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Privacy statement - Meetings organised by the Agency

1. Invitation

Your personal data will be collected and further processed for the purposes detailed hereafter under point 2. The relevant processing operations thereof and the meeting are under the responsibility of the Head of the Unit organizing the meeting, acting as the Controller.

With this procedure personal data are collected and further processed, and that is why Regulation (EC) 45/2001, of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data, is applicable.

2. What personal information do we collect, for what purpose and through which technical means?

Identification Data

The personal data collected and further processed are the data necessary for the organisation and management of the meeting, such as gender (needed for the right title); organization; name; surname; e-mail addresses; phone/mobile number.

As member of an Agency’s expert group, some of your personal data will be made available on the Extranet (https://extranet.era.europa.eu), according to the “Extranet privacy statement” for as long as the membership upholds and/or until removal from the site is requested.


The purpose of the processing of personal data is the management/organisation of the meeting itself, including management of lists for contacts, invitations, participants, distribution of minutes/reports, feedback on minutes/reports, follow-up actions.

The processing operations on personal data linked to the organisation and management of this meeting is necessary for the Agency’s management and functioning, as mandated by Regulation (EC) 881/2004, and more specifically article 3, which reads as follows: “For drawing up the recommendations provided for in Articles 6, 7, 9b, 12, 14, 16, 17 and 18 the Agency shall establish a limited number of working parties”.

3. Who has access to your information and to whom is it disclosed?

The access to all personal data as well as all information collected in the context of this meeting, and the organisation thereof, is granted to a defined population of users, without prejudice to a possible transmission to the bodies in charge of a monitoring or inspection task in accordance with Community legislation. These users typically are: The chairman and the secretary of the meeting, both supported by a team in the operational services inside the Agency relevant Unit.

In order to keep the network of the participants operational a contact list of participants is shared among attendees.

The minutes including the presence list is shared among participants and made available on to the relative Extranet working space.

As these official meetings reports are Agency documents, they fall under the scope of the Arrangements to be applied by the Agency for Public Access to Documents.

No personal data is transmitted to parties, which are outside the recipients and the legal framework mentioned.

4. How do we protect and safeguard your information?

The collected personal data and all information related to the above mentioned meeting are stored on the Agency’s servers, the operations of which abide by the Agency's security decisions and provisions established for this kind of servers and services.

Access to all collected personal data and all information related to the above mentioned meeting is only possible to the above described populations with a UserID/Password.

5. How can you verify, modify or delete your information?

In case you want to verify which personal data is stored on your behalf by the responsible controller, have it modified, respectively corrected or deleted, please contact the Controller by using the Contact Information below and by explicitly specifying your request and the meeting of reference.

Special attention is drawn to the consequences of a request for deletion, in which case any trace to be able to contact you will be lost.

6. How long do we keep your data?

Your personal data will be part of a list of contact details shared internally amongst the staff of the ERA services for the purpose of contacting you in the future in the context of the ERA's activities. If you do not agree with this, please contact the Controller by using the Contact Information below and by explicitly specifying your request.

7. Contact Information

In case you wish to exercise your rights or to obtain any further information you can apply via the “contact us” form, selecting as type of request: “Data protection unit concerned” and indicating the meeting of reference.

8. Recourse

Remarks can be addressed to the ERA Data Protection Officer.

Complaints can be addressed to the European Data Protection Supervisor.