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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 (old Department R)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-IT (old Unit R04 -IT)2020-024/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 Resources  (old Unit R04 - Human Resources)2020-001/R4-HR-01 Processing of personal data related to selection and recruitment procedures of Staff (including e-Recruitment tool).
HR-2Spontaneous CV managementUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-002/R4-HR-02Processing of personal data in relation to the management of spontaneous applications.
HR-3Internal & Inter-Agency mobilityUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-009/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 Resources  (old Unit R04 - Human Resources)2020-003/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 Resources  (old Unit R04 - Human Resources)2020-004/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 Resources  (old Unit R04 - Human Resources)2020-008/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 Resources  (old Unit R04 - Human Resources)2020-09/R4-HR-07Processing of personal data related to remuneration & allowances granted to staff members.
HR-8Initial grading and determination of rightsUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-12/R4-HR-8Processing of personal data to determine the grade & rights of new staff member.
HR-9Termination of contracts & exit interviewUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-10/R4-HR-09Processing of personal data related to termination of contract of staff members.
HR-10Renewal of contractsUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-13/R4-HR-10Processing of personal data related to renewal of contract of staff members (CAs, TAs ).
HR-11Administrative certificatesUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-14/R4-HR-11Processing of personal data related to administrative certificates issued to staff members.
HR-12Learning and DevelopmentUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-15/R4-HR-12Processing of personal data related to training of staff members.
HR-13Personal filesUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-16/R4-HR-13Data processing related to management of personal files of staff members.
HR-14Processing of health related dataUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-17/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 Resources  (old Unit R04 - Human Resources)2020-29/R4-HR-15aProcessing of personal data within the framework of the anti-harassment policy
HR-15 bAnti-harassment policyUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-29/R4-HR-15bProcessing of personal data within the framework of the anti-harassment policy
HR-16Administrative inquiries and disciplinary proceduresUnit A4-Human Resources  (old Unit R04 - Human Resources)2021-1/R4-HR-16Processing of personal data during administrative inquiries & disciplinary procedures.
HR-17Reimbursement & Payment relating to staff costsUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-019/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 Resources  (old Unit R04 - Human Resources)2020-021/R4-HR-18Processing of personal data related to ethics.
HR-19WhistleblowingUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-22/R4-HR-19Processing of personal data related to whistleblowing procedures
HR-20Use of a 360° feedback tool on management competenciesUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-018/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 Resources  (old Unit R04 - Human Resources)2019-003/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 Resources  (old Unit R04 - Human Resources)2019-004/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 Resources  (old Unit R04 - Human Resources)2020-11/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-24INEA staff Committee ElectionsUnit A4-Human Resources  (old Unit R04 - Human Resources)2020-27/R4-HR-24Processing of personal data to organise Staff Committee Elections with the support of the Election Committee

Legal matters

Processing operationControllerRecord n°Description of processing operation
LEG-1Access to documentsUnit A2 Legal Sector (old Unit R02 - Legal Team) Processing 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 (old Unit R02 - Legal Team) Processing of personal data in order to manage Ombudsman cases or Court cases
LEG-3Management of OLAF casesUnit A2 Legal Sector (old Unit R02 - Legal Team) 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 (old Unit  R02 - DPO)2020-025/R2-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 (old Unit R02 - 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 INEA/CINEA Advisory Group for CEF TransportHead of Dept B (old Head of Dept C)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 (old Unit R02 - 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)

IT

Processing operationControllerRecord n°Description of processing operation
IT-1IT Support & access managementUnit A4-IT Team (old Unit R04 - 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.