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GOVERNANCE AND INTERNAL COMPLIANCE UNIT

Florian Allers
by email only: ask+request-14048-
xxxxxxxx@xxxxxxxx.xxx

Brussels, 02 February 2024
LP/tt/vd D(2024) 0300 C2024-0064
Please use xxxx@xxxx.xxxxxx.xx for all
correspondence

Subject: Your request for  access to documents under Regulation (EC) 1049/20011
Dear Mr Allers,
On 11.01.2024, you sent an access to documents request to the European Data Protection Supervisor
(“EDPS”) based on Regulation (EC) No 1049/2001. On the next day, we sent you an acknowledgement
of receipt for your request also mentioning the deadline in accordance with Article 7(1) of Regulation
(EC) 1049/2001.
Your request for access to documents concerns “all documents that assess the need to establish a post
of a Secretary General in an EU body of the size of the EDPS and all documents in which the Supervisor
explains why he saw the need to establish this post in his organisation, hiring around 100 people”.
The EDPS has identified the following documents as falling within the scope of your request:

DOC ID
DATE
NAME
SUBJECT
EDPS Decision amending  EDPS Decision
1  COO.6515.100.4.463995  26.10.2022
RoP FINAL_EN
amending RoP
Working document -
2  COO.6515.100.3.508438  01.02.2024
Brainstorming
draft
Information on the
Information on the
appointment of the
appointment of the
3  COO.6515.100.3.508437  01.02.2024
Secretary-General
Secretary-General
Staff Meeting takeaways  Staff Meeting
4  COO.6515.100.2.508438  01.02.2024
- 291122
takeaways - 291122

1  Regulation (EC)  No  1049/2001 of the European  Parliament and of  the  Council of  30 May  2001 regarding public access to  European
Parliament, Council and Commission documents  OJ L145/43

Please note, that document 1 has already been made  public and you can find it at https://eur-
lex.europa.eu/legal-content/EN/TXT/?uri=CELEX%3A32022Q1024%2801%29
The EDPS has examined specifical y the remaining documents in order to assess whether disclosure
was possible. Our assessment concluded that they may be disclosed as they are not covered by any
of the exceptions of Article 4(1)(a), (2) and (3) of Regulation (EC) No 1049/2001.
The EDPS would like to inform you that you have been granted full access to the documents falling
within the scope of your request, with the exception of the personal data of the staff involved, in
accordance with Article 4(1)(b) of Regulation (EC) 1049/2001.
Remedies
Please note that pursuant to Article 7(2) of  Regulation (EC) No  1049/2001, you may  submit a
confirmatory application asking the EDPS to reconsider his position as regards the total or partial
refusal of your request. Such a confirmatory application should be submitted within 15 working days
upon receipt of this letter to the EDPS general e-mail: xxxx@xxxx.xxxxxx.xx.
Yours sincerely,

(E-Signed)

Luisa PALLA
Head of Unit a.i.

Annexes: 3 documents

Data Protection Notice
According to Articles 15 and 16 of Regulation (EU) 2018/1725 (the Regulation) on the protection of natural
persons with regard to the  processing of personal data by the Union institutions, bodies, offices and
agencies  and  on  the  free  movement of  such  data,  we  are  processing  your  personal  data,  where
proportionate and necessary, for the purpose of answering your request. The legal base for this processing
operation is Regulation (EC) 1049/2001 and Article 52(4) of the Regulation (EU) 2018/1725. Subject to
applicable rules under EU legislation, the personal data relating to you, as provided in your request as
well as personal data that might be collected while processing your request, are used  solely for the
purpose of replying to your request. EDPS staff members dealing with the request will have access to the
case file containing your personal data on a need-to-know basis. All access to case files is logged.  Your
personal data are not disclosed outside the EDPS. Your personal data will be stored electronical y for a
maximum of ten years after the closure of the case, or as long as the EDPS is under a legal obligation to
do so. You have the right to access your personal data held by the EDPS and to relevant information
concerning how we use it. You have the right to rectify your personal data. Under certain conditions, you
have the right to ask that we delete your personal data or restrict its use. We will consider your request,
take a decision and communicate it to you. For more information, please see Articles 14 to 21, 23 and 24
of the Regulation. Please note that in some cases restrictions under Article 25 of the Regulation may
apply. Any request to exercise your rights should be addressed to the EDPS at xxxx@xxxx.xxxxxx.xx. You
may contact the data protection officer of the EDPS (xxx@xxxx.xxxxxx.xx), if you have any remarks or
complaints regarding the way we process your personal data. You have the right to lodge a complaint
with  the  EDPS,  as  supervisory authority.  Any  such  request  should  be  addressed to  the  EDPS  at
xxxx@xxxx.xxxxxx.xx. You can reach the EDPS in the following ways: E-mail: xxxx@xxxx.xxxxxx.xx;
EDPS postal address: European Data Protection Supervisor, Rue Wiertz 60, B-1047 Brussels, Belgium. For
more information, please refer to the extended version of the data protection notice available on the
EDPS website: https://edps.europa.eu/data-protection/our-work/publications/other-documents/requests-
access-documents_en.
2

Document Outline