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European Climate Infrastructure and Environment Executive Agency

Public Central Register for Data Protection

Horizontal matters

Processing operationControllerRecord n°Description of processing operation
HO-1Internal control activitiesDepartment A - Programme Support & Resources 2020-005/R-HOR-01Data processing related to activities performed in the field of internal control
HO-2AccountingDirector Office2020-006/DO-HOR-02Data processing related to accounting operations in CINEA.
HO-3Cascade system of contacts for BCPUnit A4-IT2020-024/R4-HOR-3Collection of personal contact details of staff to set up and manage a cascade list for the purpose of business continuity management.

Human resources

Processing operationControllerRecord n°Description of processing operation
HR-1Recruitment procedureUnit A4-Human Resources2020-001/R4-HR-01Processing of personal data related to selection and recruitment procedures of Staff (including e-Recruitment tool).
HR-2Spontaneous CV managementUnit A4-Human Resources2020-002/R4-HR-02Processing of personal data in relation to the management of spontaneous applications.
HR-3Internal & Inter-Agency mobilityUnit A4-Human Resources2020-009/R4-HR-03Processing of personal data related to mobility procedures within the Agency or among Executive Agencies.
HR-4Assessment of staff after probationary periodUnit A4-Human Resources2020-003/R4-HR-04Processing of personal data related to the annual appraisal and possible reclassification of staff members (CAs& TAs), including assessment of ability to work in a third a language as well as evaluation of internship for Bluebook trainees.
HR-5Staff evaluationUnit A4-Human Resources2020-004/R4-HR-05Processing of personal data related to the annual appraisal and possible reclassification of staff members (CAs& TAs), including assessment of ability to work in a third a language as well as evaluation of internship for Bluebook trainees.
HR-6Time managementUnit A4-Human Resources2020-008/R4-HR-06Processing of personal data in relation to time management. (Working Time, Leaves and Absences, Work Time Patterns and Flexible Work Arrangements).
HR-7Remuneration & allowancesUnit A4-Human Resources2020-09/R4-HR-07Processing of personal data related to remuneration & allowances granted to staff members.
HR-8Initial grading and determination of rightsUnit A4-Human Resources2020-12/R4-HR-8Processing of personal data to determine the grade & rights of new staff member.
HR-9Termination of contracts & exit interviewUnit A4-Human Resources2020-10/R4-HR-09Processing of personal data related to termination of contract of staff members.
HR-10Renewal of contractsUnit A4-Human Resources2020-13/R4-HR-10Processing of personal data related to renewal of contract of staff members (CAs, TAs ).
HR-11Administrative certificatesUnit A4-Human Resources2020-14/R4-HR-11Processing of personal data related to administrative certificates issued to staff members.
HR-12Learning and DevelopmentUnit A4-Human Resources2020-15/R4-HR-12Processing of personal data related to training of staff members.
HR-13Personal filesUnit A4-Human Resources2020-16/R4-HR-13Data processing related to management of personal files of staff members.
HR-14Processing of health related dataUnit A4-Human Resources2020-17/R4-HR-14Processing of health related personal data of staff members (including pre-employment visit and annual medical examination, etc.)
HR-15aAnti-harassment policy - Inter-agency network & selection of Confidential CounsellorsUnit A4-Human Resources2020-29/R4-HR-15aProcessing of personal data within the framework of the anti-harassment policy
HR-15 bAnti-harassment policyUnit A4-Human Resources2020-29/R4-HR-15bProcessing of personal data within the framework of the anti-harassment policy
HR-16Administrative inquiries and disciplinary proceduresUnit A4-Human Resources2021-1/R4-HR-16Processing of personal data during administrative inquiries & disciplinary procedures.
HR-17Reimbursement & Payment relating to staff costsUnit A4-Human Resources2020-019/R4-HR-17Processing of personal data related to various reimbursement & payments of staff related costs (public transport, European School & OIB (crèche/garderie) & for children's transport to European Schools).
HR-18EthicsUnit A4-Human Resources2020-021/R4-HR-18Processing of personal data related to ethics.
HR-19WhistleblowingUnit A4-Human Resources2020-22/R4-HR-19Processing of personal data related to whistleblowing procedures
HR-20Use of a 360° feedback tool on management competenciesUnit A4-Human Resources2020-018/R4-HR-20Processing of personal data to allow CINEA managers to obtain anonymous and voluntary feedback on their management style, and with the help of a coach to devise an action plan to improve these skills, if needed.
HR-21Social Assistance - Dependent person allowanceUnit A4-Human Resources2019-003/R4-HR-21Processing of personal data needed for the analysis of individual requests for social financial assistance, establishment of entitlement and processing of their payment.
HR-22Social events managed by HR (St Nicolas, Away Days etc.)Unit A4-Human Resources2019-004/R4-HR-22Processing of personal data needed for the organisation of internal social events in CINEA for its staff (Xmas party, Away Day/team building etc) & in some cases their families (St Nicolas Party)
HR-23Processing staff data in case of pandemic situationUnit A4-Human Resources2020-11/A4-HR-23Processing of personal data in the context of a pandemic situation in view of the protection of work conditions and health of staff (e.g. COVID 19)
HR-24CINEA staff Committee ElectionsUnit A4-Human Resources2020-27/R4-HR-24Processing of personal data to organise Staff Committee Elections with the support of the Election Committee
HR-25CINEA Who is who? Unit A4-Human Resources2022-02/A4-HR-25

Processing of personal data to set up the CINEA directory (Who is Who?) to promote transparency and enable staff to find contact persons

Legal matters

Processing operationControllerRecord n°Description of processing operation
LEG-1Access to documentsUnit A2 and for confirmatory decision the Director2022-001/A2-LEG-01Processing of personal data in relation to requests for access to documents, including personal data of persons submitting the request and personal data revealed when replying to the request
LEG-2

Management of Ombudsman cases or Court cases

Unit A2 Legal Sector Processing of personal data in order to manage Ombudsman cases or Court cases
LEG-3Management of OLAF casesUnit A2 Legal Sector Processing of personal data to prevent fraud, protect financial interest and reputation of the Agency and the EU in cooperation with OLAF
LEG-4Treatment of personal data by the DPOUnit A2-DPO 2020-025/A2-LEG-4Processing of personal data in relation to complaints, enquiries and notifications addressed to the Data Protection Officer (including investigations by the DPO), as well as audits

Communication

Processing operationControllerRecord n°Description of processing operation
COMM-1Internal & external communication activitiesUnit A1-Communication 2019-002/R1-COMM-01Processing of personal data for internal & external communication activities & events (including intranet, etc ...)
COMM-2External events & newsletterUnit A1-Communication 2021-003/R1-COMM-02Processing of personal data relating to external events managed by the Agency (including meetings & virtual events, use of photos taken at CINEA off site visits & missions for promotion activities, etc.)

Financial

Processing operationControllerRecord n°Description of processing operation
FIN-1Procurement procedure / Call for tenders & contractsOperational Unit in charge of the call: see DPN & tender documents2020-007/R02-FIN-01Processing of personal data related to procurement procedures conducted by the Agency, contract management, including processing of data of contractors.
FIN-2Use of EDESUnit A2-Finances  Processing of personal data related to the use of the Early Warning System by CINEA.

Document Management and Logistics

Processing operationControllerRecord n°Description of processing operation
DM-1Management and (short- and medium-term) preservation of CINEA documentsUnit A42021-005/A4-DM-1Processing of personal data contained in files stored in the Intermediary Archives of the Agency

Operational Programmes managed by the Agency

Processing operationControllerRecord n°Description of processing operation
PROG-1Processing personal data within the framework of the CINEA Advisory Group for CEF TransportHead of Dept B 2018-001/C-PROG-01Collection and publication of names and place of work of the members of the CINEA CEF Transport Advisory Group
PROG-2CEF GA managementDirector Processing of personal data for GA management (including TENtec)
PROG-3Ex-post control (CEF & Legacy Programmes)Unit A2-Audit Team 2020-026/R02-PROG-03Processing of personal data in the course of an external audit carried out for Grant Agreements managed by the Agency.
PROG-4Grants management and registration/validation of participants via the F-T PortalDirector Office2020-028/-DO-PROG-04Processing of personal data relating to the award, management and follow-up of grants processed viat the F-T Portal (H2020, Innovation Fund, etc).
PROG-5Grant management under EMFF/EMFAFUnit D32021-006/D3-PROG-5Processing personal data during the management of grants under the EMFF/EMFAF Programmes (outside the F&T Portal)
PROG-6Selection & management of experts for the implementation of EU funded programmes managed by INEADirector Office Processing of personal data of experts participating in evaluation exercises.
PROG-7Evaluation of project proposals for the Innovation Fund ProgrammeUnit C42021-002/R01-EVA-2Processing personal data during the evaluation of project proposals for the Innovation Fund Programme (outside the F&T Portal)
PROG-8Bridge & ETIP-SNET initiativesUnit C22021-004/C02-PROG-08Processing of personal data in the framework of the Bridge & ETIP-SNET initiatives for the newsletters, working groups, minutes meeting, etc.
PROG-9Projects & experts management under the 2014-2020 LIFE Programme (outside the Funding &Tender portal).Unit D22021-008/D02-PROG-09Processing of personal data during the management of projects and experts for the implementation of the 2014-2020 LIFE Programme (outside the Funding &Tender portal).
PROG-10Selection of members of Commission expert groupsDepartment C2021-007/C-PROG-09Processing of personal data during the Selection of members of Commission expert groups to support the European Commission and CINEA in implementing the Horizon Europe Missions
PROG-11GREEN ASSISTUnit A1- Financial Engineering2022-003/A01-PROG-11Processing of personal data during the selection, contracting  and  performance of  experts providing advice under the GREEN ASSIST initiative to project promoters, financial institutions & project partners

IT

Processing operationControllerRecord n°Description of processing operation
IT-1IT Support & access managementUnit A4-IT Team 2020-023/R4-IT-1Processing of personal data related to IT support (helpdesk, rental of IT equipment for mission etc.) and related to the management of passwords and access rights.