The European Medicines Agency (EMA) maintains a central register of records on its personal data processing activities. This is a legal obligation under Art 31 of Regulation (EU) 2018/1725, the data protection regulation applicable to European Union institutions.
The records contain general information on the data processing activities, including the:
- name and contact details of the controller, the Data Protection Officer and, if applicable, the processor, the co-controller(s) and the joint controller(s);
- purposes of processing;
- categories of data subjects and personal data;
- categories of recipients to whom personal data is disclosed;
- transfers of personal data to a third country or international organisation and suitable safeguards, if applicable;
- envisaged time limits for erasure of the different categories of data;
- technical and organisational data protection security measures.
EMA updates the central register as and when necessary.
For more information on how EMA collects and uses personal data, see its general privacy statement.
Personal data processing records
Records of data processing activity for study of the “Natural history of coagulopathy in COVID-19 patients and persons vaccinated against SARS-CoV- during the Omicron period”
English (EN) (158.28 KB - PDF)
Records of data processing activity for audiovisual tool for checking presence in meeting rooms
English (EN) (100.25 KB - PDF)
Records of data processing activity for the handling of data subjects’ requests
English (EN) (117.97 KB - PDF)
Records of data processing activity for Scientific Explorer
English (EN) (207.61 KB - PDF)
Records of data processing activity for the exploration of the DEEP platform
English (EN) (186.89 KB - PDF)
Records of data processing activity regarding the HMA- EMA Catalogue of real-world data studies
English (EN) (106.17 KB - PDF)
Records of data processing activity for the HMA-EMA Catalogue of real-world data sources (and networks and institutions)
English (EN) (128.12 KB - PDF)
Records of data processing activity for the Antimicrobials Sales and Use (ASU) platform
English (EN) (141.84 KB - PDF)
Records of data processing activity for handling of requests submitted under Article 24 of the Staff Regulations ("SR") and Article 90(1) SR and of complaints submitted under Article 90(2) SR
English (EN) (157.96 KB - PDF)
Records of data processing activity relating to the reasonable accommodation request process
English (EN) (123.39 KB - PDF)
Records of data processing activity for the user test of the Critical Medical Device Shortages (CMDS) system
English (EN) (102.44 KB - PDF)
Records of data processing activity for the publication of contact details of industry representatives in Agile teams
English (EN) (111.06 KB - PDF)
Records of data processing activity for WebEx
English (EN) (156.42 KB - PDF)
Records of data processing activity for the electronic EMA newsletters published via Newsroom
English (EN) (186.02 KB - PDF)
Records of data processing activity for the user test of the Critical Medical Device Shortages (CMDS) system
English (EN) (123.29 KB - PDF)
Records of data processing activity for MS Suite
English (EN) (245.6 KB - PDF)
Records of data processing activity for ServiceNow
English (EN) (174.77 KB - PDF)
Records of data processing for Data Analysis and Real World Interrogation Network (DARWIN EU®)
English (EN) (148.36 KB - PDF)
Records of data processing activity relating to staff engagement surveys
English (EN) (112.41 KB - PDF)
Records of data processing activity for the use of Microsoft Edge
English (EN) (154.78 KB - PDF)
Records of data processing activity for the use of Microsoft Intune
English (EN) (148.6 KB - PDF)
Records of data processing activity for the EMA intranet
English (EN) (138.12 KB - PDF)
Records of data processing activity regarding the European Union (EU) Metadata Catalogue
English (EN) (160.22 KB - PDF)
Record of data processing activity for reporting fraud and irregularities
English (EN) (115.05 KB - PDF)
Records of data processing activity for training using virtual reality EMA/75747/2022
English (EN) (153.09 KB - PDF)
Records of data processing activity for the Network Portfolio website
English (EN) (99.45 KB - PDF)
Records of data processing activity regarding the processing of personal data in the Clinical Trials Information System (CTIS)
English (EN) (152.62 KB - PDF)
Records of data processing activity for the raw data proof-of-concept pilot
English (EN) (119.8 KB - PDF)
Record of data processing activity for Interactive Regulatory Information System (IRIS)
English (EN) (129.01 KB - PDF)
Record of data processing activity EMA IT Security Operations Centre (SOC)
English (EN) (115.3 KB - PDF)
Records of data processing activity for the certification of medicinal products
English (EN) (143.41 KB - PDF)
Records of data processing activity of personal data in the context of public procurement procedures
English (EN) (148.3 KB - PDF)
Record of data processing activity regarding hotel and travel bookings
English (EN) (112.14 KB - PDF)
Records of data processing activity for testimonials for career page
English (EN) (142.28 KB - PDF)
Records of data processing activity for planned presence in EMA's office building
English (EN) (135.43 KB - PDF)
Records of data processing activity for the processing of the contact points of scientific committees (CXMP) members/alternates’ for internal use by the same committees
English (EN) (133.65 KB - PDF)
Records of data processing activity for Clinical data publication website
English (EN) (117.59 KB - PDF)
Records of data processing activity for personal data of staff or external experts processed in a procurement procedure
English (EN) (117.26 KB - PDF)
Records of data processing activity for the Union Product Database
English (EN) (163.43 KB - PDF)
Record of data processing activity for video-surveillance (CCTV) system
English (EN) (193.72 KB - PDF)
Records of data processing activity Industry Single Point of Contact (i-SPOC) reporting system
English (EN) (130.83 KB - PDF)
Records of data processing activity for user research for the design of the restricted area of the Union Product Database
English (EN) (132.24 KB - PDF)
Records of data processing activity regarding Small and Medium Enterprises (SME) status applications submitted by natural persons
English (EN) (99.8 KB - PDF)
Records of data processing activity for the handling the contribution towards commuting costs
English (EN) (155.43 KB - PDF)
Records of data processing activity for workstation ergonomics including expectant and new mothers in the context of Health & Safety of staff and contractors
English (EN) (154.64 KB - PDF)
Records of data processing activity for user research for the design of the Union Product Database
English (EN) (174.33 KB - PDF)
Records of data processing activity relating to Slido’s audience interaction tool
English (EN) (169.05 KB - PDF)
Record of data processing activity for the publication of post-employment decisions regarding senior staff (Article 16 of Staff Regulations)
English (EN) (139.72 KB - PDF)
Records of data processing activity for contact details of journalist and other media professionals
English (EN) (155.07 KB - PDF)
Records of data processing activity Regulatory Science Strategy interviews
English (EN) (137.72 KB - PDF)
Records of data processing activity regarding EU Innovation Network
English (EN) (159.29 KB - PDF)
Records of data processing activity for the use of Microsoft Teams and SharePoint Online pilot users
English (EN) (138.59 KB - PDF)
Record of data processing for validation of proof of establishment when natural persons apply for orphan designation or a transfer of an orphan designation
English (EN) (138.5 KB - PDF)
Records of data processing activity in internal audit and consultancy
English (EN) (137.26 KB - PDF)
Records of data processing activity for managing the loaning of Information Centre material
English (EN) (110.65 KB - PDF)
Record of data processing activity relating to personal files
English (EN) (139.25 KB - PDF)
Record of data processing activity relating to staff absences
English (EN) (107.43 KB - PDF)
Record of data processing activity in the context of selection and recruitment procedures
English (EN) (183.03 KB - PDF)
Record of data processing activity relating to trainings
English (EN) (117.47 KB - PDF)
Record of data processing activity relating to the Non-EU Social security scheme
English (EN) (119.64 KB - PDF)
Record of data processing activity relating to missions
English (EN) (120.31 KB - PDF)
Record of data processing activity relating to SAP Finance
English (EN) (120.88 KB - PDF)
Record of data processing activity relating to working time records
English (EN) (119.96 KB - PDF)
Record of data processing activity relating to pension data
English (EN) (124.47 KB - PDF)
Record of data processing activity relating to legal entity and bank account validation
English (EN) (123.29 KB - PDF)
Record of data processing activity relating to special education allowance
English (EN) (119.71 KB - PDF)
Record of data processing activity relating to honours and decorations
English (EN) (130.68 KB - PDF)
Record of data processing activity relating to contracts database
English (EN) (119.92 KB - PDF)
Record of data processing activity relating to emergency contact details
English (EN) (120.66 KB - PDF)
Record of data processing activity for administrative inquiries and disciplinary proceedings
English (EN) (157.65 KB - PDF)
Record of data processing activity regarding confidential counsellors and informal procedure
English (EN) (146.22 KB - PDF)
Record of data processing activity regarding performance management
English (EN) (103.23 KB - PDF)
Record of data processing activity for pre-employment medical examination
English (EN) (135.83 KB - PDF)
Record of data processing activity regarding annual medical examination
English (EN) (133.69 KB - PDF)
Record of data processing activity regarding consultation with the in-house medical advisor / occupational health physician
English (EN) (179.78 KB - PDF)
Records of data processing activity regarding absences due to illness or accident
English (EN) (173.97 KB - PDF)
Record of data processing activity regarding Enpr-EMA network database
English (EN) (129.95 KB - PDF)
Record of data processing activity relating to requests for information
English (EN) (109.85 KB - PDF)
Record of data processing activity relating to requests for access to documents
English (EN) (107.16 KB - PDF)
Record of data processing activity relating to first aid records
English (EN) (127.95 KB - PDF)
Record of data processing activity regarding visitor management
English (EN) (140.95 KB - PDF)
Record of data processing activity relating to the filemaker security database for staff vehicles/bicycles and lost/found property
English (EN) (194.75 KB - PDF)
Record of data processing activity relating to Security Access Control System
English (EN) (136.1 KB - PDF)
Record of data processing activity relating to managed print services
Record of data processing activity relating to managed print services (public)
English (EN) (181.92 KB - PDF)
Records of data processing activity relating to the switchboard recording system
English (EN) (128.31 KB - PDF)
Record of data processing activity regarding EMA Account Management System
English (EN) (118.14 KB - PDF)
Record of data processing activity for reporting fraud and irregularities
English (EN) (134.17 KB - PDF)
Record of data processing activity regarding EMA Service Desk Portal
English (EN) (116.48 KB - PDF)
Record of data processing activity for EudraVigilance
English (EN) (145.91 KB - PDF)
Record of data processing activity for EMA Experts database and Handling of Declarations of Interests and CVs of scientific committees’ members and experts
English (EN) (138.31 KB - PDF)
Record of data processing activity regarding European Network of Centres for Pharmacoepidemiology and Pharmacovigilance (ENCePP) Resource Database
Record of data processing activity regarding European Network of Centres for Pharmacoepidemiology and Pharmacovigilance (ENCePP) Resource Database (public)
English (EN) (139.24 KB - PDF)
Records of data processing activity regarding the European Union electronic Register of Post-Authorisation Studies (EU PAS Register)
Record of data processing activity regarding the European Union electronic Register of Post-Authorisation Studies (EU PAS Register) (public)
English (EN) (115.62 KB - PDF)
Record of data processing activity for handling of reports of alleged improprieties from external sources
English (EN) (140.07 KB - PDF)
Records of data processing activity relating to the European Pharmacovigilance Issues Tracking Tool
English (EN) (145.5 KB - PDF)
Record of data processing activity relating to public hearings
English (EN) (148.53 KB - PDF)
Record of data processing activity for individual experts stakeholder database
English (EN) (129.58 KB - PDF)
Record of data processing activity for organisation of meetings and events
English (EN) (138.08 KB - PDF)
Record of data-processing activity for public and targeted consultations
English (EN) (122.71 KB - PDF)
Record of data processing activity for the Small and Medium Enterprises Office (SME office) activities
English (EN) (155.18 KB - PDF)
Record of data processing activity for usability testing exercises
English (EN) (128.63 KB - PDF)