This is an HTML version of an attachment to the Freedom of Information request 'Commissioner Ansip and his cabinet members' third party meetings'.



 
Ref. Ares(2018)5630054 - 05/11/2018
EUROPEAN COMMISSION 
Directorate-General for Communications Networks, Content and Technology 
 
  Director General 
 
Brussels, 5th November 2018 
CONNECT/R4 
Ms Marlene Straub 
Bundestagsbüro Julia Reda, MEP 
Unter den Linden 50 
11011 Berlin 
Germany  
                                                                                     Advance copy via email:  
                                                                                                     xxxxxxxxxxxxxxxxxxxxxxxxx@xxxxxxxx.xxx 
                                                                                
 
REGISTERED LETTER WITH ACKNOWLEDGEMENT OF RECEIPT 
Subject: Your application for access to documents- Ref GestDem 2018/4822 
Dear Ms Straub,  
We refer to your e-mail, dated 13/9/2018 in which you make a request for access to 
documents pursuant to 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 (‘Regulation 1049/2001’), registered on the same date under 
the above-mentioned reference number. We also refer to our email dated 4/10/2018,  our 
reference Ares(2018)5101027, whereby we informed you that the time limit for handling 
your application was extended by 15 working days pursuant to Article 7(3) of Regulation 
1049/2001. 
1. 
SCOPE OF YOUR APPLICATION 
By your application, you requested: 
΄΄documents which contain the following information: 
- Briefing documents for Commissioner Ansip's meetings with third parties, minutes, 
memos protocols or any form of documentation from such meetings, including 
audiovisual presentations and any material Commissioner Ansip was given throughout, 
as well as any subsequent internal communication on the meetings. This definition is to 
be understood broadly, as covering any documentation of information. 

 
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111 
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx@xx.xxxxxx.xx 
 

- Briefing documents for Commissioner Ansip's cabinet members' meetings with third 
parties, minutes, memos, protocols or any form of documentation from such meetings, 
including audiovisual presentations and any material Commissioner Ansip's cabinet 
member was given throughout, as well as any subsequent internal communication on the 
meetings. This definition is to be understood broadly, as covering any documentation of 
information. 

To allow for a prompt, efficient response, I would like to limit the temporal scope of this 
request to meetings dated between 1 January 2018 and 13 September 2018.  

For the sake of clarity, I am referring to meetings listed at but not limited to 
http://ec.europa.eu/transparencyinitiative/meetings/meeting.do?host=57870d0f-2fb5-
4f5b-9bea-7f2a661c64ac (titled "Meetings of  Vice-President Andrus Ansip with 
organisations and self-employed individuals") and 
http://ec.europa.eu/transparencyinitiative/meetings/meeting.do?host=cd3770a0-4fb5-
4e79-a343-072b167456b3 (titled "Meetings of Cabinet members of  Vice-President 
Andrus Ansip with organisations and self-employed individuals"). If meetings were held 
between Commissioner Ansip/Commissioner Ansip's cabinet and third parties within my 
given timeframe, which are not listed publicly for any reason, I would like to request that 
documentation (as defined above) be provided of these too.  

In particular, I am interested in meetings covering the following subjects: Platforms, 
Startups, Illegal Content/Tackling Illegal Content Online, Terrorist Content Online, 
Copyright, Artificial Intelligence/AI and Code. If meetings have taken place, which touch 
upon these subjects but do not mention them in their description of subject, I would like 
to request documentation for those meetings too. Furthermore, I would like to request all 
described documentation, not limited to the subjects above, from Commissioner Ansip's 
cabinet member Stig Joergen Gren's third party meetings.΄΄ 

On 4/10/2018, we proposed a fair solution (our reference Ares(2018)5101027) inviting 
you to narrow down the scope of your request (i.e. the subject matters, participants, 
timeframe), to reduce the amount of documents. In fact, according to our estimates and 
taking into account your parallel request GestDem 2018/4823 and other tasks that the 
concerned staff has to deal with during the same period and the limited human resources 
available, only documents relating to a maximum of 10 meetings could possibly be dealt 
with within the extended deadline. We provided you with a list of the meetings held 
between 1/1/2018 until 13/9/2018, indicating the dates, participants and topics. In case 
you were not able to specify the meetings, we proposed limiting your request to the 
documents on the 10 most recent meetings between Vice-President Ansip and his 
cabinet’s members with third parties. 
In your response you stated: “My interest in the requested information is curiosity, and 
my right to access it as an EU citizen” and you explained that it was therefore difficult 
for you to narrow down your request to specific topics but that you would be happy to do 
so if you received a list of documents for all the meetings that took place. In this context, 
you referred to internal Commission guidance for fair solution proposals which states 
that a list of documents should be provided and an estimate of the working days needed 
for dealing with the request. You then rejected our proposal to limit the scope of your 
request.  
Given the huge number of meetings, providing a list of all documents on all 153 
meetings of the Commissioner and cabinet members with third parties is not feasible 
within the statutory timeframe of an access-to-documents request.  


Given your unavailability to narrow down the request by choosing topics and/or meeting 
dates, the Commission services started to identify the documents for the 10 most recent 
meetings. This requires the Commissioner’s cabinet and many units of the Commission 
services, to identify documents that possibly have been established for each meeting, to 
assess whether there are any interests to be protected under Article 4 of Regulation 
1049/2001 including the assessment of whether rights of third parties and their 
commercial interests could be damaged if the documents were released. The 
administrative burden of this is very high.   
In line with the principles of sound financial management and good administration to 
which the Commission is bound pursuant to Article 310(5) of the Treaty on the 
Functioning of the European Union, we are obliged to balance your possible interest in 
access against the workload resulting from the processing of your application. This is in 
line with the case law of the EU Courts1. We have therefore restricted the scope of your 
application to what we could achieve, with the Commission’s scare resources, in the 
given timeframe to the 10 most recent meetings.  
2. 
DOCUMENTS FALLING WITHIN THE SCOPE OF THE REQUEST 
The following meetings are within the scope of the request after having been restricted as 
set out above: 
 Commission 
Meeting date 
Location
Subject
Entity/ies met 
representative(s) 
Andrus Ansip 
10-09-2018 
Brussels
Investment plan in 
Vodafone 
Kamila Kloc 
Europe, e-Privacy, 5G 
Belgium SA 
(VBSA) 
Laure Chapuis-
Kombos 
Maximilian 
10-09-2018 Brussels
IoT, 
standardisation, 
QUALCOMM 
Strotmann 
5G 
Inc. 
Stig Joergen 
07-09-2018 Brussels
Artificial 
Intelligence
Confederation 
Gren 
of Swedish 
Enterprise 
Stig Joergen 
07-09-2018 Brussels
Broadcasting 
EBU-UER 
Gren 
regulation 
Vivian Loonela 
07-09-2018 
Brussels
DSM/CYBERSECURITY  The 
International 
Federation of 
Inspection 
Agencies 
Juhan Lepassaar 
06-09-2018 
Brussels
Platform-to-business 
Airbnb Ireland 
Stig Joergen 
UC 
Gren 
  
                                                 
1 Judgment of the Court of Justice of 2 October 2014 in case C-127/13, Strack v Commission, paragraphs 
27-28. 


Andrus Ansip 
05-09-2018 
Brussels
DSM state of play 
Miltton Brussels 
Aare Järvan 
and further 
SPRL 
challenges 
  
Maximilian 
05-09-2018 Brussels
eIDAS
United 
Internet 
Strotmann 
AG 
Vivian Loonela 
05-09-2018 
Brussels
E-Privacy, 
Symantec 
Laure Chapuis-
Cybersecurity Act 
Corporation 
Kombos 
  
Andrus Ansip 
04-09-2018 
Vilvoorde 
Data protection, free 
ABB, G4S pls 
Stig Joergen 
flow of data, 
(G4S), BNP 
Gren 
research 
Parisbas, bpost 
programmes 
NV, Randstad 
  
NV (randstad) 
 
Within the given timeframe we were able to identify and examine the following 
documents related to the Meeting –΄Tomorrowlab΄΄ International Executive 
Roundtable (04-09-2018): 

1. Steering Brief 
2. Meeting conclusions 
Given the limited timeframe, we were not able to complete the verification on whether 
further documents exist and whether they can be made available. 
3. 
ASSESSMENT UNDER REGULATION 1049/2001  
Having assessed the identified and examined documents, we have arrived at the 
conclusion that these documents can be partially disclosed. Parts of the documents 
contain personal data, in particular names, contact and other details and functions of the 
Commission staff or external staff. 
Pursuant to Article 4(l)(b) of Regulation 1049/2001, access to a document has to be 
refused if its disclosure would undermine the protection of privacy and the integrity of 
the individual, in particular in accordance with Union legislation regarding the protection 
of personal data. The applicable legislation in this field is Regulation (EC) No 45/2001 of 
the European Parliament and of the Council of 18 December 2000 on the protection of 
individuals with regard to the processing of personal data by the Community institutions 
and bodies and on the free movement of such data (hereinafter “Regulation 45/2001”)2. 
According to Article 8(b) of Regulation 45/2001, personal data shall be transferred to 
recipients only if they establish the necessity of having the data transferred to them and if 
there is no reason to assume that the legitimate rights of the persons concerned might be 
prejudiced.  
                                                 
2 Official Journal L8 of 12.1.2001,p.1 See also Judgment of the Court of Justice of the EU of the 29 June 
2010 in case 28/08P, Commission/ The Bavarian Lager Co. LTD, ECR 2010 I-06055. 



We consider that the necessity of disclosing the aforementioned personal data to you has 
not been established and that it cannot be assumed that such disclosure would not 
prejudice the legitimate rights of the persons concerned. Therefore, we are disclosing a 
version of these documents in which the personal data have been redacted. 
You may reuse these documents free of charge for non-commercial and commercial 
purposes provided that the source is acknowledged, that you do not distort the original 
meaning or message of the documents. Please note that the Commission does not assume 
liability stemming from the reuse. 
With regard to Document No 2, please note that it was drawn up for internal use under 
the responsibility of the relevant Cabinet. It solely reflects the author’s interpretation of 
the interventions made and do not set out any official position of the third parties to 
which the document refers.  
4. 
CONFIRMATORY APPLICATION 
In case you would disagree with the assessment that the redacted data are personal data 
which can only be disclosed if such disclosure is legitimate under the applicable rules on 
the protection of personal data, you are entitled, in accordance with Article 7(2) of 
Regulation 1049/2001, to make a confirmatory application requesting the Commission to 
review this position. 
Such a confirmatory application should be addressed within 15 working days upon 
receipt of this letter to the Secretary-General of the Commission at the following address: 
European Commission 
Secretary-General 
Transparency unit SG-B-4 
BERL 5/282 
1049 Bruxelles 
or by email to: xxxxxxxxxx@xx.xxxxxx.xx 
 
Yours sincerely, 
 
  (e-Signed) 
Roberto Viola  
 
Enclosures: (2) 

Electronically signed on 31/10/2018 18:08 (UTC+01) in accordance with article 4.2 (Validity of electronic documents) of Commission Decision 2004/563

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