Ref. Ares(2016)5416325 - 16/09/2016
TRANSPARENCY
Access to documents
European Commission– SG B4
Newsletter n° 2
1 April 2014
Initial request : postal address mandatory
From Tuesday 1 April 2014, only initial applications in which the applicant has submitted its
postal address will have to be registered in GESTDEM.
As regards applications submitted by email, letter or fax: check, before registration in
GESTDEM, if the applicant has communicated his/her postal address.
• If the applicant has not submitted his/her postal address: you are invited to send a standard
message informing her/him that the application will be registered only once she/he has
communicated a postal address. A standard message is
available in all languages on our
Website “Access to documents”. See : https://myintracomm.ec.europa.eu/corp/sg/en/docinter/Pages/Introduction.aspx
• It is necessary to require the applicant's postal address for each request for access to
documents received. If an applicant has already introduced an application, we suggest to ask
only for a confirmation of his/her postal address.
• In GESTDEM the encoding of the ‘Address’ field has been made mandatory.
As regards the initial requests submitted via the automatic form available on Europa:
• The form has been amended to make the encoding of the following fields: 'address' — ‘postal
code’ and ‘city’ mandatory.
• The following information has been added at the bottom of the form, to the attention of the
applicant:
o All your data will be processed in accordance with the requirements of Regulation
(EC) No 45/2001 on the protection of personal data.
o We reserve the right to refuse the registration of your request if the data
mentioned in the above email is inaccurate or incomplete.
o In case of doubt concerning your identity, we reserve the right to ask you to send us
a copy of a valid identity document.
For more information :
send an email to xxxxxxxxxxxxxxxxx@xx.xxxxxx.xx