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Privacy statement - Appointment of representatives nominated by the Representative Bodies to ERA working parties/working groups (WG) of the European Union Agency for Railways

Any data collected or information provided by the Representative Bodies (RBs) nominating their representatives at ERA working groups, as well as those needed for a proper reimbursement of experts' expenses will be processed in accordance with Regulation (EC) 45/2001. This Regulation concerns the protection of individuals with regard to personal data provided to the Community institutions and bodies and on the free movement of such data. In compliance with Articles 11 and 12 of the Regulation, ERA provides all applicants with the following information:

The Controller(1) of the data is the Head of the ERA operational Unit which is mentioned in the appointment invitation.

Who has access to your data and to whom are your personal data disclosed?

  • the Agency staff dealing with the appointment of experts in the working parties/groups
  • other EU institutions: any of the supervisory instances of ERA i.e. European Court of Auditors, Internal Audit Service and - in case of controversy-, the European Ombudsman, etc. may have access to this data upon request.

All recipients of the data are reminded of their obligation not to use the data received for any further purpose other than the one for which they were transmitted.

How do we safeguard and protect your data?

The personal data collected electronically for the appointment of RBs’experts using the provided nomination grid, are stored by the Agency is in line with ERA IT policy.

How can you verify, modify, block or delete your information?

Regulation (EC) 45/2001 safeguards your right to access your data and to require the Controller to rectify without delay any inaccurate or incomplete personal data. You also have the right to require the erasure of your data if the processing is unlawful. For this, you can contact the Controller.

The right to rectify the information already provided can only apply to the factual data processed within the concerned appointment procedure. Anyway inaccurate identification data may be rectified at any time during the appointment process.

You may also contact the ERA’s Data Protection Officer (DPO) in case of any difficulties or for any questions relating to the processing of your personal data at the following e-mail address: dataprotectionofficer@era.europa.eu.

What personal data do we collect and for what purpose?

  • Data to identify and contact the expert: family name, given name, date of birth, gender, nationality, private address, e-mail address, fax and telephone numbers of the company.
  • Data relevant to demonstrate, in the framework of the appointment procedure, that the experts fulfill the competencies requested in the Terms of Reference (ToR) for the relevant project: rating number, member or deputy, competencies (yes/no form), level of English skills, Company Name.
  • Additional Data when representatives are finally appointed: upon request, ID/passport number and bank account details for reimbursement of expenses and payment of allowances.

How long do we keep your data?

Data concerning experts will be kept until the end of the activities for the Working Group concerned plus 1 year.

Right to appeal

You have the right to recourse via the European Data Protection Supervisor (edps@edps.europa.eu) if you consider that your rights under Regulation 45/2001 have been infringed as a result of the processing of your personal data by the ERA.


(1) Article 2(d) of Regulation (EC) 45/2001 defines the controller as follows: ‘[…] controller shall mean the Community institution or body, the Directorate-General, the unit or any other organizational entity which alone or jointly with others determines the purpose and means of the processing of personal data […]’.