Dear Sir or Madam,

We are writing to you concerning your request for access to documents sent
on 03/11/2025 and registered on 03/11/2025 under case number 2025/5721.

Since you have not indicated your postal address, we are not able to start
handling your request. The 15 working days to reply to your request will
start running only when you send us your postal address.

You can send your postal address by replying to this e-mail. If we do not
receive your reply we may close this case.

Please note that you can submit a request for access to Commission
documents via the portal [1]'Request a Commission document', which does
not require you to indicate your postal address.

Why do we need your personal postal address?

Since 1 April 2014, the submission of a postal address became a mandatory
feature when submitting an application for access to Commission documents
via an e-mail. We would like to explain why we need your postal address in
order to register and handle your application for access to documents when
submitted via e-mail:

• Firstly, to obtain legal certainty as regards the date you received
the European Commission reply to your application for public access to
documents. Article 297 of the Treaty on the Functioning of the
European Union (TFEU) states that 'decisions which specify to whom
they are addressed, shall be notified to those to whom they are
addressed and shall take effect upon such notification.' In line with
this provision, if the Commission does not grant full access to the
requested documents, it notifies the reply to the applicant via
registered mail with acknowledgement of receipt or via delivery
service. This requires an indication of a valid postal address by the
applicant;
• Secondly, to apply correctly the [2]Data Protection Regulation (EU)
2018/1725. Knowing whether the applicant is an EU resident (or not) is
necessary for deciding which conditions shall apply for the
transmissions of personal data to applicants for access to documents.
These conditions are not the same for recipients established in the
Union and for recipients in third countries. As the vast majority of
the documents requested contain personal data, the Commission cannot
ensure the correct application of the data protection rules in the
absence of a postal address;
• Thirdly, to apply correctly [3]Regulation (EC) No 1049/2001. Article
4(1)(b) of that Regulation refers to the protection of the privacy and
integrity of the individual and has to be applied in line with the
Data Protection Regulation;
• Fourthly, to protect the interest of other citizens and safeguard the
principle of good administration. The Commission has to treat all
citizens equally by ensuring that the legal framework for public
access to documents is respected. For example, it has to verify
whether Article 6(3) of Regulation (EC) No 1049/2001 is being evaded
by introducing several requests under different identities. Indeed, in
its Ryanair judgment ([4]EU:T:2010:511), the General Court confirmed
that Article 6(3) of Regulation (EC) No 1049/2001 cannot be evaded by
splitting an application into several, seemingly separate, parts. In
addition, the Commission has to make sure that the legal framework is
respected and the right of access to documents is not abused by making
requests under an invented identity.

The considerations above show that the request for and the consequent
processing of the applicant's postal address is not only appropriate, but
also strictly necessary for the performance of a task carried out in the
public interest within the meaning of Article 5(1)(a) of Data Protection
Regulation, namely providing a smooth and effective access to documents.

Yours faithfully,

Directorate-General for Digital Services - Access to Documents
European Commission

References

Visible links
1. https://www.ec.europa.eu/transparency/do...
2. https://eur-lex.europa.eu/legal-content/...
3. https://eur-lex.europa.eu/legal-content/...
4. https://eur-lex.europa.eu/legal-content/...

Dear Mr Roke Julian Lockhart Beedell,

We are writing to you concerning your request for access to documents
sent  on 03/11/2025 and registered on 03/11/2025 under case number
2025/5721. Thank you for providing your postal address. We note that you
are based in a country outside the European Union.

In accordance with Article 2(1) and (2) of Regulation (EC) No 1049/2001,
read in conjunction with Article 1 of the European Commission’s Detailed
rules for the application of Regulation (EC) No 1049/2001, only citizens
of the Union and natural or legal persons residing or having their
registered office in a Member State have the right to access Commission
documents.

The information that you have provided so far is not sufficient to
establish whether you fulfil this eligibility condition:

• If you are an EU citizen living outside the EU and have submitted your
application in your personal capacity, please confirm this by
responding to this email with the following text and undersigned with
your name:

I confirm that I have the citizenship of one of the EU Member States and
that I have submitted this application in my personal capacity. I declare
on my honour that all the data provided is accurate and truthful. If
required I stand ready to provide sufficient proof of my nationality
and/or residence. I understand that false declarations may lead to legal
consequences. [if relevant]

• If you have submitted your application on behalf of an EU citizen (for
law firms, consultancy companies, etc), please confirm that the person
represented by you fulfils the aforementioned criteria, by responding
to this email with the following text and undersigned with your name:

I confirm that I have submitted this application on behalf of a natural
person acting in their personal capacity and that the represented party
has an EU citizenship. I declare on my honour that all the data provided
is accurate and truthful. If required I stand ready to provide sufficient
proof of the represented party’s nationality. I understand that false
declarations may lead to legal consequences. [if relevant]

• If you have submitted the application as a legal entity and your
organization has a registered office in one of the Member States,
please communicate us the address of the office situated in an EU
country. The submission of the requested address automatically entails
your agreement to requalify your application to have been submitted by
the office situated at that address. [if relevant]
• If you have submitted your application on behalf of a legal entity
(for law firms, consultancy companies, etc), please confirm that the
represented party fulfils the aforementioned criteria and provide us
the necessary information in this respect, by responding to this email
with the following text and undersigned with your name:

I confirm that I have submitted this application on behalf of a legal
person having a registered office in a Member State, at: [please include
the address of the legal entity represented by you]. I declare on my
honour that all the data provided is accurate and truthful. If required I
stand ready to provide sufficient proof of the represented party’s
registration. I understand that false declarations may lead to legal
consequences. [if relevant]

• (1) If you are not an EU citizen OR (2) if you have submitted your
application on behalf of a legal person not having a registered office
in one of the Member States, unfortunately the Commission cannot
handle your application and it will be closed in due course.

We would appreciate it if you could provide us with the necessary
clarifications in this respect within 5 working days. In the absence of a
reply from your part within this deadline, we will close your request.

Thank you for your understanding.

Kind regards,

DIGIT Access to documents team

Dear Sir or Madam,

We hereby acknowledge the receipt of your request for access to documents
sent on 03/11/2025 and registered on 05/11/2025 under the case number
2025/5721.

We will handle your request within 15 working days as of the date of
registration. The time-limit expires on 26/11/2025. We will let you know
if we need to extend this time limit for additional 15 working days.

To find more information on how we process your personal data, please see
[1]the privacy statement.

Yours faithfully,

Directorate-General for Digital Services - Access to Documents
European Commission

References

Visible links
1. https://ec.europa.eu/info/principles-and...

Dear Mr Roke Julian Lockhart Beedell,

We are writing regarding your request for access to European Commission documents with case number EASE 2025/5721.

In accordance with Article 2(1) and (2) of Regulation (EC) No 1049/2001 (OJ L 145, 31.5.2001, p. 43) , read in conjunction with Article 1 of the European Commission’s Detailed rules for the application of Regulation (EC) No 1049/2001 (OJ L, 5.12.2024, p.30), only citizens of the Union and natural or legal persons residing or having their registered office in a Member State have the right to access to Commission documents.

In order to be able to handle your application, we kindly ask you to provide us with the following documents, depending on your situation.

If you are acting on behalf of another natural person, we kindly ask you to provide us with proof that the represented party fulfils the eligibility conditions, i.e. EU citizenship or postal address in an EU Member State.

We would appreciate it if you could provide us with the necessary documents in this respect within 5 working days. In the absence of a reply from your part within this deadline, we will close your request.

Please note that the proof of identity or of applicant’s eligibility under Regulation (EC) No 1049/2001 is deleted promptly after verification is completed. For further information, please consult the relevant Privacy Statement and Record of the personal data processing operation.

Thank you for your understanding.

Kind regards,
DIGIT Access to documents team

show quoted sections

Dear Mr Roke Julian Lockhart Beedell,

The documents proving the eligibility of the applicant whom you represent under Regulation (EC) No 1049/2001 should be sent to our functional mailbox ([email address]) and then will be deleted promptly once we perform the verification of the eligibility.

As already stated, in accordance with Article 2(1) and (2) of Regulation (EC) No 1049/2001 (OJ L 145, 31.5.2001, p. 43) , read in conjunction with Article 1 of the European Commission’s Detailed rules for the application of Regulation (EC) No 1049/2001 (OJ L, 5.12.2024, p.30), only citizens of the Union and natural or legal persons residing or having their registered office in a Member State have the right to access to Commission documents.

This is a kind reminder that the initial deadline to provide the necessary documents to verify the eligibility under Regulation (EC) No 1049/2001 has passed. Please provide the necessary documents by Friday 28 November 2025. In the absence of a reply from your part within this deadline, we will close your request.

Kind regards,
DIGIT Access to documents team

show quoted sections

Dear Mr Roke Julian Lockhart Beedell,

We are writing concerning your request for access to Commission documents
registered on 5 November 2025 under case number EASE 2025/5721.

We are currently working on your request. However, we have not yet been
able to gather all the elements necessary to carry out a full analysis of
your request. We will not be able to send you the reply within the
prescribed time limit expiring on 26 November 2025.

Therefore, in line with Article 7(3) of [1]Regulation (EC) No 1049/2001,
we need to extend this time limit by 15 additional working days. The new
time limit expires on 17 December 2025, subject to the verification of
eligibility under Regulation 1049/2001 per our last exchange.

We apologise for any inconvenience this may cause.

Kind regards,

DIGIT Access to documents team

References

Visible links
1. https://eur-lex.europa.eu/legal-content/...

Dear Mr Roke Julian Lockhart Beedell,

We are writing regarding your request for access to European Commission
documents registered on 5 November 2025 under case number EASE 2025/5721.

In accordance with Article 2(1) and (2) of Regulation (EC) No
1049/2001[1]^[1], read in conjunction with Article 1 of the European
Commission’s Detailed rules for the application of Regulation (EC) No
1049/2001[2]^[2], only citizens of the Union and natural or legal persons
residing or having their registered office in a Member State have the
right to access to Commission documents. Based on the information you
provided, it could not be established whether you fulfil this condition.
As a result, we regret to inform you that we cannot handle your
application. Therefore, we are closing case number EASE 2025/5721.

Kind regards,

DIGIT Access to documents team

 1. OJ L 145, 31.5.2001, p. 43. [3]↑
 2. OJ L, 2024/3080, 5.12.2024, p.30. [4]↑

References

Visible links
1. file:///tmp/foiextract20251128-2943752-yzk5yy#footnote-1
2. file:///tmp/foiextract20251128-2943752-yzk5yy#footnote-2
3. file:///tmp/foiextract20251128-2943752-yzk5yy#footnote-ref-1
4. file:///tmp/foiextract20251128-2943752-yzk5yy#footnote-ref-2

Dear Mr Roke Julian Lockhart Beedell,

We are writing regarding your request for access to European Commission
documents registered on 3 November 2025 under case number EASE 2025/5720.

In accordance with Article 2(1) and (2) of Regulation (EC) No
1049/2001[1], read in conjunction with Article 1 of the European
Commission’s Detailed rules for the application of Regulation (EC) No
1049/2001[2], only citizens of the Union and natural or legal persons
residing or having their registered office in a Member State have the
right to access to Commission documents. Based on the information you
provided, it could not be established whether you fulfil this condition.
As a result, we regret to inform you that we cannot handle your
application. Therefore, we are closing case number EASE 2025/5720.

Kind regards,

DIGIT Access to documents team

 1. OJ L 145, 31.5.2001, p. 43. [1]↑
 2. OJ L, 2024/3080, 5.12.2024, p.30. [2]↑

References

Visible links
1. file:///tmp/foiextract20251128-2948077-2a9i0f#footnote-ref-1
2. file:///tmp/foiextract20251128-2948077-2a9i0f#footnote-ref-2