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EDA DPR-091 - IdentiFunding tool

Records and compliance checklist

Under Article 31 of the new Regulation, EUIs have to keep records of their processing operations. This template covers two aspects:

1.Mandatory records under Article 31 of the new rules (recommendation: publicly available)
2.Compliance check and risk screening (internal).

The header and part 1 should be publicly available; part 2 is internal to the EUI. By way of example, column 3 contains a hypothetical record on badges and physical access control in a EUI.
Nr Item Explanation
Header - versioning and reference numbers (recommendation: publicly available)
1. Last update of this record 27-07-2026
2. Reference number EDA-DPR-091
part 1 - article 31 record (recommendation: publicly available)
3. Name and contact details of controller
European Defence Agency

Rue des Drapiers 17-23
B-1050 Brussels
Belgium
4. Name and contact details of DPO

Data Protection Officer

dataprotection@eda.europa.eu
5. Name and contact details of joint controller (where applicable)
N/A
6. Name and contact details of processor (where applicable)
N/A
7. Purpose of the processing
The IdentiFunding tool is created by EDA to allow defence stakeholders to instantly scan and identify eligible EU Funding sources for their defence-related projects. The aim of the IdentiFunding tool is to save budget, time and human resources that are required for defence stakeholders in order to identify whether their project and entities qualify for potential EU support.  Personal data are processed to allow registration of users and enable them to obtain information on funding opportunities based on the characteristics of their project. EDA may process the personal data of registered users to request their feedback on the performance and development of the tool. 
8. Description of categories of persons whose data EDA processes and list of data categories

(a)    Categories of data subjects:

Representatives of defence-stakeholders, originating from: Ministries of Defence, European Defence industry companies, Defence Research & Technology organisations and Academia.

(b)    Categories of personal data processed:

Name, surname, nationality, professional affiliation, contact details, references to project characteristics, feedback on the use of the tool.
9. Time limit for keeping the data

Personal data of users are store as long as the user remains active. Access rights of inactive users (more than 6 months of inactivity) are temporarily withdrawn, and users are notified by e-mail on how to reactivate their account. All users that are inactive for a period of 1 year will be removed and deleted. User feedback on the performance and development of the tool is maintained for up to 6 months. EDA may retain anonymous data for statistical purposes.
10. Recipients of the data
  • Industry Strategy and EU Policies Unit
  • IT administrator or other competent EDA staff
11. Are there any transfers of personal data to third countries or international organisations? If so, to which ones and with which safeguards?
N/A
12. General description of security measures, where possible.
Personal data of users are processed to validate their registration and allow the use of the tool. EDA has implemented appropriate technical and organisational measures (firewalls, checkpoints, antivirus) to ensure a level of security appropriate to the risks represented by the processing and the nature of the personal data to be protected. Such measures have been taken in particular to prevent any unauthorised disclosure or access, accidental or unlawful destruction or accidental loss, or alteration and to prevent all others unlawful forms of processing.
13. For more information, including how to exercise your rights to access, rectification, object and data portability (where applicable), see the privacy statement
Additional information is available by following the link to privacy statement here.