The Head of the Support unit (ORG.2.D), Directorate Protocol and Meetings.

delegates.travel.expenses@consilium.europa.eu

Data Protection Officer of the GSC

data.protection@consilium.europa.eu

The GSC handles the following personal data:

• delegates’ contact details (name, email address, workplace organisation, workplace department);
• delegates’ travel information (dates and itinerary, means of transport, CO2 emission offsetting, proof of travel payment and travel reimbursement);
• title of meeting attended;
• any other additional information registered by the delegates;
• name, phone number, email address, job address of the contact persons of the Member State.

Personal data are collected for the reimbursement of travel expenses incurred by the Presidency and delegations of Member States when attending eligible meetings, in accordance with Decision 54/18 (European Council meetings, working party meetings, etc.).

The legal bases for the processing operation are:

• Article 5(1)(a) of Regulation (EU) 2018/1725: ‘processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body’.
• Article 13(3) of the European Council’s Rules of Procedure of 1 December 2009 (OJ L 315, 2.12.2009), and Article 23(5) of the Council’s Rules of Procedure of 1 December 2009 (OJ L 325, 11.12.2009).
• Decision 54/18 of the Secretary-General of the Council concerning reimbursement of travel expenses of delegates of Member States, and relevant amendments and modifications (Decision 16/21 of the Secretary-General of the Council amending Annex 3 to Decision 54/18, and Decision 44/20 of the Secretary-General of the Council modifying Decision 54/18).

Not applicable

Not applicable

Not applicable

A limited and defined number of GSC staff are involved on a need-to-know basis when handling your personal data, such as:

• staff of the Support unit (ORG.2.D), Directorate Protocol and Meetings,
• staff of SMART Directorate and of the Audit service.

Competent national administrations of each Member State have access to the relevant information about their own delegates in the Delegates Portal.
Information on CO2 emissions are used for the GSC’s EMAS reporting. These reports only contain aggregate and anonymised data.

Not applicable

The retention period for personal data is eight years.

Not applicable

You have the right of information and the right of access to your personal data.
You also have the right to correct and complete your data.

Under certain circumstances, you may have the right to obtain the erasure of your personal data, or the right to object to the handling of your personal data or to ask for it to be restricted.
You can exercise these rights by sending an email to the person responsible for the handling of your personal data (see point 1), with a copy to the Data Protection Officer (see point 2).

With your request, you must provide a copy of an identification document to confirm your identity (ID card or passport). This document should contain an identification number, country of issue, period of validity, your name, address and date of birth. Any other data contained in the copy of the identification document such as photo or any personal characteristics may be blacked out. (Not applicable to GSC staff).

Not applicable

edps@edps.europa.eu
Before you do so, it is recommended that you first try to obtain a remedy by contacting the person responsible for the handling of your personal data at the GSC (see point 1) and/or the Data Protection Officer (point 2).