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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 operation Controller Description of processing
operation
Data Protection Record (DPR) Data Protection Notice DPN (if applicable)
Selection and recruitment of statutory (Temporary Agents and Contract Agents) and non­statutory staff (Blue Book Trainees and Interim Agents) Head of Unit  REA.D2 - People and Workplace The purpose of the processing is to receive applications, evaluate, select and recruit the best candidates for the positions available in REA, in compliance with the requirements of the Staff Regulation and CEOS, the General Implementing Provisions and the call for expression of interest/vacancy notice for each post. DPR Selection and recruitment of statutory (Temporary Agents and Contract Agents) and non­statutory staff (Blue Book Trainees and Interim Agents) DPN Selection and recruitment of statutory (Temporary Agents and Contract Agents) and non­statutory staff (Blue Book Trainees and Interim Agents)
Managing REA staff missions Head 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 Missions DPN Managing REA Staff Missions
Processing of health related data in the workplace Head of Unit  REA.D2 - People and Workplace To 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 Workplace DPN Processing of Health Related Data in the Workplace
REA Staff Committee elections revised 2021 Head 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 Election DPN Staff Committee Elections
Management of Personal Files of REA Staff Head 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 Authority DPR Management of Personal Files of REA Staff DPN Management of Personal Files of REA Staff
Annual appraisal and reclassification of REA Contract and Temporary staff Head 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 Staff DPN Annual appraisal and reclassification of REA Contract and Temporary Staff  
Assessment of the ability of to work in a third EU language Head 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 language DPN 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 organisations DPN 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 REA Head 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 REA

DPN Management of training needs and development of training activities by REA

DPN Associate membership, learning and development services offered by the Institute of Internal Auditors for REA staff members

Probationary period report of Contract and Temporary Agents Head 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 Agents DPN Probationary Period Report of Contract and Temporary Agents 
Work patterns, leave and presence at the REA Head 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 REA DPN 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 REA Head 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 REA DPN Internal Mobility at REA
Recruitment of Seconded Commission Officials at REA Head 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 REA Head 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 REA DPN Handling Staff Declarations of Conflict of Interest and Confidentiality at REA
Teleworking at REA Head 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 REA DPN Teleworking at the REA
REA internal events Head 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 events No specific DPNs - to be adapted for each specific event
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 REA REA 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 REA DPN 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 proceedings REA Director The 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 proceedings DPN 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 Union Head 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 Union DPN  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 activities The 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 Policy Head 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 Counsellors DPN Selection of Confidential Counsellors
Processing of personal data for the anti-harassment policy Head of UNIT REA D.2 “People and Workplace” The processing aims at preventing and remedying cases of alleged harassment within the Agency during the informal procedure. DPR – Anti-harassment DPN – Anti-harassment
MyIntracomm -  (intranet and collaboration portal/sites) EC The primary purpose of MyIC is to provide an intranet platform for the active staff and service-providers of the European Commission and its Executive Agencies, including social networking and collaboration tools. DPR Corporate

DPN Corporate

REA Managers Feedback Exercise Head of Unit  REA.D2 - People and Workplace The purpose is to allow REA Managers participating in the REA Managers Feedback Exercise  from a developmental perspective, to obtain feedback on their management and leadership skills and to help them develop their competencies. REA DPR Managers Feedback Exercise REA DPN Managers Feedback Exercise

 

Legal matters

Processing operation Controller Description 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 Compliance The 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 OMBUDSMAN DPN OMBUDSMAN
Legal proceedings Head of Unit REA.D1- Planning, Knowledge and Compliance The 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 documents Head of Unit REA.D1- Planning, Knowledge and Compliance This 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 documents DPN Access to documents
DPO Activities Data Protection Officer The 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 Regulation DPR DPO Activities DPN DPO Activities

 

Financial matters

Processing operation Controller Description of processing
operation
Data Protection Record (DPR) Data Protection Notice DPN (if applicable)
Use of the Early Detection and Exclusion System (EDES) in the REA Head 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 REA DPN Use of the Early Detection and Exclusion System (EDES) in REA
Ex-post audit process of the REA Head 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 REA DPN Ex-post audit process of the REA
External cases of potential fraud and/or other financial irregularities Head 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 irregularities DPN External cases of potential fraud and/or other financial irregularities

 

External communication and events

Processing operation Controller Description of processing
operation
Data Protection Record (DPR) Data Protection Notice DPN (if applicable)
Lily Database Head of Sector REA.D1.001 - Communication and Policy Feedback Lily 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 Database DPN Lily Database
Personal data collection for the subscription to REA’s newsletter on REA’s website Head 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 webpage DPN 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 form Head 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 form DPN Personal data collection on the REA Europa webpage to send enquiries to REA via the contact form
REA events related to grant management REA Director The purpose of this processing is to organise and manage external events. DPR REA events related to grant management No specific DPNs - to be adapted for each specific event

 

Funding opportunities and experts

Processing operation Controller Description of processing
operation
Data Protection Record (DPR) Data Protection Notice DPN (if applicable)
Selection and management of Experts in the context of Horizon 2020 REA Director The 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 participants REA Director The 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 operation Controller Description of processing
operation
Data Protection Record (DPR) Data Protection Notice DPN (if applicable)
Implementation of the REA administrative budget Head of Department D (previously Department C) The purpose of the processing operation is to enable the Agency to implement its administrative budget, which is referred to hereinafter as “budget”. DPR Implementation of the REA administrative budget DPN Implementation of the REA administrative budget
REA COV bike competition Assistant 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 competition DPN REA COV bike competition
Public procurement procedures and contracts carried out under the administrative budget of REA Head of Department D

The purpose of the personal data processing operation is the management and administration of calls for tenders and contracts between the Agency and economic operators in the context of REA’s administrative budget

DPR Public procurement procedures and contracts undertaken under the administrative budget of REA

A DPN relevant to this data processing is available in the tender specifications documents and it is further transmitted to the data subjects, where applicable

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)