Horizontal matters
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| HO-1 | Internal control activities | Department A - Programme Support & Resources | 2020-005/R-HOR-01 | Data processing related to activities performed in the field of internal control |
| HO-2 | Accounting | Director Office | 2024-006/DO-HOR-02 | Data processing related to accounting operations in CINEA. |
| HO-3 | Cascade system of contacts for BCP | Unit A4-IT | 2020-024/R4-HOR-3 | Collection of personal contact details of staff to set up and manage a cascade list for the purpose of business continuity management. |
Human resources
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| HR-1 | Recruitment procedure | Unit A4-Human Resources | 2020-001/R4-HR-01 | Processing of personal data related to selection and recruitment procedures of Staff (including e-Recruitment tool). |
| HR-2 | Spontaneous CV management | Unit A4-Human Resources | 2020-002/R4-HR-02 | Processing of personal data in relation to the management of spontaneous applications. |
| HR-3 | Internal & Inter-Agency mobility | Unit A4-Human Resources | 2020-009/R4-HR-03 | Processing of personal data related to mobility procedures within the Agency or among Executive Agencies. |
| HR-4 | Assessment of staff after probationary period | Unit A4-Human Resources | 2020-003/R4-HR-04 | Processing 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-5 | Staff evaluation | Unit A4-Human Resources | 2020-004/R4-HR-05 | Processing 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-6 | Time management | Unit A4-Human Resources | 2020-008/R4-HR-06 | Processing of personal data in relation to time management. (Working Time, Leaves and Absences, Work Time Patterns and Flexible Work Arrangements). |
| HR-7 | Remuneration & allowances | Unit A4-Human Resources | 2020-09/R4-HR-07 | Processing of personal data related to remuneration & allowances granted to staff members. |
| HR-8 | Initial grading and determination of rights | Unit A4-Human Resources | 2020-12/R4-HR-8 | Processing of personal data to determine the grade & rights of new staff member. |
| HR-9 | Termination of contracts & exit interview | Unit A4-Human Resources | 2020-10/R4-HR-09 | Processing of personal data related to termination of contract of staff members. |
| HR-10 | Renewal of contracts | Unit A4-Human Resources | 2020-13/R4-HR-10 | Processing of personal data related to renewal of contract of staff members (CAs, TAs ). |
| HR-11 | Administrative certificates | Unit A4-Human Resources | 2020-14/R4-HR-11 | Processing of personal data related to administrative certificates issued to staff members. |
| HR-12 | Learning and Development | Unit A4-Human Resources | 2020-15/R4-HR-12 | Processing of personal data related to training of staff members. |
| HR-13 | Personal files | Unit A4-Human Resources | 2020-16/R4-HR-13 | Data processing related to management of personal files of staff members. |
| HR-14 | Processing of health related data | Unit A4-Human Resources | 2020-17/R4-HR-14 | Processing of health related personal data of staff members (including pre-employment visit and annual medical examination, etc.) |
| HR-15a | Anti-harassment policy - Inter-agency network & selection of Confidential Counsellors | Unit A4-Human Resources | 2020-29/R4-HR-15a | Processing of personal data within the framework of the anti-harassment policy |
| HR-15 b | Anti-harassment policy | Unit A4-Human Resources | 2020-29/R4-HR-15b | Processing of personal data within the framework of the anti-harassment policy |
| HR-16 | Administrative inquiries and disciplinary procedures | Unit A4-Human Resources | 2021-1/R4-HR-16 | Processing of personal data during administrative inquiries & disciplinary procedures. |
| HR-17 | Reimbursement & Payment relating to staff costs | Unit A4-Human Resources | 2020-019/R4-HR-17 | Processing 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-18 | Ethics | Unit A4-Human Resources | 2020-021/R4-HR-18 | Processing of personal data related to ethics. |
| HR-19 | Whistleblowing | Unit A4-Human Resources | 2020-22/R4-HR-19 | Processing of personal data related to whistleblowing procedures |
| HR-20 | Use of a 360° feedback tool on management competencies | Unit A4-Human Resources | 2020-018/R4-HR-20 | Processing 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-21 | Social Assistance - Dependent person allowance | Unit A4-Human Resources | 2019-003/R4-HR-21 | Processing of personal data needed for the analysis of individual requests for social financial assistance, establishment of entitlement and processing of their payment. |
| HR-22 | Social events managed by HR (St Nicolas, Away Days etc.) | Unit A4-Human Resources | 2019-004/R4-HR-22 | Processing 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-23 | Processing staff data in case of pandemic situation | Unit A4-Human Resources | 2020-11/A4-HR-23 | Processing 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-24 | CINEA staff Committee Elections | Unit A4-Human Resources | 2020-27/R4-HR-24 | Processing of personal data to organise Staff Committee Elections with the support of the Election Committee |
| HR-25 | CINEA Who is who? | Unit A4-Human Resources | 2022-02/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 |
| HR-26 | Transmission of personal data to authorised third parties | Unit A4-Human Resources | 2025-01/A4-HR-26 | Processing operation enables CINEA to answer to requests from third parties (namely, Member States' Permanent Representations or other national/international authorities) concerning personal data of the members of the CINEA staff. |
| HR-27 | Inter-Executive Agencies Mediators Network | Unit A4-Human Resources | 2026-01/A4-HR-27 | Processing activity for the management of individual cases of conflicts at work reported to an appointed Mediator |
| HR-28 | Trasparency Register - ATMOS | A4-human resources – HoD A | 2026-02/A4-HR-28 | Processing of personal data to ensure transparency by making public certain information concerning meetings between CINEA managers (Directors, Heads of Department, and Heads of Unit) and interest representatives on matters related to decision-making and policy implementation at CINEA. |
Legal matters
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| LEG-1 | Access to documents | Unit A2 and for confirmatory decision the Director | 2022-001/A2-LEG-01 | 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 enquiries |
Unit A2 Legal Affairs Sector | 2022-004/A2-LEG-02 | Processing of personal data in the framework of Ombudsman enquiries managed by the Agency |
| LEG-3 | Management of OLAF cases | Unit A2 Legal Affairs Sector | 2023-001/A2-LEG-03 | Processing of personal data to prevent fraud, protect financial interest and reputation of the Agency and the EU in cooperation with OLAF |
| LEG-4 | Treatment of personal data by the DPO | Unit A2-DPO | 2020-025/A2-LEG-4 | Processing 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 |
| LEG-5 | Use of EDES | Unit A2 Legal Affairs Sector | 2022-005/A2-LEG-05 | Processing of personal data related to the use of the Early Detection and Exclusion System by CINEA |
| LEG-6 | Litigation | Unit A2 Legal Affairs Sector | 2023-002/A2-LEG-06 | Processing of personal data by CINEA during litigation operations |
| LEG-7 | Management of EPPO cases | Unit A2 Legal Affairs Sector | 2023-003/A2-LEG-07 | Processing of personal data in the context of criminal investigations conducted by EPPO |
Communication
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| COMM-1 | Internal & external communication activities | Unit A1-Communication | 2019-002/R1-COMM-01 | Processing of personal data for internal & external communication activities & events (including intranet, etc ...) |
| COMM-2 | External events & newsletter | Unit A1-Communication | 2021-003/R1-COMM-02 | Processing 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
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| FIN-1 | Procurement procedure / Call for tenders & contracts | Operational Unit in charge of the call: see DPN & tender documents | 2020-007/R02-FIN-01 | Processing of personal data related to procurement procedures conducted by the Agency, contract management, including processing of data of contractors. |
Document Management and Logistics
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| DM-1 | Management and (short- and medium-term) preservation of CINEA documents | Unit A4 | 2021-005/A4-DM-1 | Processing of personal data contained in files stored in the Intermediary Archives of the Agency |
Operational Programmes managed by the Agency
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| PROG-1 | Processing personal data within the framework of the CINEA Advisory Group for CEF Transport | Head of Dept B | 2018-001/C-PROG-01 | Collection and publication of names and place of work of the members of the CINEA CEF Transport Advisory Group |
| PROG-2 | CEF 1 Grant Agreement Management | Relevant Head of Unit in Department B | Processing of personal data for managing grant agreements and action implementation under the CEF 1 legacy programme (including the use of the TENtec IT tool) | |
| PROG-3 | Ex-post control (CEF & Legacy Programmes) | Unit A2-Audit Team | 2020-026/R02-PROG-03 | Processing of personal data in the course of an external audit carried out for Grant Agreements managed by the Agency. |
| PROG-4 | Grants management and registration/validation of participants via the F-T Portal | Director Office | 2020-028/-DO-PROG-04 | Processing of personal data relating to the award, management and follow-up of grants processed viat the F-T Portal (H2020, Innovation Fund, etc). |
| PROG-5 | Grant management under EMFF/EMFAF | Unit D3 | 2021-006/D3-PROG-5 | Processing personal data during the management of grants under the EMFF/EMFAF Programmes (outside the F&T Portal) |
| PROG-7 | Evaluation of project proposals for the Innovation Fund Programme | Unit C4 | 2021-002/R01-EVA-2 | Processing personal data during the evaluation of project proposals for the Innovation Fund Programme (outside the F&T Portal) |
| PROG-8 | Bridge & ETIP-SNET initiatives | Unit C2 | 2021-004/C02-PROG-08 | Processing of personal data in the framework of the Bridge & ETIP-SNET initiatives for the newsletters, working groups, minutes meeting, etc. |
| PROG-9 | Projects & experts management under the 2014-2020 LIFE Programme (outside the Funding &Tender portal). | Unit D2 | 2021-008/D02-PROG-09 | Processing 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-10 | Selection of members of Commission expert groups | Department C | 2021-007/C-PROG-09 | Processing 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-11 | GREEN ASSIST | Unit A1- Financial Engineering | 2022-003/A01-PROG-11 | Processing 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
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| IT-1 | IT Support & access management | Unit A4-IT Team | 2020-023/R4-IT-1 | Processing 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. |
ADMIN
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| ADMIN-1 | Missions | A2 - LAS | 2025-001/A2-ADMIN-01 | Processing of personal data in the context of staff missions |
SEDIA Initiative
| N° | Processing operation | Controller | Record n° | Description of processing operation |
|---|---|---|---|---|
| SEDIA-1 | Managing procurement procedures and contracts | Head of Department A | 2025-002/A2-FIN-02 | Processing of personal data necessary for managing procurement procedures and the resulting contracts concluded by the Agency |
| SEDIA-2 | National Contact Points and Programme Committee Members | Head of Department A | 2025-005/C-PROG-012 | Processing personal data to liaise with Programme Committee Members and the networks of National Contact Points. |
| SEDIA-3 | Independent experts registration, selection and management | Head of Department A | 2025-004/DO-PROG-02 | Processing of personal data for the selection and management, including reimbursements of expenses and payment, of independent experts engaged to assist and advise the Agency. |
| SEDIA-4 | Grants and prizes award and management | Head of Department A | 2025-003/DO-PROG-01 | Processing of personal data relating to the award, management and follow-up of grants and prizes under the responsibility of the Agency |