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European Research Executive Agency

Public Central Register for Data Protection Records in REA

DPR: data protection record (or ‘record’) – document describing the personal data processing activity (e.g. what we do with your personal data, why we process it, how long for, who is responsible, etc..);  

DPN: data protection notice (or ‘privacy statement’) – the document usually transmitted to data subjects informing that his/her personal data are processed, summarising the DPR. 

Human resources

Processing operationControllerDescription of processing
operation
Data Protection Record (DPR)Data Protection Notice DPN (if applicable)
Managing REA staff missionsHead of Sector REA.D2.004 (previously REA.C1.004 (AFL))The purpose of this processing operation is to allow the organisation of travel, the accommodation of REA staff during missions (business travel) and the payment of the resulting costs.​DPR Managing REA Staff MissionsDPN Managing REA Staff Missions
Processing of health related data in the workplaceHead of Unit  REA.D2 - People and WorkplaceTo ensure conformity with recruitment, occupational health and personnel management requirements of the Staff Regulations of Officials and Conditions of Employment of Other Servants (CEOS).DPR Processing of Health Related Data in the WorkplaceDPN Processing of Health Related Data in the Workplace
REA managers feedback exercise 2019Head of Unit  REA.D2 - People and WorkplaceThe purpose of the processing is to allow reviewees (REA Managers) in a developmental role, to obtain feedback on their management and leadership skills and to help them develop their competencies.DPR REA Managers Feedback Exercise 2019DPNREA Managers Feedback Exercise 2019
REA staff assembliesHead of Unit  REA.D2 - People and WorkplaceUnder revisionDPR REA Staff AssembliesDPN REA Staff Assemblies
Joint selectionsHead of Unit  REA.D2 - People and WorkplaceThe purpose of the processing is to receive applications, evaluate and select the best candidates (according to the call) for Temporary Agent and Contract Agent positions available in REA and the Executive Agencies who collectively engage in the inter-agency Joint Selection. DPR Joint SelectionsDPN Joint Selections
REA Staff Committee elections revised 2021Head of Unit  REA.D2 - People and Workplace (previously C1)

The purpose of the process is to set up the Staff Committee of the Agency.

DPR Staff Committee ElectionDPN Staff Committee Elections
REA Managers Feedback Exercise 2018 (pilot)Head of Unit  REA.D2 - People and Workplace (previously C1)To organise the development programme for its managersDPR REA Managers Feedback Exercise 2018 (pilot)DPN REA Managers Feedback Exercise 2018 (pilot)
Selection of Contract staff (CA) at REAHead of Unit  REA.D2 - People and Workplace (previously C1)The processing operation is necessary for the selection procedure of the best qualified candidates according to the job descriptionDPR Selection of Contract Staff (CA) in the READPN Selection of Contract Staff (CA) in the REA
Management of Personal Files of REA StaffHead of Unit  REA.D2 - People and Workplace (previously C1)The purpose of the processing activity is to trace the career of the person and to verify personal information based on legitimate decisions of the Agency and its Appointing AuthorityDPR Management of Personal Files of REA StaffDPN Management of Personal Files of REA Staff
Annual appraisal and reclassification of REA Contract and Temporary staffHead of Unit  REA.D2 - People and Workplace (previously C1)The purposes of this data processing activity are to provide guidance for future career development and training needs of contract and temporary staff; to assess the performance and achievements of the concerned jobholders; to assess the performance, the merit and the personal achievements of the concerned jobholders following the assessment in the annual appraisal reports.DPR Annual appraisal and reclassification of REA Contract and Temporary StaffDPN Annual appraisal and reclassification of REA Contract and Temporary Staff 
Assessment of the ability of to work in a third EU languageHead of Unit  REA.D2 - People and Workplace (previously C1)The purpose of this data processing activity is to assess the ability to work in a third language in accordance with Article 45(2) of the Staff Regulations.DPR Assessment of the ability of to work in a third EU languageDPN Assessment of the ability of to work in a third EU language
Transfer of personal data to permanent representations of the Member States to the EU and/or other organisations (such as embassies of the Member States in the hosting countries and ministries of foreign or European affairs of Member States)Head of Unit  REA.D2 - People and Workplace (previously C1)

This processing operation enables REA to respond to requests from Member States' Permanent Representations concerning personal data of the members of REA staff. REA will transfer the personal data for the purposes referred to in Article 15 of the  Protocol (No 7) on Privileges and Immunities of the European Union

DPR Transfer of personal data to permanent representations of the Member States to the EU and/or other organisationsDPN Transfer of personal data to permanent representations of the Member States to the EU and/or other organisations 
Management of training needs and development of training activities by REAHead of Unit  REA.D2 - People and Workplace (previously C1)The purpose of this data processing activity is to ensure that staff development is in line with both the needs for fulfilment of the overall mission of the Agency and the individual career development.​DPR Management of training needs and development of training activities by READPN Management of training needs and development of training activities by REA
Selection, recruitment and management of Bluebook trainees at REAHead of Unit  REA.D2 - People and Workplace (previously C1)Under revisionDPR Selection, recruitment and management of bluebook trainees in the READPN Selection, recruitment and management of bluebook trainees in the REA 
Recruitment and administration of interim staff at REAHead of Unit  REA.D2 - People and Workplace (previously C1)Under revisionDPR Recruitment and administration of interim staff in the READPN Recruitment and administration of interim staff in the REA 
Selection of Temporary Agents (TA) in the REAHead of Unit  REA.D2 - People and Workplace (previously C1)This processing operation is necessary for the selection of the best qualified candidates in order to fill Temporary Agents' vacancies according to the establishment plan.DPR Selection of Temporary Agents (TA) in the READPN Selection of Temporary Agents (TA) in the REA
Probationary period report of Contract and Temporary AgentsHead of Unit  REA.D2 - People and Workplace (previously C1)The purpose of the probationary period is to give the Appointing Authority the opportunity to check whether the staff member is able to perform successfully his/her job and to take appropriate measures, if necessary.DPR Probationary Period Report of Contract and Temporary AgentsDPN Probationary Period Report of Contract and Temporary Agents 
Recruitment of Contract Agents (CA) and Temporary Agents (TA) in the REAHead of Unit  REA.D2 - People and Workplace (previously C1)This processing operation is necessary for the recruitment of Contract and Temporary agents in order to fill vacant posts for which the respective selection procedure has been completed.DPR Recruitment of Contract Agents (CA) and Temporary Agents (TA) in the READPN Recruitment of Contract Agents (CA) and Temporary Agents (TA) in the REA  
Work patterns, leave and presence at the REAHead of Unit  REA.D2 - People and Workplace (previously C1)The goal of the flexitime policy is to make the working methods more flexible, to help reconcile staff’s private life and work. ​DPR Work Patterns, Leave and Presence at the READPN Work Patterns, Leave and Presence at the REA  
Inter-Agencies mobility of Temporary Agents (TA) and Contract Agents (CA)Head of Unit  REA.D2 - People and Workplace (previously C1)This processing operation is necessary for the selection of the most qualified candidates according to the needs of the services.DPR Inter-Agencies mobility of Temporary Agents (TA) and Contract Agents (CA)DPN Inter-Agencies mobility of Temporary Agents (TA) and Contract Agents (CA)
Internal mobility at REAHead of Unit  REA.D2 - People and Workplace (previously C1)The purpose of this data processing activity is to fill Temporary and Contractual Agents' vacancies at REA according to the establishment plan, via an internal recruitment selection process.DPR Internal Mobility at READPN Internal Mobility at REA
Recruitment of Seconded Commission Officials at REAHead of Unit  REA.D2 - People and Workplace (previously C1)This processing operation is necessary for the recruitment of seconded EU officials in order to fill vacant posts for which the respective selection procedure has been completed. It allows the management of personal files of recruited staff. ​DPR Recruitment of Seconded Commission Officials in the REA

DPN Recruitment of Seconded Commission Officials in the REA 

Handling staff declarations of Conflict of Interest and Confidentiality at REAHead of Unit  REA.D2 - People and Workplace (previously C1)REA needs to ensure the absence of a conflict of interest before recruitment, during employment and at the end of the service (contract agents, temporary agents and official on secondment) in order to preserve the impartiality of their decision making-power in the performance of their duties.DPR Handling Staff Declarations of Conflict of Interest and Confidentiality at READPN Handling Staff Declarations of Conflict of Interest and Confidentiality at REA
Teleworking at REAHead of Unit  REA.D2 - People and Workplace (previously C1)The purpose of the processing operation of teleworking is to allow staff members to work from home during working hours.DPR Teleworking at the READPN Teleworking at the REA
REA internal eventsHead of Unit  REA.D2 - People and Workplace (previously Head of Sector REA.C1.003 - Communication)This processing activity is necessary for the organisation of events, and to communicate internally about it afterwards. This can take place by means of emails, REA’s internal newsletter and internal magazine (The REAder) or via REA’s intranet.DPR REA internal eventsDPN REA internal events
Requests within the meaning of articles 90(1) and 24 of the Staff Regulations and complaints within the meaning of article 90(2) of the Staff Regulations at REAREA Director

The purpose of processing operations within the meaning of the articles 90(1) and 24 of the Staff Regulations is to secure a decision by the Authority Authorised to Conclude Contracts (AACC), based on the request by a staff member.

The purpose of processing operations within the meaning of the Article 90(2) of the Staff Regulations is to secure a decision by the AACC on a complaint by a staff member regarding an act affecting him/her adversely.
DPR Requests within the meaning of the articles 90(1) and 24 of the Staff Regulations and complaints within the meaning of the article 90(2) of the Staff Regulations in the READPN Requests within the meaning of the articles 90(1) and 24 of the Staff Regulations and complaints within the meaning of the article 90(2) of the Staff Regulations in the REA
REA administrative inquiries and disciplinary proceedingsREA DirectorThe purpose of the data processing is to allow REA and HR.IDOC (“IDOC”), on behalf of the Agency, to evaluate, on the basis of information gathered via inquiries, if there was a breach by a staff member of his or her obligations under the Staff Regulations, and, if necessary, to issue a disciplinary penalty.DPR REA Administrative inquiries and disciplinary proceedingsDPN REA Administrative inquiries and disciplinary proceedings
Whistle-blowing procedure at REA (handling confidential whistleblowing reports)Head of Department D (previously Department C)This processing operation is necessary to provide safe channels for staff to report fraud, corruption or other serious wrongdoings at REA and to ensure protection of the whistle-blower and the person against whom the allegation is made.DPR Whistleblowing procedure in REA (handling confidential whistleblowing reports)

DPN Whistleblowing procedure in REA (handling confidential whistleblowing reports)

“Whoiswho” – Publications Office – Official Directory of the European UnionHead of Unit  REA.D2 - People and Workplace

The Official Directory of the European Union – EU Whoiswho – is a directory of staff and members at all EU institutions, bodies and agencies.

Regarding REA, the processing operation consists of making publicly available the list of staff working for REA in the official directory of the European Union (EU Whoiswho), for reasons of transparency and public interest (and to allow European citizens and professional bodies to consult REA’s organisational set-up and corresponding staff.).
DPR EU Whoiswho – Official Directory of the European UnionDPN  EU Whoiswho – Official Directory of the European Union

Visual Organisation Chart on Europa

Head of Sector REA/D1.001 (External Communication Sector) – please refer to controller/DPO contacts in DPN only for REA activitiesThe purpose of this processing operation is to collect and use your personal information to design the organisation chart of the service and publish it on Europa.CORPORATE EC RECORD - Publication of visual organisation charts on the Europa webpages of Commission services

REA DPN for visual organisation chart

Processing of personal data for the Selection of Confidential Counsellors for the implementation of the Anti-harassment PolicyHead of UNIT REA D.2 “People and Workplace”The purpose of the processing is to select and identify candidates best qualified to assume the role of confidential counsellors within REA, to manage administratively the applications and the relevant selection procedure. The selection is organised with a call for expression of interest.DPR Selection of Confidential CounsellorsDPN Selection of Confidential Counsellors

 

Legal matters

Processing operationControllerDescription of processing
operation
Data Protection Record (DPR)Data Protection Notice DPN (if applicable)
Handling of European Ombudsman inquiries and complaints Head of Unit REA.D1- Planning, Knowledge and ComplianceThe purpose of this processing activity is to handle, coordinate and follow-up on complaints submitted to or inquiries from the European Ombudsman, related to investigations in possible cases of maladministration.DPR OMBUDSMANDPN OMBUDSMAN
Legal proceedingsHead of Unit REA.D1- Planning, Knowledge and ComplianceThe purpose of this processing activity is to deal with legal proceedings where REA is a party/intervener before jurisdictions, such as the Court of Justice of the European Union and national Courts, for instance in criminal cases as a civil party or in contractual litigations or in enforcement proceedings aiming at recovering EU claims against debtors.DPR Legal Proceedings DPN Legal Proceedings
Access to documentsHead of Unit REA.D1- Planning, Knowledge and ComplianceThis processing of personal data is performed for handling initial and confirmatory applications (also referred to as “requests”) for access to documents lodged under Regulation (EC) No 1049/2001 within the prescribed legal deadlines.DPR Access to documentsDPN Access to documents
DPO ActivitiesData Protection OfficerThe purpose of the processing is to allow. Data Protection Officer/Deputy Data Protection Officer to collect and further process personal data where strictly necessary to perform their tasks2 in line with the requirements of the RegulationDPR DPO ActivitiesDPN DPO Activities

 

Financial matters

Processing operationControllerDescription of processing
operation
Data Protection Record (DPR)Data Protection Notice DPN (if applicable)
Use of the Early Detection and Exclusion System (EDES) in the REAHead of unit REA.D3 (previously REA.C2)

The purpose of the processing activity is the protection of the Union's financial interests by means of detection of risks and imposition of administrative sanctions.

DPR Use of the Early Detection and Exclusion System (EDES) in the READPN Use of the Early Detection and Exclusion System (EDES) in REA
Ex-post audit process of the REAHead of unit REA.D3 (previously REA.C2)The main objective of the ex-post audit is to verify the compliance with the financial and contractual provisions of a grant agreement, the legality and regularity of the transaction, underlying the implementation of the EU budget.DPR Ex-post audit process of the READPN Ex-post audit process of the REA
External cases of potential fraud and/or other financial irregularitiesHead of unit REA.D3 (previously REA.C2)The purpose of the processing activity is to prevent and detect fraud, as well as other financial irregularities or conflict of interest committed/ incurred at the level of applicants and /or beneficiaries of EU funds, and to ensure sound financial management of EU funds.DPR External cases of potential fraud and/or other financial irregularitiesDPN External cases of potential fraud and/or other financial irregularities

 

External communication and events

Processing operationControllerDescription of processing
operation
Data Protection Record (DPR)Data Protection Notice DPN (if applicable)
Lily DatabaseHead of Sector REA.D1.001 - Communication and Policy FeedbackLily is an internal database designed to support communication activities on achievements of funded research projects and their results. Lily is an internal IT tool developed by the ERCEA to manage information on communication of EU funded projects. DPR Lily DatabaseDPN Lily Database
Personal data collection for the subscription to REA’s newsletter on REA’s websiteHead of Sector REA.D1.001 - Communication and Policy Feedback (previously C1.003)Subscription to the REA newsletter is ensured via the submission of an online registration form through the REA Europa webpage. Upon submission of the registration form and provision of your consent, you are automatically included in the REA stakeholders’ database.DPR Personal data collection for subscription to the REA newsletter on the REA Europa webpageDPN Personal data collection for subscription to the REA newsletter on the REA Europa webpage
Personal data collection on REA’s website to send enquiries to REA via a contact formHead of Sector REA.D1.001 - Communication and Policy Feedback (previously C1.003)REA’s contact form is a functionality accessible via the Agency’s website on Europa through which you may send enquiries on activities related to the programmes managed by REA. We process your personal data to receive your enquiry and to send you a response.DPR Personal data collection on the REA Europa webpage to send enquiries to REA via the contact formDPN Personal data collection on the REA Europa webpage to send enquiries to REA via the contact form
REA events related to grant managementREA DirectorThe purpose of this processing is to organise and manage external events.DPR REA events related to grant managementNo specific DPNs - to be adapted for each specific event

 

Funding opportunities and experts

Processing operationControllerDescription of processing
operation
Data Protection Record (DPR)Data Protection Notice DPN (if applicable)
Selection and management of Experts in the context of Horizon 2020REA DirectorThe purpose of the processing activity is the selection and management (including reimbursements of expenses and payments where appropriate) of external experts appointed by the European Commission.CORPORATE EC RECORD
DPR Selection and management of Experts in the context of Horizon 2020
Selection and management of Experts in the context of Horizon 2020
Grant management and registration/validation of participantsREA DirectorThe purpose of the processing activity is the registration/validation of participants, the award, management and follow-up of grants in the context of the implementation of the Horizon 2020 Programme.CORPORATE EC RECORD
DPR Grant management and registration/ validation of participants
DPN Grant management and registration/validation of participants

 

Horizontal matters

Processing operationControllerDescription of processing
operation
Data Protection Record (DPR)Data Protection Notice DPN (if applicable)
REA COV bike competitionAssistant of Head of Department D (previously Department C)The COV 2020 Bike Photo Contest aimed at promoting the use of bicycles as a commuting means. It is a call for volunteers to help illustrate the protection and benefits cycling offers while going to the office.DPR REA COV bike competitionDPN REA COV bike competition
Implementation of REA’s administrative budgetHead of Department D (previously Department C)Under revisionDPR Implementation of the REA administrative budgetDPN Implementation of the REA administrative budget
Public procurement procedures and contracts carried out under the administrative budget of REAHead of Department D (previously Department C)Under revisionDPR Public procurements procedures and contracts undertaken under the administrative budget of REA ; and under the operational budget of the REA

DPN Administrative budget

DPN Operational budget
Video-surveillance at the REA (COV COMPLEX)Head of Department D (previously Department C)The purpose of the processing of video-surveillance images and recordings is the control of the general access to the building, including certain areas of restricted access.DPR Video-surveillance at the REA (COV COMPLEX)DPN Video-surveillance at the REA (COV COMPLEX)
Management of personal data in the context of the REA Business Continuity Plan (BCP)Head of Department D (previously Department C)The REA Business Continuity Plan (BCP) provides for arrangements to be implemented as a response to a crisis or unplanned disruptions of the Agency's activities. The disruptions can affect the Agency's staff, operations or premises. Possible risks include fire, disabled access to the premises, serious IT failures, power cuts, pandemics, etc.DPR Management of personal data in the context of the REA Business Continuity Plan (BCP)DPN Management of personal data in the context of the REA Business Continuity Plan (BCP)
REA staff survey in the context of internal control assessment (ICP 16)Head of Department D (previously Department C)According to REA’s internal control framework related to Internal Control Principle 16, REA should assess the effectiveness of its internal control system at least once a year. As part of this assessment, a survey to staff and to managers is carried out on an annual basis regarding selected internal control issues.DPR REA staff survey in the context of internal control assessment (ICP 16)DPN REA staff survey in the context of internal control assessment (ICP 16)