EUDA Personal Data Protection Record on the EU Justice and Home Affairs Agencies Network (JHAAN) Staff Visits Programme 2026 (DPO-059)

Original/alternative title:  DPO-059
Publication date :  18/02/2026

Summary

All EU institutions have the legal obligation to keep a central register of records of activities processing personal data (Article 31 of Regulation 2018/1725). 

For more information or to see more EUDA personal data protection records, please visit the EUDA data protection records page.

Data protection record

Item Content
Last update of this record 18-02-2026
Reference number DPO-059
Name and contact details of controller Controller: EUDA, Praça Europa 1, 1249-289 Lisboa, Portugal
Contact: EUDA-HR@euda.europa.eu
Name and contact details of DPO Gonçalo Felgueiras e Sousa, EUDA: dpo@euda.europa.eu
Name and contact details of joint controller (where applicable) n/a
Name and contact details of processor (where applicable) n/a
Purpose of the processing Management of the JHAA network Staff Visits Programme, under the EUDA’s 2026 presidency of the network, a knowledge, best practice and institutional exchange programme through which JHA Agencies that declare their interest in participating in the programme can send members of their staff to work in other participating agencies for a defined and limited period.
Description of categories of persons whose data EUDA processes and list of data categories Categories of persons:
EUDA and other EU agencies staff members participating in the programme.

Data categories:
  1. Identification details (name and surname of the HR contact person in the host agency, name and surname of the contact person in the sending agency, name and surname of the applicant);
  2. Contact details: office telephone number, office e-mail address, office IP and office postal addresses;
  3. Employment details (job title of the applicant);
  4. Expertise and skills of the applicant and how those match with the offer to host;
  5. Availability and other additional information or requirements of the applicant, signatures of the applicant (staff member), of the staff member’s reporting officer and of the contact person of the hosting agency in the final visit agreement.
Time limit for keeping the data The EUDA only keeps the personal data provided by the applicant for the time necessary to fulfil the purpose of collection or further processing, namely from the date of launching the call for applications to 31 December 2026 at the latest. The same retention period applies to the hosting agency. If the sending agency needs to keep any of the personal data for the purposes of processing mission orders of applicants, the retention period specified in the data protection notice for missions of the respective agency applies.
Recipients of the data Staff members in charge of coordinating the programme in the HRM units/sectors and staff members from the units receiving and sending the applicants, at the EUDA and other participating agencies.
Are there any transfers of personal data to third countries or international organisations? n/a
General description of security measures, where possible Personal data is stored securely electronically by the Human Resources Management sectors and units of all the participating agencies and will only be communicated on a need-to-know basis. It will be destroyed as soon as the programme is finalised.
Origin: 
Organisation (author):
EUDA
Category: 
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