Answer a letter from an authority
When an authority writes to EU Presence as your representative, we log the letter on the register's Representative tab, you hand us your answer, and we transmit it.
Authorities write to EU Presence because the mandate makes us your representative. Each register's Representative tab is where those letters appear, under a heading that names that register's authorities, such as Correspondence with EU supervisory authorities on Privacy. Our team logs each letter, you answer it there, and we review the answer and transmit it to the authority in your name.
How a letter reaches you
Our team logs each letter against its register, with the authority, the kind of letter, its subject, the day it arrived, any deadline it states and, where we have one, the letter's file. Logging it:
- puts it on that register's Representative tab, for example Compliance › Privacy › Representative;
- adds a notification for the workspace, EU Presence logged a letter from the authority;
- emails the letter's owner or, while it has none, the primary contact named under Settings › Organization, with a subject such as "Datatilsynet has written to you — AUTH-0007".
A member who has turned email off still gets the notification. The tab's count is the number of letters awaiting your answer. While a register is closed, its Representative tab shows the locked page in place of the letters.
Find a letter
The table lists each letter's ID (such as AUTH-0007), Authority, Type, Subject, Received, Due, Owner and Status. Due shows the deadline the letter states, or Not stated. Search by reference, authority or subject, and narrow the list with the Authority, Type, Received and Owner filters. Export CSV downloads the filtered list; tick rows to export only those.
Answer a letter
- Open the letter. Under Details, Answer due shows the date the letter states, and Letter shows its kind and the provision the authority wrote under. The text and file are under Letter from the authority.
- Select Answer at the foot of the drawer. Answer this letter opens beside the letter.
- Write your answer in Your answer, for EU Presence to transmit.
- Add any documents under Files: up to 10 files of up to 25 MB each, as PDF, Word, Excel, CSV, plain text, PNG or JPEG.
- Select Hand to EU Presence.
On a Content Safety order to act against illegal content or to provide information about recipients, the answer first records whether effect was given: pick Yes — effect was given with the date under Effect given on, or No — effect was not given, then write Your statement to the authority. DSA Articles 9(1) and 10(1) require the provider to tell the authority if and when effect was given to the order. Articles 9(5) and 10(5) also have you tell the recipient of the service concerned about the order and the effect given to it, with a statement of reasons and the possibilities for redress; that stays yours to do.
An answer can be handed over once. If it needs correcting afterwards, write to us at hello@eupresence.com.
After you hand it over
The status becomes With EU Presence. We review the answer and transmit it in your name. The drawer then shows Sent to authority with the date and, where we kept one, a copy of the reply as sent, and you're emailed that your answer has been sent. When the matter is finished, we close the letter and you're emailed again. If we reply to an authority before you've handed over an answer, the drawer says so.
Hand a letter to a colleague
Under Owner, select Hand over, pick a member in Hand over this letter and confirm. The handover is written to the letter's Activity, and nobody is emailed. Later emails about the letter go to its new owner.
How a letter's status is worked out
Nobody sets a letter's status by hand. It follows from what has happened to the letter, read in this order:
| Status | When |
|---|---|
| Closed | We closed the letter. |
| Sent to authority | We recorded sending the reply. |
| With EU Presence | You handed over your answer. |
| For information | The kind of letter asks nothing of you. |
| Awaiting your answer | Anything else. |
A letter closed without an answer reads Closed, and a deadline counts down only while a letter is awaiting your answer or with us.
Kinds of letter by register
| Register | Tab heading | Kinds of letter |
|---|---|---|
| Privacy | Correspondence with EU supervisory authorities | Order to provide information; Request for the record of processing; Request for cooperation |
| Content Safety | Authority orders and information requests | Order to act against illegal content; Order to provide information about recipients; Request for information from the Digital Services Coordinator |
| Cyber Resilience | Correspondence with CSIRTs and competent authorities | Feedback on a notification (for information); Request for information; Security audit; Inspection or off-site supervision; Security scan; Warning; Binding instructions or remedial order; Enforcement order |
| AI Governance | Correspondence with AI Act competent authorities | Reasoned request for information and documentation; Request for cooperation in an action on the system; Order to take corrective action; Request for a copy of the mandate (for information) |
| Product Safety | Correspondence with market surveillance authorities | Reasoned request for information and documentation; Request for evidence of the regular checks; Request for corrective action; Inspection, product check or sampling; Notice of an intended measure; Order to restrict, withdraw or recall |
A Cyber Resilience, AI Governance or Product Safety letter can name the incident, AI system or product it's about, and the drawer's About line links to that record. On Content Safety, an order an authority serves on you directly is logged on the tab once you forward it to us.