enumeration of special categories of personal data in Article 9 GDPR (e.g. data relating to health, political opinions, ethnic origin, religious beliefs, sexual orientation, etc). On this basis, one may consider each special category of personal data as an example of a 'category of personal data' in the sense of Article 14(2)(d) GDPR. Yet, in some instances, simply referring to 'health data' as a category may be too ambiguous, given that it may cover one simple information, such as the weight of the data subject, or on the contrary "a myriad of information", such as the weight, height, heat rate, blood pressure, etc.[5]

Keeping both elements in mind, the level of details that a controller must provide when describing the categories of personal data is often not straightforward. As a general rule, however, the controller should be specific enough to meet the reasonable expectations of the data subjects, in accordance with the principle of fairness and transparency, while presenting such information in a concise and intelligible form.

Example: A data subject orders a good online with controller A who, in turn, share some data with controller B for delivery purposes (i.e. the name, postal address of the data subject, email address and phone number). If controller B simply mentions 'contact details', that may be insufficient. Rather, controller B should clearly indicate that it also collected the email address and phone number of the data subject, and also specify the purpose of such processing, in accordance with Article 14(1)(c) GDPR (e.g. being able to contact the data subject in advance to determine a specific time for the delivery).

(e) Recipients

See Commentary on Article 13.

(f) International transfers

See Commentary on Article 13.

(2) Obligation to provide further information at the time when personal data are obtained

(a) Retention period

See Commentary on Article 13.

(b) Legitimate interests

See Commentary on Article 13.

(c) Information about data subject's rights

See Commentary on Article 13.

(d) Information about the right to withdraw consent

See Commentary on Article 13.

(e) The right to lodge a complaint

See Commentary on Article 13.

(f) Source of personal data

In case of indirect collection of personal data, Article 14(2)(f) GDPR requires the controller to inform the data subjects about the source of such data. If the data have been obtained from a publicly accessible source, the controller must indicate it (for instance, online newspapers, social networks, other publicly accessible sources). In most cases, however, controllers may obtain personal data from third parties, for example from data brokers, affiliates, business partners or other controllers.[6] To comply with data protection principles such as data protection by design and by default, it is important to incorporate transparency mechanisms into processing systems during the system's design and implementation phase. By doing so, organizations can effectively track and trace all personal data sources that are received into their systems throughout the data processing life cycle, enabling them to be fully transparent about their data handling practices.[7] The difficulty to trace back the source(s) of the personal data should however not be systematically used as an excuse by the controller, or be the result of the controller's own negligence, or representative of a failure to implement the principle of privacy by default and by design.[8]

(g) Automated decision-making

See Commentary on Article 13.[9]

(3) Time at which information on processing should be provided

Another difference between Article 13 and 14 GDPR concerns the time at which the information must be provided to the data subjects. Under Article 14(3) GDPR, three different scenarios are envisaged, each having their own time limit. While the first case scenario should be considered as establishing a general time limit of one-month, the two other scenarios may lead to a shortening of this one-month time limit.

(a) Within a reasonable period from the data collection, at the latest one month

Article 14(3) GDPR introduces a general rule, according to which controllers must provide the mandatory information to data subjects "within a reasonable period after obtaining the personal data", and at the latest within a month from the day of the indirect collection. In cases where data is acquired from external providers or shared within the group or between authorities, the new controller must take necessary action within one month, unless the data subjects have already been informed of such disclosure to the new controller in accordance with Article 13 by the original data collector.

(b) When the first communication with the data subject occurs

Article 14(3)(b) GDPR states that if the indirectly obtained personal data are to be used for communication with the data subject, then the controller must provide all mandatory information under Article 14 GDPR "at the latest at the time of the first communication to that data subject."[10] If the contact is not made within the first month of the collection of the data however, the general rule established under Article 13(3)(a) GDPR should apply instead (i.e. time limit of one-month as a maximum).

Example: A recruitment agency collects publicly available personal data from various platforms such as LinkedIn or Xing in order to contact specific profiles about new career opportunities, the recruitment agency should imperatively join a privacy notice containing all information listed in Article 14(2) and (3) in the first email or message sent to these data subjects. In accordance with the general rule established under Article 14(3)(a), however, if the recruitment agency delays this first communication, the information must in any case be provided within the general applicable one-month time limit.

(b) When the disclosure of personal data takes place

Article 14(3)(c) GDPR states that if the personal data are to be disclosed to another recipient, then the controller must provide all mandatory information under Article 14 GDPR "at the latest when the personal data are first disclosed". If the disclosure is not made within the first month of the collection of the data, however, the general rule established under Article 13(3)(a) GDPR should apply instead (i.e. time limit one-month as a maximum).

(4) Information on the Further Processing of Personal Data

See Commentary on Article 13.

(5) Exemptions

According to Article 14(5), the first four paragraphs of the provision do not apply if one of the following conditions is met: (a) the data subject is already informed; (b) providing the information is impossible or requires disproportionate effort; (c) the collection or disclosure of the data is required by an EU or Member State law; and finally, (d) in case the data must remain confidential due to professional secrecy. Controllers may not abusively rely on these exemptions which must be interpreted restrictively and applied narrowly.[11]

(a) Data subject already informed

See Commentary on Article 13(4).

(b) Providing the information proves impossible, requires disproportionate efforts, involves serious impairment

Under Article 14(5)(b), the controller does not have to comply with the obligation to provide information outlined in Articles 14(1), 14(2), and 14(4) GDPR[12] when this (i) proves impossible, or (ii) involves a disproportionate effort (in particular, for archival, scientific, historical research, or statistical purposes), or (iii) is likely to seriously impair the objectives of the processing. In all such cases, appropriate measures must be adopted to protect the data subject’s rights and freedoms and legitimate interests (Article 14(5)(b) GDPR).

(i) Proves impossible

Under Article 14(5)(b) GDPR the scenario in which providing information is deemed "impossible" is a binary one, as something is either possible or impossible with no gradations in between. Therefore, if a data controller intends to use this exemption, it must explain the specific factors that obstruct them from providing the relevant information to the data subjects. Furthermore, if these factors cease to exist after a certain time, and it becomes feasible to provide the information to the data subjects, the data controller should promptly do so. In reality, there will be very few instances where a data controller can establish that it is genuinely impossible to supply information to data subjects.[13] In any case, if the specific source cannot be named, then the controller should at least provide general information regarding the source(s),[14] such as their nature (i.e. public or private) or the types of organization, industry or sector concerned (e.g. national register of companies).[15]

(ii) Involves disproportionate efforts (in particular, for archival, scientific, historical research, or statistical purposes)

The controller must demonstrate that the provision of information to the data subjects would involve a disproportionate effort, notably because of the number of data subjects, or the age of the data (Recital 62). Where a data controller seeks to rely on this exception, it should carry out a balancing test, which weighs, on the one side, the cost or impact of the investment and efforts to be made and, on the other, the effects that the absence of information could have on the data subjects.[16] This assessment must be documented and must result in the implementation of appropriate measures (see below).

Example: XXX

(iii) Render impossible or seriously impair the objective of the processing

Article 14(5)(b) GDPR covers a final scenario where a data controller's disclosure of information to a data subject in accordance with Article 14(1) GDPR could potentially hinder or make it impossible to achieve the intended processing objectives. To utilize this exception, data controllers must demonstrate that providing the information stated in Article 14(1) on its own would render the processing objectives null and void. It's important to note that this particular aspect of Article 14(5)(b) assumes that the data processing conforms to all of the principles outlined in Article 5 GDPR, particularly that the processing of personal data is fair and has a legal basis under all circumstances.[17] This exemption may apply to situations where confidentiality is necessary to protect the investigation and ensure its success.

Example: Let's say a private detective is hired to investigate suspected misconduct by a person. If the investigation is based on strong enough suspicions, the detective is not required to provide the person with information under Article 14(5)(b) until the investigation is completed, even if it takes longer than the one-month deadline outlined in Article 14.3(a) GDPR. However, the detective must provide the information to the person at the latest when confronting them with the results of the investigation, as required by Article 14(3)(b). [18]

(c) Collection or disclosure of data is required by an EU or Member State law

Article 14(5)(c) permits the data controller to waive the information requirements outlined in Articles 14(1), 14(2), and 14(4) when obtaining or disclosing personal data is explicitly mandated by Union or Member State law to which the controller is subject. However, this exemption is subject to certain conditions. Firstly, the law in question must provide adequate measures to protect the data subject's legitimate interests. Secondly, the law should specifically address the data controller, and the obtaining or disclosure in question should be mandatory for the data controller. The data controller must demonstrate how the law applies to them and requires them to obtain or disclose the personal data. While it is the responsibility of Union or Member State law to provide appropriate measures to protect the data subject's interests, the data controller must ensure that its obtaining or disclosing of personal data complies with those measures and should inform data subjects that it is doing so in accordance with the law, unless there's a legal prohibition preventing them from doing so.[19] Finally, Member States may legislate, in line with Article 23 GDPR, for additional specific restrictions to the right to transparency under Article 12 and to information under Articles 13 and 14 GDPR.[20]

Example: A tax authority is subject to a mandatory requirement under national law to obtain the details of employees’ salaries from their employers. The personal data is not obtained from the data subjects and therefore the tax authority is subject to the requirements of Article 14. As the obtaining of the personal data by the tax authority from employers is expressly laid down by law,the information requirements in Article 14 do not apply to the tax authority in this instance.

(d) Data must remain confidential due to professional secrecy

Article 14(5)(d) GDPR provides an exemption from the information requirement for data controllers when personal data must remain confidential under a professional secrecy obligation regulated by Union or Member State law, including statutory obligations of secrecy. If a data controller wishes to rely on this exemption, they must demonstrate that they have correctly identified the exemption and explain how the professional secrecy obligation specifically pertains to the data controller in such a way that it prohibits them from providing all of the information outlined in Articles 14(1), 14(2), and 14(4) to the data subject.[21]

In such cases, controller takes appropriate measures

In case the controller relies on any of the exceptions outlined in Article 14(5)(b), it is required to implement appropriate measures that safeguard the data subject's rights, freedoms and legitimate interests. These measures are aimed at compensating for the lack of transparency that results from not providing information. A controller can do this in a number of ways, for instance by putting the information on its website, or by proactively advertising the information in a newspaper or on posters on its premises. Other appropriate measures, in addition to making the information publicly available, will depend on the circumstances of the processing, but may include: undertaking a data protection impact assessment; applying pseudonymisation techniques to the data; minimising the data collected and the storage period; and implementing technical and organisational measures to ensure a high level of security

Decisions

→ You can find all related decisions in Category:Article 14 GDPR

References

  1. EDPB, ‘Binding decision 1/2021 on the dispute arisen on the draft decision of the Irish Supervisory Authority regarding WhatsApp Ireland under Article 65(1)(a) GDPR’, 28 July 2021, pp. 39-41 (available here pp. 39-41).
  2. This hypothesis excludes scenarios where the data subject provides the information directly (for example, through signing up for an app) or where the controller acquires the data in the presence of the data subject, but without their conscious, active contribution (i.e. a TV crew filming the data subject on the street during a protest). In such cases, the data is considered to be acquired directly from the data subject and, subject to the relevant exceptions (e.g. Article 13(4) GDPR), the applicable provision is Article 13 GDPR.
  3. WSA Warsaw - II SA/Wa 1030/19
  4. Collecting data from third parties hinders the data subject's ability to acquire information about the processing of their data, and also makes it less transparent, thereby increasing the likelihood of incorrect data collection. Thus, to uphold the principle of transparent and fair data processing as a crucial aspect of informational self-determination, it is necessary to implement compensatory measures. See, Dix, in Simitis, Hornung, Spiecker gen. Döhmann, Datenschutzrecht, Article 14 GDPR, margin number 1 (C.H. Beck 2019).
  5. Zanfir-Fortuna, in Kuner, Bygrave, Docksey, The EU General Data Protection Regulation (GDPR): A Commentary, Article 14, p. 444 (Oxford University Press 2020).
  6. This, in theory, should allow the data subjects to exercise a control over processing operations conducted not only by the secondary controller but also by the controller from which the data originated. See, WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 29 (available here).
  7. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 29 (available here).
  8. See Commentary on Article 25 GDPR.
  9. WP29, Guidelines on Transparency under Regulation 2016/679, 11 April 2018, p. 14.
  10. The specific regulations on electronic communication must be adhered to, which necessitate not only information but also the potential prior consent of the concerned individuals. Take, for instance, Article 13 e-Privacy Directive according to which automated calling and communication systems (e.g. automatic calling machines), fax machines, or electronic mail can only be used for direct marketing purposes if the subscribers or users have given prior consent.
  11. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28 (available here).
  12. On the point, let's clarify that the WP29 seems to narrow the scope of exceptions to paragraphs 14(1), (2), and (4), excluding paragraph (3) regarding the timing of information. This hermeneutic choice is not entirely convincing. The wording of the provision states that "[p]aragraphs 1 to 4 shall not apply," including paragraph (3). Therefore, we can conclude that in the presence of an exclusion clause, even paragraph 4 would apply. See, WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28 (available here).
  13. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 29 (available here).
  14. Recital 61 GDPR, last sentence.
  15. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 40 (available here).
  16. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 40 (available here).
  17. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 28-31 (available here).
  18. Bäcker, in Kühling, Buchner, DS-GVO BDSG, Article 14 GDPR, margin number 60 (C.H. Beck 2020, 3rd Edition).
  19. Recital 41 of the GDPR states that a legal basis or legislative measure should be precise and clear, and its application should be foreseeable to individuals subject to it, in line with the case law of the Court of Justice of the EU and the European Court of Human Rights. This is the case if if a legal provision specifies at least the type of data collected, the requirements for data collection or disclosure and the purpose of processing in a sufficiently specific and clear manner. See, Bäcker, in Kühling, Buchner, DS-GVO BDSG, Article 13 GDPR, margin number 65 (C.H. Beck 2020, 3rd Edition).
  20. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 32 (available here).
  21. WP29, ‘Guidelines on Transparency under Regulation 2016/679’, 17/EN WP260 rev.01, 11 April 2018, p. 33 (available here).