1. Last update of this record: 05.12.2023

2. Reference number: 13/2020

Ref. Ares(2023)8688249 - 18/12/2023

3. Name and contact details of the controller: European Ombudsman, 1 avenue du Président Robert Schuman, CS 30403, F-67001 Strasbourg Cedex - EO@ombudsman.europa.eu

Responsible department:

Directorate for Administration of the European Ombudsman –HR Team

Email: EOtraineeship@ombudsman.europa.eu

4. Name and contact details of the Data Protection Officer: Ms Francesca PAVESI- Deputy DPO: Mr Nicholas HERNANZ

Email: Dpo-Euro-Ombudsman@ombudsman.europa.eu

5. Name and contact details of the processor: N/A

6. Name and contact details of the joint controller(s): European Commission

(1) the “PMO” which is the system owner of the on-line application “MIPS”, used by the EO trainees to introduce their missions and authorised travels and obtain their reimbursement and

(2) DG “DIGIT” which manages the SYSPER IT tool, used by the EO to create the profile of the recruited trainees and manage their rights (security badge, ICT rights, time management)

Email: DIGIT-SYSPER2@ec.europa.eu

7. Purpose(s) of the processing: to recruit trainees in compliance with the traineeship notice published each year and the Decision of the European Ombudsman concerning traineeships of 13.02.2023.

The legal basis are the Decision of the European Ombudsman concerning traineeships of 13.02.2023 and the relevant notices of the European Ombudsman on Traineeships published each year.

8. Description of the categories of data subjects and of the categories of personal data:

- Categories of data subjects: trainees recruited in the EO Office.

- Categories of personal data:

1. data included in the application form processed on Recruiteo[1]: name, surname, date of birth, city of residence, telephone number, e-mail, languages, studies/diplomas, professional experience;

2. ID card or passport;

3. place of birth, country of birth, nationality at birth, second nationality; marital status and family situation;

4. legal entity and financial identification forms (including their bank account details for receiving their monthly grant);

5. form for requesting the reimbursement of travel costs^[2]; place of recruitment; place of assignment (Strasbourg or Brussels);

6. data concerning third parties (e.g. spouse or children of the recruited trainees), if applicable, for calculating the relevant allowances and the need to insure the spouse and children against the risk of sickness and accident^[3];

7. form on declaration of conflict of interest;

8. declaration of confidentiality;

9. traineeship certificate, issued by the traineeships officer at the end of the traineeships.

9. Time limit for keeping the data and, where possible, for erasure:

Data concerning the recruited trainees are kept for two years after the end of the traineeship, in paper and electronic versions, except the data relating to the reimbursement of travel costs, which are kept for seven years.

The Traineeships Officer keeps a list of the former trainees of the EO Office mentioning the names, surnames, contact details and periods of traineeships.

Data necessary to issue a traineeship certificate (name, surname, contact details, dates of traineeship, unit and tasks exercised) are kept for 15 years. Data are deleted afterwards.

10. Recipients of the data:

For the category of personal data (1) above (data in Recruiteo):

The EO, the Secretary General (if applicable), the Director for Administration, the Traineeships Officer, the Head of HR Unit, the Head of Unit in which the recruited trainee is assigned and the staff member(s) in Budget and Finance team dealing with payments (ex: monthly grants, reimbursement of missions and travel costs).

For the categories of personal data (2) to (6) above:

The Director for Administration, the Traineeships Officer, the Head of HR Unit and the staff member(s) in Budget and Finance team dealing with payments (ex: monthly grants, reimbursement of missions and travel costs).

For the categories of personal data (7) to (9) above:

The EO, the Secretary General (if applicable), the Director for Administration, the Traineeships Officer, the Head of HR Unit, and the Head of Unit in which the recruited trainee is assigned.

DG “DIGIT” and the PMO of the European Commission, as joint controller, also receive personal data of recruited trainees for reimbursement and IT/HR rights.

The first name and last name of recruited trainees are published on the European Ombudsman’s website, along with the names of all staff members.

In some cases, and with their consent, the names and contact details of former trainees are communicated to newly recruited trainees in case they have questions about logistical aspects (e.g. moving to Brussels or Strasbourg, opening a bank account, etc.).

11. Are there any transfers of personal data to third countries and/or to International Organisations?

N/A

12. General description of security measures:

Data collected and stored in electronic version in relation to the recruitment procedure of trainees are only accessible to those EO staff members involved in the relevant recruitment, on a need to know basis, on the EO servers. Documents in paper version are kept in locked cupboards in the office of the traineeships officer. Data introduced in SYSPER are kept according to the security measures developed by DG DIGIT which owns and manages it.

13. Information on how data subjects can exercise their rights of access and rectification, and where applicable, of erasure, restriction and data portability:

The recruited trainees can access and rectify their own data in SYSPER. They can also ask to have access to their own personal data and to relevant information concerning how the EO uses it. They can also request rectification of any incomplete or inaccurate data concerning them. They can rectify identification data at any time during the procedure.

They have a right to object to the use of their data by the EO on grounds relating to their particular situation, at any time. Under certain conditions, they have the right to ask that the EO deletes their personal data or restrict its use.

At any time, they may ask the Directorate for Administration- HR Team-information concerning the processing of their personal data by e-mail: EOtraineeship@ombudsman.europa.eu. They may also contact the office’s Data Protection Officer atdpo-euro-ombudsman@ombudsman.europa.eu .

If they wish to complain about the EO’s handling of their personal data, they may contact the European Data Protection Supervisor (www.edps.europa.eu) at the following address: EDPS@edps.europa.eu

Privacy Statement relating to the recruitment procedure for trainees within the European Ombudsman’s Office

Ref. Ares(2023)8688249 - 18/12/2023

This privacy statement explains the reason for the processing, the way the European Ombudsman collects, handles and ensures protection of all personal data provided, how that information is used and what rights the data subjects may exercise in relation to their data.

The controller is the European Ombudsman. The joint controller is the European Commission (i) Directorate-General “DIGIT” (for the use of SYSPER) and (ii) the Paymaster Office (PMO) which is the system owner of the on-line application “MIPS”, used by the EO trainees to introduce their missions and authorised travels and obtain the reimbursement.

1. What personal data will the European Ombudsman process?

We process your personal data in order to recruit trainees working with the European Ombudsman’s Office. The data we collect from you include your name, surname, date of birth, contact details, CVs as well as identity and financial details needed for HR reasons. In addition, we may collect the personal data of third parties such as your spouse or children for insurance reasons.

2. Why does the European Ombudsman process these personal data?

The purpose is to recruit trainees in compliance with the traineeship notice issued each year and the Decision of the European Ombudsman concerning traineeships of 13.02.2023.

We process your personal data in order to verify your identity, establish your financial rights and issue your badges.

3. What are the legal bases and necessity for processing this data?

The legal basis are the Decision of the European Ombudsman concerning traineeships of 13 February 2023 and the relevant traineeships calls for applications, published each year on the “Careers” webpage.

Processing is necessary for the performance of a task carried out in the public interest (Article 5(1)(a) of Regulation 2018/1725).

4. Who is responsible for processing the data?

Data are processed by the HR and Budget and Finance teams.

5. Who will be recipients of the data?

Depending on their needs, and where applicable, the EO, the Secretary General, the Director for Administration, the Traineeships Officer, the Head of HR Unit, the Head of Unit in which the recruited trainee is assigned and the staff member(s) in the Budget and Finance team dealing with payments may receive and process some (or all) of your personal data.

The European Commission, as joint controller, also processes some of your data in order to reimburse certain costs or manage your rights.

We publish your first name and last name on our website.

In some cases, and only with your consent, the names and contact details of former trainees are communicated to newly recruited trainees in case they have questions about logistical aspects of the traineeship.

6. How long will the data be kept?

We keep personal data concerning the recruited trainees for two years after the end of the traineeship, in paper and electronic versions, except the data relating to the reimbursement of travel costs, which are kept for seven years.

We keep your name, surname, dates of traineeship, unit and tasks exercised for a period of 15 years in order to issue a traineeship certificate. Data are deleted afterwards.

7. How do we protect the data subject’s data?

We make sure that your personal data collected during the recruitment procedure are only accessible to those EO staff members involved in the relevant recruitment, on a need to know basis. Your data are stored securely on the EO servers.

Documents in paper version are kept in locked cupboards.

Data introduced in SYSPER are kept according to the security measures developed by DG DIGIT which owns and manages it.

8. What are your rights and how can you exercise them?

You have the right of access to your own personal data and to relevant information concerning how the EO uses it. You can access and rectify your own data in SYSPER.

You have also a right to request rectification of any incomplete or inaccurate data concerning you. You can rectify identification data at any time during the procedure. You have a right to object to the use of your data by the EO on grounds relating to your particular situation, at any time. Under certain conditions, you have the right to ask that the EO deletes your personal data or restrict its use.

We will reply to your requests as soon as possible and within one month at the latest.

9. Who to contact in case of queries or complaints concerning data protection issues?

At any time, you may send data protection related questions concerning the recruitment procedure of trainees in the EO Office, to the EO, at the following address:

EOtraineeship@ombudsman.europa.eu

European Ombudsman

1 avenue du Président Robert Schuman

CS 30403

F-67001 Strasbourg Cedex

You also may contact the Data Protection Officer of the EO Office at the following address:

Dpo-Euro-Ombudsman@ombudsman.europa.eu

You may lodge a complaint with the European Data Protection Supervisor at any time at the following address: EDPS@edps.europa.eu

 

[1] IT tool used by the EO for the selection procedure of trainees.

[2] See Article 11 B. of the Decision of the European Ombudsman concerning traineeships of 13/02/23.

[3] See Article 13 of the Decision of the European Ombudsman concerning traineeships of 13/02/23.