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Background Note HIGH-LEVEL FORUM ON EUROPEAN STANDARDISATION 1. Introduction The European Commission announced the set up of a High Level Forum on European Standardisation (the Forum) in the EU Strategy on Standardisation of February 2022. It is being set-up to serve three main objectives: - To actively support a green, digital and resilient Single Market by identifying the supporting standardisation priorities and agreeing on avenues for common action; - To bring more alignment between European policy priorities, industrial innovation and investment activities and standardisation actions. - To discuss in a multi-stakeholder set-up possible work strands in support of the implementation of the EU strategy on Standardisation. The Forum is composed of high-level representatives of Member States, European Standardisation Organisations, industry, civil society and academia1. The chairmanship is held by Commissioner Breton. The nomination of its members followed a public call for both the Forum and Sherpa sub- group, which ran from 17 October to 21 November 2022. The call for applications clearly outlined the selection criteria, including the required expertise. More than 90 relevant stakeholders applied. The Forum’s high-level composition – at (vice) ministerial/CEO level – is to ensure a strategic focus on questions such as how (i) to launch standardisation in support of industrial investments for the green and digital transition as well as EU resilience; (ii) to engage in national, European and international standardisation organisations and fora; and (iii) to generate collective ownership on common implementation strategies. From a stakeholder perspective, particular attention has been paid to nominate people from companies and organisations, who have to take strategic decisions for their businesses and/or stakeholders, while possessing relevant knowledge and experience in standardisation. 1 The final list of members will be provided  2. Objectives and proposed areas for decision making The legal basis for the Forum prescribes that it is tasked to advise the Commission on priorities and identify future standardisation needs, coordinate effective representation of Union interests in international standardisation fora and ensure that European standardisation activities meet the needs to make the Union economy more green, digital, fair and resilient. In this regard, the main tasks for the Forum could be: - Informing and helping the implementation of the Annual EU Work Programme for European Standardisation. This includes o Are all key standardisation needs properly reflected? o What priorities are recommended in terms of (i) urgent timing; (ii) systemic importance for industrial investments to support the green/digital transformation; (iii) need for specific attention due to either specific challenges (e.g. fundamental rights dimension, international competition, difficulties in gathering the right experts etc.)? o How to accomplish delivery on these priorities, including the development of a detailed mapping/roadmap/implementation plan (including activities at national/European/international level); identification of the appropriate standardisation activity (e.g. workshop agreements/technical reports/technical specifications/EN or hEN) as well as suggestions for specific fast-track procedures? o An agreement on who does what. - Identifying specific areas of where the EU should do better in support of the European standardisation system. This could include proposals for how to take international leadership in key dossiers (ISO/IEC/ITU and others); how to improve the situation on education and skills for standardisation; how to valorise research and innovation results through standardisation2 and mainstream standardisation across RDI programmes; as well as how to make the European standardisation system more efficient. 3. Structure The Forum will meet 1 – 2 times per year to take decisions on the issues outlined above. The Forum is being supported by a Sherpa sub-group, which includes representatives with expertise in standardisation. To allow for varied expertise, the possibility was provided for organisations to nominate a Sherpa in the green, digital and resilience areas respectively. This will allow to convene the Sherpas for specific – possible – break-out topics respectively. The idea is also that the Sherpas can organise specific ‘deep dive’ sessions with external experts on topics mandated by the Forum. 2 See for example the Council conclusions on the guiding principles for knowledge valorisation. 2 of 3 The Sherpa sub-group is scheduled to meet 3 – 4 times / year. Topical break-out and ‘deep dive’ sessions can be organised in a flexible manner. The Secretariat of the Forum and Sherpa sub-group, provided by the standards policy unit in DG GROW, will ensure that a good exchange of information takes place with existing expert groups like the Industrial Forum, Data Innovation board, industrial alliances or the European Forum on Security Research. This will allow the standardisation Sherpa sub-group to be on top of the policy and industrial innovation agenda to make respective proposals for standardisation activities. 4. Expected outcomes of the High-level Forum In the future, the Forum is expected to: - Inform the annual Commission exercise of the Annual Union Work Programme on European standardisation, including tracking progress; - Support key activities for the implementation of the EU strategy on Standardisation; - Make recommendations on how to address specific bottlenecks on standardisation, including on how to improve the European standardisation system, how to improve European representation in international standardisation bodies, how to gather right level of expertise etc. An annual report on such questions shall be issued by October of each year. For the first meeting of the Forum on 20 January 2022, the Forum will: • address administrative matters with the adoption the Rules of procedure for both the Forum and the Sherpa sub-group; • have short exchange of views of selected members of (i) why they consider the Forum to be important; (ii) what in their views are key areas of the draft 2023 Annual Union Work Programme and/or missing standardisation actions; and (iii) proposed areas that they consider as essential for the Forum to work on; • Agreement on next steps and a working plan for 2023. 3 of 3 Saatja: [email protected] Saaja: [email protected] Teema: Invitation and Draft Agenda to the 1st Sherpa meeting - debrief on the preparations of the High-Level Forum on Standardisation Kuupäev: 2023-01-03 11:17 Please find attached an invitation and draft agenda from Gwen Cozigou, Director, DG GROW to the 1st Sherpa Meeting of the High-Level Forum on European Standardisation to be held online on 10 January 2023 from 10:00 to 12:00. Also attached for your information is a draft background note on the High-Level Forum on European Standardisation. Connection details will be sent closer to the meeting. Best Regards EC HLF Standardisation Secretariat European Commission DG for Internal Market, Industry, Entrepreneurship and SMEs Unit H3 Standardisation B-1049 Brussels/Belgium Ares(2022)8725240 Ref. Ares(2023)14390 - 15/12/2022 - 03/01/2023 EUROPEAN COMMISSION PROTECTION OF YOUR PERSONAL DATA This specific privacy statement provides information about the processing and the protection of your personal data Processing operation: Organisation and management of meetings of expert group the High- Level Forum on European Standardisation’ and of its ‘SHERPA’ sub group. Data Controller: European Commission, Directorate-General for Internal Market, Industry, Entrepreneurship and SMEs, Unit H.3 – Standards Policy (hereinafter “DG GROW Unit H.3” or “the Data controller”) Record reference: DPR-EC-00744 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 Commission expert group meetings undertaken by DG GROW Unit H.3 as presented below. For the purpose of this privacy statement and the corresponding record, the term “expert groups” describes Commission expert groups in the sense of Article 2(1) of Commission Decision C(2016)3301 of 30 May 20161 and their sub-groups, as well as other similar entities in the sense of Article 2(2) of Commission Decision C(2016)3301 and their sub-groups. 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 expert groups meetings. 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, the Advanced Gateway to EU Meetings (AGM) online system for meeting organisation (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 expert group 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, subsistence costs or payment of special allowances in the sense of Article 21 of Commission decision C(2016) 3301 (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 (see Record of Processing DPR-EC-03266 (Audio-visual recording of meetings));  publication of minutes of meetings, including list of participants, in the Register of Commission expert groups and other similar entities (‘the Register of expert groups’) for reasons of transparency. In the case of organisations, Member States’ authorities and other public entities, the names of their representatives may only be included in the minutes and published in the Register of expert groups subject to their prior freely given, specific, informed and unambiguous consent, in compliance with Article 3(15) and Article 7 of Regulation (EU) 2018/1725. Furthermore, in agreement with the competent Commission department, the expert group may, by simple majority of its members, decide that deliberations shall be public, in compliance with Article 13.6 of Commission Decision C(2016)3301 of 30 May 2016 establishing horizontal rules on the creation and operation of Commission expert groups. If during the virtual meeting, the organiser records the speakers, you will be informed by an alert on your screen when the recording is taking place. The recording will be used for internal purposes only to enable accurate minute taking. Also any information exchanged in the chat function may be used for the preparation of minutes. Panoramic photographs of participants and organisers may be taken in the context of the meeting and published on European Commision websites and social media. Participants will be informed if photographs are taken. Please note that this meeting may be held using a third party videoconference IT service, such as Microsoft Teams or Cisco Webex, which processes personal data. Please read section 7 below for more information. 1 Commission Decision C(2016)3301 of 30 May 2016 establishing horizontal rules on the creation and operation of Commission expert groups. 2 Participants that do not wish to be part of the above web-streaming and recording/publishing activities have the possibility to object to processing by writing to the controller for the expert group in question before the meeting. In such a case, data subjects may be offered the opportunity to sitting in back rows which are not recorded/photographed, wearing special badges, attending the meeting in a separate room without web-streaming, or other options, depending on the circumstances of the particular meeting. 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 processing is necessary for the performance of a task carried out in the public interest (Article 5(1)(a) of Regulation (EU) No 2018/1725). Expert groups play an important role in enabling the Commission to collect advice and views from a variety of key actors, such as Member States' authorities, private stakeholders, scientists and professionals. The Commission uses advice and expertise received as a basis for sound policy making and implementation. The natural way for the Commission to obtain the opinion of the expert groups is in meetings. Furthermore, preparing minutes of the meetings of expert groups allows for the proper documentation of the work of the expert groups and also increases the transparency on expert groups and their work. Processing of your personal data is also necessary to comply with a legal obligation to which the controller is subject (Article 5(1)(b) of Regulation (EU) No 2018/1725), namely Commission Decision C(2016)3301 of 30 May 2016 establishing horizontal rules on the creation and operation of Commission expert groups, and in particular its Articles 13, 20 and 26. The latter Commission Decision also constitutes the Union law on which the processing under Article 5(1)(a) and (b) of Regulation (EU) No 2018/1725 is based. 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:  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 name, means of transport, hotel accommodation and banking details;  Personal data necessary for payment of special allowances, such as name and banking details;  Personal data necessary for establishing the attendance list and the minutes: signature, audio-visual recording of the meeting;  Personal data included in the minutes of meetings, such as names of meeting participants and their positions expressed (in case of representatives of organisations, Member States’ authorities and other public entities, only based on their prior freely given, specific, informed and unambiguous consent, if at all);  Personal data processed for web-streaming of the meeting, including audio-visual recording of the speakers, organisers and participants (non-speaker participants are not recorded individually but they may however appear on panoramic photographs of the whole event/audience);  Personal data relating to your dietary requirements and/or access requirements. If you do not provide these personal data, possible consequences are the impossibility to attend meetings and/or to be reimbursed or paid. We have obtained your personal data either directly from you, via the competent National department, other public entity or organisation that 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 file to which the personal data processed belongs. The documents related to the work of the expert groups are transferred to the Historical Archives for permanent preservation2. The ‘administrative retention period’ of five years is based on the retention policy of Commission documents and files (and the personal data contained in them), governed by the common Commission-level retention list for European Commission files (SEC(2019)900). This information is without prejudice to different retention periods which may apply to personal data processed for the purpose of reimbursing travel and subsistence costs, payment of special allowances 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)). Recordings from the web-streamed meeting will be kept for 2 years before being deleted. More information is available in the Record of Processing DPR-EC-00306 (Web-streaming of Commission events). In case of audio-visual recording of the meeting, the recordings will be kept for 3 months after the meeting before being deleted. More information is available in the Record of Processing DPR-EC-03266 (Audio-visual recording of meetings). 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 2 For the processing operations concerning the Historical Archives, please see legacy notifications: 'DPO- 3871-3 Notification for the digital archival repository and ARCHISscanning' and 'DPO-2806-5 Gestion des dossiers papier structurés par nom de personnes et transférés aux Archives Historiques'. 4 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 the 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. More specifically, the following Commission staff have access to certain parts of the personal data: - 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 and payment of special allowances; - 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 of the meetings; - Authorised staff of other European Commission departments involved in the policy follow-up to a specific expert group meeting. The minutes of expert group meetings are made public on the Register of expert groups and in some cases contain personal data, as explained under Heading 2 of this privacy statement. 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). 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. 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 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. Please note that this meeting may be held using a third party videoconference IT service such as Microsoft Teams or Cisco Webex. This IT tools have their own cookies and privacy policies (available here: Microsoft Teams Commission Record DPR-EC-04966 and Microsoft Teams Privacy Policy; Cisco Webex Meetings Commission Record DPR-EC-05006 and Cisco Webex Privacy Policy) over which the Commission has a limited or no control. By participating into the meeting via a videoconference IT tool, the participants consent to the processing of their personal data via the third party tool as described in the related privacy policy. 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. To the extent you consented to the processing or publication of some of your personal data, you can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent. 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. 6  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 GROW Unit H.3: [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-00744. Electronically signed on 15/12/2022 14:15 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121 Ref. Ares(2023)14390 - 03/01/2023 AGENDA 1st meeting of the Sherpa sub-group of the High-Level Forum on European standardisation (HLF) 10 January 2023, 10:00 to 12:00 (CET) on Webex 10.00 - 10.15 Welcome and opening Role of the Sherpa sub-group and the Forum 10:15-10:30 Administrative matters Modus operandi, Rules of procedure, ToRs of the sub-group 10:30-11:30 Preparation of the 1st Forum’s meeting based on the below draft agenda points: - Tour de table (2’ per speaker) [Why standardisation matters/expectations on the role of the Forum/areas of importance to them] - Annual Union Work Programme on European standardisation 2023 – Policy Priorities Standardisation priorities, how to support the EC agenda, Examples of crucial standardisation sectors - Operational next steps Mandate to the Sherpa sub-group; work plan; next call. 11:20-11:50 Operational next steps Draft work plan, expected outcomes 11:50-12:00 AOB & end of the meeting Ref. Ares(2023)14390 - 03/01/2023 EUROPEAN COMMISSION DIRECTORATE-GENERAL FOR INTERNAL MARKET, INDUSTRY, ENTREPRENEURSHIP AND SMES Ecosystems III: Construction, Machinery and Standardisation The Director Brussels GROW.H.3/GS NOTE TO MEMBERS AND OBSERVERS OF THE SHERPA SUB-GROUP OF THE HIGH-LEVEL FORUM ON EUROPEAN STANDARDISATION Subject: Invitation to the 1st Sherpa meeting - debrief on the preparations of the High-Level Forum on Standardisation I am pleased to invite you to an online meeting on Tuesday 10 January 2023 from 10:00 to 12:00. The aim of the meeting is to prepare the launch of the High-Level Forum on Standardisation (1) and its 1st meeting on 20 January 2023. A provisional agenda of the meeting is included in the Annex, together with the privacy statement. I would be grateful if you could accept or decline this invitation by sending an email to [email protected] by 6 January 2023, clearly indicating the representative, the email address and mentioning that it is for the Sherpa meeting. The meeting will be held remotely and no reimbursement is foreseen for the participants. Closer to the meeting, the WebEx link to connect will be sent to the email address of the people registered. Please note that the meeting will be held in English without interpretation. A work-space is in preparation for both, the Forum and the Sherpa sub-group, where members will be able to exchange inputs as well as to find all relevant information. The link to the space will be send closer to the meeting. As the mandate of the Forum includes inputs to the Commission Annual Union Work Programme on Standardisation, we remind you that the 2023 draft is currently available for consultation at this webpage: https://ec.europa.eu/docsroom/documents/52276 (2). Gwenole COZIGOU Enclosures: Draft Agenda Privacy statement (1) Commission Decision C(2022) 6189 of 1 September 2022 setting up the group of experts ‘High-Level Forum on European Standardisation’ (2) https://ec.europa.eu/docsroom/documents/52276 Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË – Tel. +32 22991111 Electronically signed on 21/12/2022 16:39 (UTC+01) in accordance with Article 11 of Commission Decision (EU) 2021/2121