Central register of data processing records

The European Medicines Agency (EMA) maintains a central register of records of its personal data processing activities. These records outline the purposes of these activities and provides information on third-party transfers. EU law requires EMA to maintain this register.

EMA maintains a central register of records of its personal data processing activities. This is a legal obligation 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 and the joint controller;
• 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.

For more information on how EMA collects and uses personal data:

• Data protection and privacy at EMA
• Website data protection notice

Communication

Records of data processing activity related to user visits on the EMA website (public)

Reference Number: EMA/559567/2024

Record of data processing activity for Risk Management Plans Publication Process

Reference Number: EMA/219343/2024

Records of data processing activity for WebEx

Reference Number: EMA/304030/2023

Records of data processing activity for the electronic EMA newsletters published via Newsroom

Reference Number: EMA/301503/2023

Records of data processing activity for the EMA intranet

Reference Number: EMA/789752/2022

Records of data processing activity for the Network Portfolio website

Reference Number: EMA/945990/2022

Records of data processing activity for Clinical data publication website

Reference Number: EMA/577572/2021

Records of data processing activity for contact details of journalist and other media professionals

Reference Number: EMA/416292/2020

Records of data processing activity for managing the loaning of Information Centre material

Reference Number: EMA/460871/2019

Records of data processing activity relating to the switchboard recording system

Reference Number: EMA/535220/2021

Record of data processing activity relating to public hearings

Reference Number: EMA/464248/2019

Record of data processing activity for organisation of meetings and events

Reference Number: EMA/460875/2019

Corporate

Records of data processing activity for of the EMA's historical archives and opening to the public

Reference Number: EMA/559854/2024

Records of data processing activity for the handling of data subjects’ requests

Reference Number: EMA/116896/2024

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

Reference Number: EMA/424093/2023

Records of data processing activity relating to the reasonable accommodation request process

Reference Number: EMA/391331/2023

Records of data processing activity for the user test of the Critical Medical Device Shortages (CMDS) system

Reference Number: EMA/217863/2023

Records of data processing activity for the publication of contact details of industry representatives in Agile teams

Reference Number: EMA/349401/2023

Records of data processing activity for ServiceNow

Reference Number: EMA/123947/2023

Records of data processing activity relating to staff engagement surveys

Reference Number: EMA/599777/2020

Record of data processing activity for reporting fraud and irregularities

Reference Number: EMA/671394/2019

Record of data processing activity EMA IT Security Operations Centre (SOC)

Reference Number: EMA/684879/2022

Records of data processing activity of personal data in the context of public procurement procedures

Reference Number: EMA/573064/2022

Record of data processing activity regarding hotel and travel bookings

Records of data processing activity for testimonials for career page

Records of data processing activity for planned presence in EMA's office building

Reference Number: EMA/569172/2022

Records of data processing activity for personal data of staff or external experts processed in a procurement procedure

Reference Number: EMA/486119/2020

Records of data processing activity regarding Small and Medium Enterprises (SME) status applications submitted by natural persons

Reference Number: EMA/49053/2021

Records of data processing activity for the handling the contribution towards commuting costs

Reference Number: EMA/2681/2021

Records of data processing activity for workstation ergonomics including expectant and new mothers in the context of Health & Safety of staff and contractors

Reference Number: EMA/47432/2021

Record of data processing activity for the publication of post-employment decisions regarding senior staff (Article 16 of Staff Regulations)

Reference Number: EMA/641437/2020

Records of data processing activity in internal audit and consultancy

Reference Number: EMA/292019/2020

Record of data processing activity relating to personal files

Reference Number: EMA/186487/2019 Version 3

Record of data processing activity relating to staff absences

Reference Number: EMA/405230/2019 Version 2

Record of data processing activity in the context of selection and recruitment procedures

Reference Number: EMA/208341/2019 Version 2

Record of data processing activity relating to trainings

Reference Number: EMA/430522/2019

Record of data processing activity relating to the Non-EU Social security scheme

Reference Number: EMA/564581/2019

Record of data processing activity relating to missions

Reference Number: EMA/429999/2019

Record of data processing activity relating to SAP Finance

Reference Number: EMA/564966/2019

Record of data processing activity relating to working time records

Reference Number: EMA/438287/2019

Record of data processing activity relating to pension data

Reference Number: EMA/474824/2019

Record of data processing activity relating to legal entity and bank account validation

Reference Number: EMA/472281/2019

Record of data processing activity relating to special education allowance

Reference Number: EMA/571888/2019

Record of data processing activity relating to honours and decorations

Reference Number: EMA/573861/2019

Record of data processing activity relating to emergency contact details

Reference Number: EMA/414540/2019

Record of data processing activity for administrative inquiries and disciplinary proceedings

Reference Number: EMA/435083/2019

Record of data processing activity regarding confidential counsellors and informal procedure

Reference Number: EMA/437258/2019

Record of data processing activity regarding performance management

Reference Number: EMA/408560/2019

Record of data processing activity for pre-employment medical examination

Reference Number: EMA/684623/2019

Record of data processing activity regarding annual medical examination

Reference Number: EMA/525036/2023

Record of data processing activity regarding consultation with the in-house medical advisor / occupational health physician

Reference Number: EMA/684927/2019

Records of data processing activity regarding absences due to illness or accident

Reference Number: EMA/686449/2019

Record of data processing activity relating to first aid records

Reference Number: EMA/513791/2019

Record of data processing activity regarding visitor management

Reference Number: EMA/416765/2019

Record of data processing activity relating to managed print services

Reference Number: EMA/518496/2019Summary:

Record of data processing activity relating to managed print services (public)

Record of data processing activity regarding EMA Account Management System

Reference Number: EMA/676166/2019 Version 2

Record of data processing activity for the Experts Management Tool and the handling of competing interests

Reference Number: EMA/283093/2023

Record of data processing activity for individual experts stakeholder database

Reference Number: EMA/637643/2019

Record of data-processing activity for public and targeted consultations

Reference Number: EMA/621816/2019

Record of data processing activity for the Small and Medium Enterprises Office (SME office) activities

Reference Number: EMA/420350/2019

Human medicine

Records of data processing activity regarding the processing of personal data in the Clinical Trials Information System (CTIS)

Reference Number: EMA/704295/2022

Records of data processing activity Industry Single Point of Contact (i-SPOC) reporting system

Reference Number: EMA/247394/2020

Record of data processing for validation of proof of establishment when natural persons apply for orphan designation or a transfer of an orphan designation

Reference Number: EMA/331101/2020

Record of data processing activity regarding Enpr-EMA network database

Reference Number: EMA/477283/2019 Version 2

Record of data processing activity for EudraVigilance

Reference Number: EMA/336722/2019

Records of data processing activity relating to the European Pharmacovigilance Issues Tracking Tool

Reference Number: EMA/478558/2019

Information technology (IT)

Records of data processing activity for the Organisation Management System (OMS) activities

Reference Number: EMA/593972/2024

Records of data processing activity relating to EU NTC learning management system

Reference Number: EMA/115527/2025

Records of data processing activity for the European shortages monitoring platform (ESMP) (public)

Reference Number: EMA/88328/2025

Records of data processing activity for digital business cards (QR code)

Reference Number: EMA/89805/2024

Records of data processing activity for audiovisual tool for checking presence in meeting rooms

Reference Number: EMA/177151/2024

Records of data processing activity for Scientific Explorer

Reference Number: EMA/119622/2024

Records of data processing activity for the exploration of the DEEP platform

Reference Number: EMA/588198/2024

Records of data processing activity for MS Suite

Reference Number: EMA/188186/2023

Records of data processing activity for the use of Microsoft Edge

Reference Number: EMA/123800/2023

Records of data processing activity for the use of Microsoft Intune

Reference Number: EMA/124005/2023

Records of data processing activity for training using virtual reality EMA/75747/2022

Reference Number: EMA/112992/2022

Record of data processing activity for video-surveillance (CCTV) system

Reference Number: EMA/351947/2021

Records of data processing activity for the use of Microsoft Teams and SharePoint Online pilot users

Reference Number: EMA/413974/2020

Record of data processing activity relating to contracts database

Reference Number: EMA/572058/2019

Record of data processing activity relating to requests for information

Reference Number: EMA/383047/2019

Record of data processing activity relating to requests for access to documents

Reference Number: EMA/383048/2019

Record of data processing activity relating to the filemaker security database for staff vehicles/bicycles and lost/found property

Reference Number: EMA/417023/2019

Record of data processing activity relating to Security Access Control System

Reference Number: EMA/36991/2021

Record of data processing activity regarding EMA Service Desk Portal

Reference Number: EMA/672819/2019

Record of data processing activity regarding European Network of Centres for Pharmacoepidemiology and Pharmacovigilance (ENCePP) Resource Database

Reference Number: EMA/463506/2019Summary:

Record of data processing activity regarding European Network of Centres for Pharmacoepidemiology and Pharmacovigilance (ENCePP) Resource Database (public)

Regulatory

Records of data processing activity for regulatory science and innovation task force (TRS) activities

Reference Number: EMA/79066/2024

Records of data processing activity for the HMA-EMA Catalogue of real-world data sources (and networks and institutions)

Reference Number: EMA/110797/2023

Records of data processing for Data Analysis and Real World Interrogation Network (DARWIN EU®)

Reference Number: EMA/51069/2023

Records of data processing activity regarding the European Union (EU) Metadata Catalogue

Reference Number: EMA/110797/2023

Records of data processing activity for the clinical study data proof-of-concept pilot

Reference Number: EMA/716437/2022

Record of data processing activity for Interactive Regulatory Information System (IRIS)

Reference Number: EMA/338096/2023

Records of data processing activity for the certification of medicinal products

Reference Number: EMA/185307/2022

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

Reference Number: EMA/123714/2022

Records of data processing activity Regulatory Science Strategy interviews

Reference Number: EMA/682461/2019

Records of data processing activity regarding EU Innovation Network

Reference Number: EMA/682463/2019

Record of data processing activity for handling of reports of alleged improprieties from external sources

Reference Number: EMA/436421/2019

Studies

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”

Reference Number: EMA/228382/2024

Records of data processing activity regarding the HMA- EMA Catalogue of real-world data studies

Reference Number: EMA/60092/2024

Records of data processing activity regarding the European Union electronic Register of Post-Authorisation Studies (EU PAS Register)

Reference Number: EMA/463507/2019Summary:

Record of data processing activity regarding the European Union electronic Register of Post-Authorisation Studies (EU PAS Register) (public)

Record of data processing activity for usability testing exercises

Reference Number: EMA/589513/2019

Veterinary medicine

Records of data processing activity for the Antimicrobials Sales and Use (ASU) platform

Reference Number: EMA/104752/2023

Records of data processing activity for the Union Product Database

Reference Number: EMA/318484/2021

Records of data processing activity for user research for the design of the restricted area of the Union Product Database

Reference Number: EMA/169242/2021

Records of data processing activity for user research for the design of the Union Product Database

Reference Number: EMA/549249/2020