The European Medicines Agency (EMA) maintains a central register of records on its personal data processing activities. This is a legal obligation under Art 31 of Regulation (EU) 2018/1725, the data protection regulation applicable to European Union institutions.
The records contain general information on the data processing activities, including the:
- name and contact details of the controller, the Data Protection Officer and, if applicable, the processor, the co-controller(s) and the joint controller(s);
- purposes of processing;
- categories of data subjects and personal data;
- categories of recipients to whom personal data is disclosed;
- transfers of personal data to a third country or international organisation and suitable safeguards, if applicable;
- envisaged time limits for erasure of the different categories of data;
- technical and organisational data protection security measures.
EMA updates the central register as and when necessary.
For more information on how EMA collects and uses personal data, see its general privacy statement.
Personal data processing records
Records of data processing activity (public) for audiovisual tool for checking presence in meeting rooms
English (EN) (100.25 KB - PDF)
Records of processing activity for the handling of data subjects’ requests
English (EN) (117.97 KB - PDF)
Records of data processing activity (public) for Scientific Explorer
English (EN) (207.61 KB - PDF)
Records of data processing activity (public) for the exploration of the DEEP platform
English (EN) (186.89 KB - PDF)
Records of data processing activity regarding the HMA- EMA Catalogue of real-world data studies
English (EN) (106.17 KB - PDF)
Records of data processing activity (public) for the HMA-EMA Catalogue of real-world data sources (and networks and institutions)
English (EN) (128.12 KB - PDF)
Records of data processing activity (public) for the Antimicrobials Sales and Use (ASU) platform
English (EN) (141.84 KB - PDF)
Records of data processing activity for handling of requests submitted under Article 24 of the Staff Regulations ("SR") and Article 90(1) SR and of complaints submitted under Article 90(2) SR (public)
English (EN) (157.96 KB - PDF)
Records of data processing activity relating to the reasonable accommodation request process
English (EN) (123.39 KB - PDF)
Records of data processing activity for the user test of the Critical Medical Device Shortages (CMDS) system
English (EN) (102.44 KB - PDF)
Records of data processing activity for the publication of contact details of industry representatives in Agile teams
English (EN) (111.06 KB - PDF)
Records of data processing activity for WebEx
English (EN) (156.42 KB - PDF)
Records of data processing activity for the electronic EMA newsletters published via Newsroom
English (EN) (186.02 KB - PDF)
Records of data processing activity for the user test of the Critical Medical Device Shortages (CMDS) system
English (EN) (123.29 KB - PDF)
Records of data processing activity for MS Suite
English (EN) (245.6 KB - PDF)
Records of data processing activity for ServiceNow
English (EN) (174.77 KB - PDF)
Records of data processing for Data Analysis and Real World Interrogation Network (DARWIN EU®)
English (EN) (148.36 KB - PDF)
Records of data processing activity relating to staff engagement surveys (public)
English (EN) (112.41 KB - PDF)
Records of data processing activity for the use of Microsoft Edge
English (EN) (154.78 KB - PDF)
Records of data processing activity for the use of Microsoft Intune
English (EN) (148.6 KB - PDF)
Records of data processing activity (public) for the EMA intranet
English (EN) (138.12 KB - PDF)
Records of data processing activity regarding the European Union (EU) Metadata Catalogue (public)
English (EN) (160.22 KB - PDF)
Record of data processing activity for reporting fraud and irregularities (public)
English (EN) (115.05 KB - PDF)
Records of data processing activity for training using virtual reality EMA/75747/2022
English (EN) (153.09 KB - PDF)
Records of data processing activity for the Network Portfolio website
English (EN) (99.45 KB - PDF)
Records of data processing activity (public) regarding the processing of personal data in the Clinical Trials Information System (CTIS)
English (EN) (152.62 KB - PDF)
Records of data processing activity for the raw data proof-of-concept pilot
English (EN) (119.8 KB - PDF)
Record of data processing activity for Interactive Regulatory Information System (IRIS) (public)
English (EN) (129.01 KB - PDF)
Record of data processing activity EMA IT Security Operations Centre (SOC)
English (EN) (115.3 KB - PDF)
Records of data processing activity for the certification of medicinal products
English (EN) (143.41 KB - PDF)
Records of data processing activity of personal data in the context of public procurement procedures (public)
English (EN) (148.3 KB - PDF)
Record of data processing activity regarding hotel and travel bookings (public)
English (EN) (112.14 KB - PDF)
Records of data processing activity for testimonials for career page (public)
English (EN) (142.28 KB - PDF)
Records of data processing activity for planned presence in EMA's office building (public)
English (EN) (135.43 KB - PDF)
Records of data processing activity (public) for the processing of the contact points of scientific committees (CXMP) members/alternates’ for internal use by the same committees
English (EN) (133.65 KB - PDF)
Records of data processing activity for Clinical data publication website
English (EN) (117.59 KB - PDF)
Records of data processing activity for personal data of staff or external experts processed in a procurement procedure
English (EN) (117.26 KB - PDF)
Records of data processing activity (public) for the Union Product Database
English (EN) (163.43 KB - PDF)
Record of data processing activity (public) for video-surveillance (CCTV) system
English (EN) (193.72 KB - PDF)
Records of data processing activity (public) Industry Single Point of Contact (i-SPOC) reporting system
English (EN) (130.83 KB - PDF)
Records of data processing activity for user research for the design of the restricted area of the Union Product Database
English (EN) (132.24 KB - PDF)
Records of data processing activity regarding Small and Medium Enterprises (SME) status applications submitted by natural persons
English (EN) (99.8 KB - PDF)
Records of data processing activity for the handling the contribution towards commuting costs (public)
English (EN) (155.43 KB - PDF)
Records of data processing activity(public): Workstation ergonomics including expectant and new mothers in the context of Health & Safety of staff and contractors
English (EN) (154.64 KB - PDF)
Records of data processing activity for user research for the design of the Union Product Database
English (EN) (174.33 KB - PDF)
Records of data processing activity relating to Slido’s audience interaction tool (public)
English (EN) (169.05 KB - PDF)
Record of data processing activity for the publication of post-employment decisions regarding senior staff (Article 16 of Staff Regulations) (public)
English (EN) (139.72 KB - PDF)
Records of data processing activity for contact details of journalist and other media professionals (public)
English (EN) (155.07 KB - PDF)
Records of data processing activity Regulatory Science Strategy interviews (public)
English (EN) (137.72 KB - PDF)
Records of data processing activity regarding EU Innovation Network (public)
English (EN) (159.29 KB - PDF)
Records of data processing activity for the use of Microsoft Teams and SharePoint Online pilot users (public)
English (EN) (138.59 KB - PDF)
Record of data processing for validation of proof of establishment when natural persons apply for orphan designation or a transfer of an orphan designation (public)
English (EN) (138.5 KB - PDF)
Records of data processing activity (public) in internal audit and consultancy
English (EN) (137.26 KB - PDF)
Records of data processing activity for managing the loaning of Information Centre material (public)
English (EN) (110.65 KB - PDF)
Record of data processing activity relating to personal files (public)
English (EN) (139.25 KB - PDF)
Record of data processing activity relating to staff absences (public)
English (EN) (107.43 KB - PDF)
Record of data processing activity in the context of selection and recruitment procedures (public)
English (EN) (183.03 KB - PDF)
Record of data processing activity relating to trainings (public)
English (EN) (117.47 KB - PDF)
Record of data processing activity relating to the Non-EU Social security scheme (public)
English (EN) (119.64 KB - PDF)
Record of data processing activity relating to missions (public)
English (EN) (120.31 KB - PDF)
Record of data processing activity relating to SAP Finance (public)
English (EN) (120.88 KB - PDF)
Record of data processing activity relating to working time records (public)
English (EN) (119.96 KB - PDF)
Record of data processing activity relating to pension data (public)
English (EN) (124.47 KB - PDF)
Record of data processing activity relating to legal entity and bank account validation (public)
English (EN) (123.29 KB - PDF)
Record of data processing activity relating to special education allowance (public)
English (EN) (119.71 KB - PDF)
Record of data processing activity relating to honours and decorations (public)
English (EN) (130.68 KB - PDF)
Record of data processing activity relating to contracts database (public)
English (EN) (119.92 KB - PDF)
Record of data processing activity relating to emergency contact details (public)
English (EN) (120.66 KB - PDF)
Record of data processing activity for administrative inquiries and disciplinary proceedings (public)
English (EN) (157.65 KB - PDF)
Record of data processing activity regarding confidential counsellors and informal procedure (public)
English (EN) (146.22 KB - PDF)
Record of data processing activity regarding performance management (public)
English (EN) (103.23 KB - PDF)
Record of data processing activity for pre-employment medical examination
English (EN) (135.83 KB - PDF)
Record of data processing activity regarding annual medical examination
English (EN) (133.69 KB - PDF)
Record of data processing activity regarding consultation with the in-house medical advisor / occupational health physician
English (EN) (179.78 KB - PDF)
Records of data processing activity regarding absences due to illness or accident (public)
English (EN) (173.97 KB - PDF)
Record of data processing activity regarding Enpr-EMA network database (public)
English (EN) (129.95 KB - PDF)
Record of data processing activity relating to requests for information (public)
English (EN) (109.85 KB - PDF)
Record of data processing activity relating to requests for access to documents (public)
English (EN) (107.16 KB - PDF)
Record of data processing activity relating to first aid records (public)
English (EN) (127.95 KB - PDF)
Record of data processing activity regarding visitor management (public)
English (EN) (140.95 KB - PDF)
Record of data processing activity relating to the filemaker security database for staff vehicles/bicycles and lost/found property (public)
English (EN) (194.75 KB - PDF)
Record of data processing activity relating to Security Access Control System (public)
English (EN) (136.1 KB - PDF)
Record of data processing activity relating to managed print services (public)
Record of data processing activity relating to managed print services (public)
English (EN) (181.92 KB - PDF)
Records of data processing activity relating to the switchboard recording system (public)
English (EN) (128.31 KB - PDF)
Record of data processing activity regarding EMA Account Management System (public)
English (EN) (118.14 KB - PDF)
Record of data processing activity for reporting fraud and irregularities (public)
English (EN) (134.17 KB - PDF)
Record of data processing activity regarding EMA Service Desk Portal (public)
English (EN) (116.48 KB - PDF)
Record of data processing activity for EudraVigilance (public)
English (EN) (145.91 KB - PDF)
Record of data processing activity for EMA Experts database and Handling of Declarations of Interests and CVs of scientific committees’ members and experts (public)
English (EN) (138.31 KB - PDF)
Record of data processing activity regarding European Network of Centres for Pharmacoepidemiology and Pharmacovigilance (ENCePP) Resource Database (public)
Record of data processing activity regarding European Network of Centres for Pharmacoepidemiology and Pharmacovigilance (ENCePP) Resource Database (public)
English (EN) (139.24 KB - PDF)
Records of data processing activity regarding the European Union electronic Register of Post-Authorisation Studies (EU PAS Register) (public)
Record of data processing activity regarding the European Union electronic Register of Post-Authorisation Studies (EU PAS Register) (public)
English (EN) (115.62 KB - PDF)
Record of data processing activity for handling of reports of alleged improprieties from external sources (public)
English (EN) (140.07 KB - PDF)
Records of data processing activity relating to the European Pharmacovigilance Issues Tracking Tool (public)
English (EN) (145.5 KB - PDF)
Record of data processing activity relating to public hearings (public)
English (EN) (148.53 KB - PDF)
Record of data processing activity for individual experts stakeholder database (public)
English (EN) (129.58 KB - PDF)
Record of data processing activity for organisation of meetings and events (public)
English (EN) (138.08 KB - PDF)
Record of data-processing activity for public and targeted consultations (public)
English (EN) (122.71 KB - PDF)
Record of data processing activity for the Small and Medium Enterprises Office (SME office) activities
English (EN) (155.18 KB - PDF)
Record of data processing activity for usability testing exercises
English (EN) (128.63 KB - PDF)