Some Member States governments (e.g. via Permanent Representations, Embassies or directly their Ministries of Foreign Affairs) request personal data (name, grade, contact information...) of their nationals working for the institutions, bodies and agencies. In doing so, some refer to a specific legal basis, others simply ask without giving further reasons. Following several consultations on this matter, the EDPS has compiled a small note explaining to MS governments how and for which purposes such requests can be made. Please feel free to use and forward this note if you receive such requests. It is meant to explain this matter to colleagues in the national administrations, so it repeats the relevant provisions of Regulation (EC) 45/2001.
Please note that while we initially had proposed to send a letter to all MS governments explaining the issue, in the end, we decided not to do so. The main reason was that only about ten MS seem to regularly ask for this information, so there seemed to be no need to point out this possibility to all the others.