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Ref. Ares(2024)164801 - 10/01/2024 EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR TRADE Directorate F – Enforcement, Market Access, SMEs, Legal Affairs, Technology and Security Dispute Settlement and Legal Aspects of Trade Policy Brussels TRADE.F.2 (2024)89303 NOTE FOR THE ATTENTION OF ALL DELEGATIONS OF THE ANTI-COERCION INSTRUMENT COMMITTEE Subject: Anti-coercion instrument Committee meeting of 7 February 2024 I am pleased to invite you to the first meeting of the Anti-Coercion Instrument Committee meeting that will be held on 7 February 2024, 10:00-11:00, in Brussels, conference centre ALBERT BORSCHETTE, room 3.D (for any venue changes the attendees will be informed). Please find enclosed the draft agenda. The proposal for Rules of Procedure for adoption will be sent in due time in advance of the meeting. The draft will be based on the standard rules of procedure for such committees. Your attention is kindly drawn to the following: • In accordance with Article 9 of Regulation 182/2011, the Committee adopts its Rules of Procedure by a simple majority. The votes of Member States are cast during the meeting. Should a Delegation be absent, the Member State may be represented by another Delegation. For the purposes of this meeting, it is proposed that a Member State Delegation may represent a maximum of one other Member State. The Member State that is being represented shall inform the chair of this before the meeting, or, at the latest, before the vote. • Written comments on the draft Rules of Procedure ahead of the meeting should be sent at the latest 3 working days before the meeting date. • Requests for additional agenda items should be submitted at the latest 3 working days before the meeting date. A revised draft agenda will be sent in case of modification. Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË – Tel. +32 22991111 Office: CHAR 05/136 – Tel. direct line +32 229-60213 [email protected] • Please communicate the participants for the respective Member State at least 3 working days before the meeting date. Please note that the attendance in person is limited to 2 representatives per Member State. • Please note that representatives without a Council badge should contact Ms Maria Tulceanu ([email protected]), in order to obtain access to the building on that date. • Travel expenses are covered for one representative per Member State. The registration and paperless reimbursement of costs is done in the AGM online system. • For communications to the Commission as regards the committee and the matters above, please contact the Commission on: trade-anti-coercion-single-contact- [email protected] • You receive the documents for this meeting via the AGM online system (and notably the draft Rules of Procedure for adoption) as well as for any future meetings. Please find attached a presentation of the system. [ Electronically signed ] Stephanie LEUPOLD Chairperson Enclosures: Draft Agenda AGM presentation 2  AGENDA 7 FEBRUARY 2024 BRUSSELS 1. Adoption of the Agenda 2. Introductory remarks 3. Exchange of views and adoption of the Rules of Procedure for the committee 4. Any other business 3 Electronically signed on 10/01/2024 16:46 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121 Ref. Ares(2024)164801 - 10/01/2024 EUROPEAN COMMISSION PROTECTION OF YOUR PERSONAL DATA This privacy statement provides information about the processing and the protection of your personal data. Processing operation: Organisation and management of meetings of comitology committees Data Controller: European Commission, DG TRADE, Unit F.2 Record reference: DPR-EC-1063 Table of Contents 1. Introduction 2. Why and how do we process your personal data? 3. On what legal ground(s) do we process your personal data? 4. Which personal data do we collect and further process? 5. How long do we keep your personal data? 6. How do we protect and safeguard your personal data? 7. Who has access to your personal data and to whom is it disclosed? 8. What are your rights and how can you exercise them? 9. Contact information 10. Where to find more detailed information?  1. Introduction The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor. This privacy statement concerns the processing operation Organisation and management of meetings of comitology committees undertaken by the European Commission, DG TRADE, Unit F.2 as presented below. 2. Why and how do we process your personal data? Purpose of the processing operation: The European Commission collects and uses your personal information only for the organisation, preparation, management and follow-up of meetings within the framework of comitology committees (as provided for in Regulation 182/2011 1, the Comitology Regulation). More specifically, this concerns the following processing activities: • communication activities such as sending e-mails and invitations (this entails the management of contact lists for correspondence); • exchange of meeting documents (notably through information sharing and circulation of documents via e-mail, AGM (see Record of processing DPR-EC-01141 - Information system supporting the organisation of meetings (former notification DPO-3911)) or CIRCABC (see Record of Processing DPR-EC-01666 - CIRCA and CIRCABC – Global User Directory (former notification DPO-1008))) and sharing of information with other Commission services to follow-up on the comitology meeting concerned; • organisational and administrative activities to ensure the participants' access to Commission premises (see Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS))); • reimbursement of travel costs (see Record of Processing DPR-EC-00301 - Legal Entities and Bank Accounts (former notifications DPO-372 and DPO-300)); • audio-visual recording of the meetings for the purpose of drafting minutes and summary records (see Record of Processing DPR-EC-03266 (Audio-visual recording of meetings)). No personal data of individuals are included in the summary records of meetings and no personal data are published in the Comitology Register. Due to the transparency policy of the EU institutions, summary records of committee meetings and list of authorities represented at the meetings are published in the Comitology Register. 1 Regulation (EU) No 182/2011 of the European Parliament and of the Council of 16 February 2011 laying down the rules and general principles concerning mechanisms for control by Member States of the Commission’s exercise of implementing powers, OJ L 55, 28.2.2011, p. 13–18. 2 Your personal data will not be used for an automated decision-making including profiling. 3. On what legal ground(s) do we process your personal data We process your personal data, because: a) 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; b) processing is necessary for compliance with a legal obligation to which the controller is subject. The basis for the processing referred to in points (a) and (b) of paragraph 1 has been laid down in the following Union law: Article 291 of the Treaty on the Functioning of the European Union and Regulation 182/2011. Your consent is required for the processing of your personal data relating to your dietary requirements and/or access requirements. If you opt-in, you are giving us your explicit consent under Article 5(1)(d) of Regulation (EU) 2018/1725 to process your personal data for those specific purposes. You can give your consent form by informing the controller for the committee in question. You can withdraw your consent for these services at any time by contacting the controller for the committee in question. 4. Which personal data do we collect and further process? In order to carry out this processing operation the Data Controller may collect the following categories of personal data of participants: ▪ Personal data necessary for organising and managing meetings such as gender (Mr/Ms), name, organisation to which he/she belongs, e-mail address, phone/fax number; ▪ Personal data necessary for security (access control to Commission premises) such as ID card/Passport number and date of birth, name, surname, organisation he/she belongs to, gender; ▪ Personal data necessary for reimbursements purposes such as means of transport, hotel accommodation and banking details, as per the Commission's rules; ▪ Personal data necessary for establishing the attendance list and the minutes: signature, audio-visual recording of the meeting; The provision of such personal data is mandatory in order to allow for the organisation of the meeting, the access of participants to Commission premises and their reimbursement. If you do not provide these personal data, possible consequences are the impossibility to attend meetings and/or to be reimbursed. We have obtained your personal data either directly from you, via the Ministry or National Authority you work for or via the Permanent Representation of your country in Brussels. 5. How long do we keep your personal data? The Data Controller only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for a maximum of 5 years after closure of the administrative file of the last meeting you have attended. The documents in the Comitology Register are transferred to the Historical Archives for permanent preservation, but they do not contain personal data. This information is without prejudice to different retention periods which may apply to personal data processed for the purpose of reimbursing travel costs and ensuring the participant's access to Commission premises based on the dedicated processing operations notified to the DPO by the responsible Commission departments (Records of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS)) and DPR-EC-00301 - Legal Entities and Bank Accounts (former notifications DPO-372 and DPO-300)). Sensitive personal data relating to dietary and/or access requirements will be deleted as soon as they are no longer necessary for the purpose for which they have been collected in the framework of the committee meeting, but no later than within 1 month after the end of the meeting. Personal data shared with the Directorate-General for Human Resources and Security of the European Commission for the participants to gain access to Commission buildings is kept for 6 months after the termination of the link between the data subject and the Commission. More information is available in the Record of Processing DPR-EC-00655 (Commission Physical Access Control System (PACS)). 6. How do we protect and safeguard your personal data? All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission. All processing operations are carried out pursuant to Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission. In order to protect your personal data, the Commission has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation. 7. Who has access to your personal data and to whom is it disclosed? Access to your personal data is provided to the Commission staff authorised for carrying out this processing operation and to other authorised Commission staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements. The access to all personal data related to the meetings of the committee is UserID/Password protected and only accessible for the authorised Commission staff member(s). They are, in particular: the Chairperson, Secretary of the committee and its supporting team within the relevant operational service indicated above and staff of other Commission services that are involved with the organisation of the meeting or implementation of the same EU policies or programmes. More specifically, the following Commission staff have access to certain parts of the personal data: 4  • Authorised staff of the European Commission's Directorate-General for Human Resources and Security have access to the personal data necessary for providing access to European Commission premises; • Authorised staff of the European Commission's Directorate-General for Budget and the Paymaster Office (PMO) have access to the personal data needed for reimbursement purposes; • Authorised staff of the European Commission's Directorate-General for Interpretation (SCIC) as meeting room and equipment providers have access to the audio-visual recordings; • Authorised staff of other European Commission departments involved in the policy follow-up to a specific comitology meeting. Please note that pursuant to Article 3(13) of Regulation (EU) 2018/1725, public authorities (e.g. Court of Auditors, EU Court of Justice) which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients. The further processing of those data by those public authorities shall be in compliance with the applicable data protection rules according to the purposes of the processing. The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law. Cookies Cookies are short text files stored on a user’s device (such as a computer, tablet or phone) by a website. Cookies are used for the technical functioning of a website (functional cookies) or for gathering statistics (analytical cookies). If the registration for the meeting takes place via a Commission website, the cookies employed by the Commission on the registrant’s device for that purpose will be covered by the cookie policy of the Commission, which is available here: https://ec.europa.eu/info/cookies_en. When you visit the website(s) of our meeting and when you register, we will keep the browser history of your visit for a maximum of 30 days. This information will then be deleted. The collection, aggregation and anonymising operations are performed in the data centre of the European Commission under adequate security measures. Cookies are stored by Europa Analytics, the corporate service which measures the effectiveness and efficiency of the European Commission's websites on EUROPA. More information is available in the Record of Processing DPR-EC-00685 (Europa Analytics). Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do that, some features of the meeting/event website may not work as intended. The cookie-related information is not used to identify data subjects personally and the pattern data is fully under the Commission’s control. These cookies are not used for any purpose other than those described here. Should you wish to opt your personal data out of our anonymised, aggregated statistics, you can do so on our cookies page. In particular, you can control and/or delete those cookies as you wish. 8. What are your rights and how can you exercise them? You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access your personal data and to rectify them in case your personal data is inaccurate or incomplete. Under certain conditions, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing and the right to data portability. You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) of Regulation (EU) 2018/1725, on grounds relating to your particular situation. You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below. Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request. Any request for access to personal data will be handled within one month. Any other request mentioned above will be addressed within 15 working days. 9. Contact information - The Data Controller If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller: European Commission, DG Trade, Unit F.2 at trade-anti-coercion-single-contact- [email protected]. - The Data Protection Officer (DPO) of the Commission You may contact the Data Protection Officer ([email protected]) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725. - The European Data Protection Supervisor (EDPS) You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor ([email protected]) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller. 10. Where to find more detailed information? The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register. This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-1063. 6 Saatja: [email protected] <[email protected]> Saaja: [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], Aap Neljas, [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], BAZANTAY François, [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], Esindus EL juures üldaadress, [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], LEUPOLD Stephanie, GRIECO Ani, BROWN Colin, EHRING Lothar, [email protected] Teema: Nomination of the Members of the ACI Committee and invitation to the first meeting of the Committee To the attention of the Deputy Permanent Representatives Please find attached a note and accompanying documents by the Commission concerning the Comitology Committee under Regulation (EU) 2023/2675 of 22 November 2023, notably: 1. Note concerning Nominations and the first meeting of the committee; 2. Note with draft agenda for the first meeting; 3. AGM presentation; 4. Privacy statement. Best regards, Maria [http://ec.europa.eu/trade/images/ec-logo-signature_2012.png] European Commission DG TRADE - Unit F2 Dispute Settlement and Legal Aspects of Trade Policy CHAR 05/123 B-1049 Brussels/Belgium +32 2 295 12 77 [email protected]<mailto:[email protected]> Make your voice heard Conference on the Future of Europe | #TheFutureIsYours | futureu.europa.eu<https://futureu.europa.eu/> [cid:[email protected]] 60th anniversary of the Treaties of Rome<https://europa.eu/european-union/eu60_en> Ref. Ares(2024)164801 - 10/01/2024 EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR TRADE Directorate F – Enforcement, Market Access, SMEs, Legal Affairs, Technology and Security Unit F2 Dispute Settlement and Legal Aspects of Trade Policy Brussels TRADE.F.2 (2024)89303 NOTE FOR THE ATTENTION OF THE DEPUTY PERMANENT REPRESENTATIVES OF THE MEMBER STATES TO THE EU Subject: Nomination of the members of the ACI Committee and invitation to the first meeting of the Committee Your Excellency, Regulation (EU) 2023/2675 of the European Parliament and of the Council of 22 November 2023 on the protection of the Union and the Member States from economic coercion (the Anti-Coercion Instrument, or ACI) is in force since 27 December 2023 (OJ L, 2023/2675, 07.12.2023). In this regard, I would like to draw your attention to the following matters. 1. The regulation establishes a Committee, within the meaning of Regulation (EU) No 182/2011. The Committee will provide an opinion on draft Commission implementing acts, relating to Union response measures, in examination procedure. You will find the committee already in the Comitology Register under the number C127800 and with an official name: Committee on the protection of the interests of the Union and its Member States from economic coercion by third countries. Accordingly, I am pleased to invite your government to nominate its representatives for the new committee, and to communicate by 22 January 2024 their names, contact details and positions/roles. In case you are looking for any guidance as regards the nomination process, we suggest considering the strategic nature of the instrument, the need for a broad understanding of the legal functioning of the regulation which includes aspects of international law as well as expertise in the areas of potential Union response measures. Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË – Tel. +32 22991111 Office: CHAR 05/121 – Tel. direct line +32 229-61669  Additional remarks: • There is no limit to the number of representatives per Member State but limits may apply to the number of representatives attending meetings and those that may benefit from travel cost reimbursement for attending meetings in person. • The list of contacts will be used for the purposes of future communications regarding the work of the committee. Please consult the enclosed privacy statement in this regard. • Member States are also encouraged to communicate promptly any future updates regarding their appointments. In the absence of a designated contact, the Commission will contact the general email address of the EU Permanent Representation of the Member State. 2. I am also pleased to already invite you to the first meeting of the ACI Committee to take place on 7 February from 10h00 to 11h00, in Brussels, in person, for the purposes of adopting its Rules of Procedure. Please find attached the note with the draft agenda. The draft Rules of Procedure will be sent to the nominated representatives via the online system AGM (used for other committee as well; see enclosed a presentation), as soon as we receive the contact details of the representatives for all Member States (requires EU login action by the representatives). 3. For the nominations and any updates, as well as other communications to the Commission as regards the Anti-Coercion Instrument, Member States are invited to use the following email address: [email protected] 4. Finally, as you are aware, the Commission is committed to provide for a secure and encrypted system to support direct cooperation and exchange of information with Member State officials (Article 15 of the ACI). The tool is currently being developed and I will revert to you on that in due course. In the meantime, should the Member States wish to submit information that require confidential treatment, please contact the Commission with a request at the email address above and the Commission team will be in touch with you for the respective further steps. More information on Protecting against coercion (europa.eu). [ Electronically signed ] Stephanie LEUPOLD Head of Unit Enclosures: Note with Draft Agenda for the first meeting AGM presentation Privacy statement for the organisation and management of comitology committees 2 Electronically signed on 10/01/2024 16:46 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121 Saatja: "Webdesktop" <[email protected]> Saaja: "MKM info" Teema: Webdesktop: Nomination of the members of the ACI Committee and invitation to the first meeting of the Committee Kuupäev: 2024-01-11 15:05 Tere Edastame nimetamise. Tähtaeg 22.01.2024 Reg. number: 14-4/27 Reg. kuupäev: 11.01.2024 Sisu: Nomination of the members of the ACI Committee and invitation to the first meeting of the Committee, Regulation (EU) 2023/2675 of the European Parliament and of the Council of 22 November 2023 on the protection of the Union and the Member States from economic coercion (the Anti-Coercion Instrument, or ACI) is in force since 27 December 2023 Parimat Raili Lillemets Sekretär Eesti alaline esindus Euroopa Liidu juures Ref. Ares(2024)164801 - 10/01/2024 AGM Your meetings made easy  What is AGM? AGM is the online tool used to organise expert meetings in the European Institutions. AGM is an electronic workflow tool used for meeting invitations, organisation and for reimbursing participants. 2  What are the advantages of AGM?  It is reliable, paperless and available  You will be notified automatically by email 24/7 on any device when you have to do something in the system  It will help ease the administrative burden of organising a meeting  It is your single point of entry for all your meetings  It speeds up the reimbursement 3  AGM step by step Before the meeting You will receive an invitation in your e-mail. Click on the link to accept or decline it. Go to your private page and fill in your personal details. You will need an EU Login account to authenticate (ECAS: the user identification system in the Commission). You will receive a second notification once the meeting organiser has validated the details of your participation. 4  AGM step by step Before the meeting Reimbursable participants Correspondents Accepting the invitation commits you As correspondent (the contact point to using AGM. of the organisation/national administrator), you will be asked to Your bank account details will be prepare a list of participants and needed in advance to process your send it to the meeting organiser. expenses claim. 5  AGM step by step After the meeting After the organiser validates the bank account and confirms that a participant will attend the meeting, participants can submit their reimbursement request online. This includes travel details, travel expenses and supporting documents (proof of expenses / tickets/ bills etc.) A notification is sent to participants when the payment is sent to SWIFT for transfer. 6  Need assistance? Introduction to AGM video https://ec.europa.eu/tools/agm/what-agm_en Manual https://ec.europa.eu/tools/agm/who/expert/expert-role_en_en Help on EU-LOGIN (ECAS) account creation https://ec.europa.eu/tools/agm/help/general-basic-help-every-role_en Dedicated support team to help on technical issues https://ec.europa.eu/tools/agm/request-form_en 7 Access your meetings on the AGM website: https://ec.europa.eu/tools/agm/home_en Thank you!