From:
PAD
Subject:
FW: Kind reminder - Request for notification on reporting meeting and/or contact of the Executive Director and Heads of Divisions with
Third Party Stakeholder(s)
From: [personal data]
Sent: 22 April 2022 14:50
To: [personal data]
Cc: [personal data]
Subject: FW: Kind reminder - Request for notification on reporting meeting and/or contact of the Executive Director and Heads of Divisions with Third Party Stakeholder(s)
Dear [personal data]
Please note that the following meeting details were introduced
here:
10/11/2021 Director of International and European Cooperation Division Meeting 10/11/2021 11:00-12:00 Third Party
Stakeholder Deloitte Belgium Director&Partner [personal data]
Thank you.
Best regards,
[personal data]
From: [personal data]
Sent: Friday, April 22, 2022 2:39 PM
To: [personal data]
Cc: [personal data]
Subject: RE: Kind reminder - Request for notification on reporting meeting and/or contact of the Executive Director and Heads of Divisions with Third Party Stakeholder(s)
Dear [personal data]
Thank you for your message. Indeed, the register was updated last year.
For 2022 we have no meetings yet.
1
Best regards,
[personal data]
From: [personal data]
Sent: Friday, April 22, 2022 2:19 PM
To: [personal data]
Cc: [personal data]
Subject: FW: Kind reminder - Request for notification on reporting meeting and/or contact of the Executive Director and Heads of Divisions with Third Party Stakeholder(s)
Dear [personal data]
Thank you very much for filling in the excel sheet with the relevant information on your Director meeting with Deloitte Belgium representatives that took place on
10.11.2021.
We would highly appreciate if you could send us an email notification with the information that you filled in the Transparency Register (please see the link here).
Thank you very much.
I am looking forward to receiving your reply.
Best regards,
[personal data]
From: [personal data]
Sent: Monday, August 2, 2021 5:57 PM
To: [personal data]
Subject: Kind reminder - Request for notification on reporting meeting and/or contact of the Executive Director and Heads of Divisions with Third Party Stakeholder(s)
On behalf of HoICO
Dear Coordinators, Dear Colleagues,
With reference to the e-mail below, this is a kind reminder to notify ICO about
any meetings and contacts between third-party stakeholders and the executive
director/director in matters concerning procurements and tenders for services, equipment or outsourced projects and studies.
To facilitate your work, please fill in the excel sheet
here with the relevant data within a period of one week following such events.
2
Should you have any questions, please do not hesitate to contact us.
Thank you very much for your cooperation.
Kind regards,
[personal data]
From: [personal data]
Sent: 25 June 2021 10:52
To: [personal data]
Subject: Request for notification on reporting meeting and/or contact of the Executive Director and Heads of Divisions with Third Party Stakeholder(s)
Dear Executive Director, Dear Directors, Dear Coordinators,
In accordance with Article 118 of the EBCG Regulation – “
The transparency register shall include all meetings and contacts[1] between third-party stakeholders[2] and the
executive director, deputy executive directors and heads of division in matters concerning procurements and tenders for services, equipment or outsourced projects and
studies.”
Therefore in line with the respective Decision of the Executive Director No R-ED-2021-67 on the Transparency Register (attached), in case such event took place after 6 May
2021, we kindly request you to notify by using the attached ‘Notification form’ and send it back to ICO at your earliest convenience, but not later than
29 June 2021, (Tuesday),
EOB.
As outlined before, meetings and contacts in the margins of an ongoing procurement or tender procedure or meetings with stakeholder in the framework of a concluded
contract do NOT to be reported. In cases if you have any doubts, please do not hesitate to contact ICO for clarification and validation.
When reporting, please keep in mind that the Third Party Stakeholder(s) shall be informed of the fact that contacts and meetings will have to be reported and made public.
Thus the ‘Privacy statement on the processing of personal data as regards Frontex Transparency Register’ is attached to be distributed accordingly. It was further agreed,
that in case the representative of the third party stakeholder refused that his/her information to be made public, such meetings or contacts should not be agreed on and
held.
Furthermore, in order to update the information stored in the Transparency Register on the website of the Agency on a biweekly basis, we would appreciate if you notify ICO
(in the future), within a period of one week following such events.
Your cooperation is highly appreciated.
Kind regards,
[personal data]
3
[1] Article 2 e) and f) of the Executive Director No R-ED-2021-67 on the Transparency Register
2 Article 2 b) of the Executive Director No R-ED-2021-67 on the Transparency Register
[1] Article 2 e) and f) of the Executive Director No R-ED-2021-67 on the Transparency Register
[2] Article 2 b) of the Executive Director No R-ED-2021-67 on the Transparency Register
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