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Privacy Statement relating to the selection of trainees within the European Ombudsman’s Office

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 candidates may exercise in relation to their data.

The controller is the European Ombudsman.

1. What personal data will the European Ombudsman process?

All the data are provided by the candidates through the online application tool. We process the following data:

Basic personal information (first name, last name, nationality); information contained in the CV (education, work experience, language proficiency); description of any disabilities to ensure that the necessary accessibility measures can be put in place; a one page-cover letter in English explaining the reasons and the motivation for applying for the traineeship; copies of the applicant’s diplomas, degrees, or certificates and a letter of reference.

Besides the information entered online by applicants, the Traineeships Officer also collects documents from selected candidates to prove their eligibility, before they are recruited: copy of passport or identity card; postal address; information on their financial situation (award of a study grant).

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

The purpose of the processing is to identify all candidates for a traineeship at the EO Office and to manage the procedure relating to the selection of trainees.

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

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

The legal basis of the Decision of the European Ombudsman on traineeships.

4. Who is responsible for processing the data?

Data is processed by the Unit Personnel, Administration and Budget (PAB)-Sector Human Resources (HR) of the European Ombudsman.

5. Who will be the recipients of the data?

The European Ombudsman, the Secretary General, the Traineeships Office’s staff, the Head of the PAB Unit, pre-selection committee dealing with the candidates and the Heads of Units involved in the selection.

6. How long will the data be kept?

Data collected for the selection of non-recruited candidates are deleted nine months after the period of traineeships for which they were collected.

Data collected for the selection of candidates selected for traineeships are deleted two years after the end of their traineeship period.

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

Data is collected online in secure mode. Access to the data through the online form is protected by the password of the applicant’s choice.

The electronic data is stored in the on-line application tool, on the Ombudsman’s servers which means that it is protected by numerous security measures set up by the Information and Technology sector to protect the integrity and confidentiality of the Institution's electronic property.

Access to personal data is protected through the management of access rights, which are strictly limited, under the ‘need to know’ principle, by the user’s remit.

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

You have a right to request access to your own personal data. You have also a right to request rectification of any incomplete or inaccurate data concerning you without delay.

You have a right to object to the use of your data by the European Ombudsman when you dispute the accuracy of the data, or when you consider that the processing is illegal.

You have the right to request erasure of your data if your personal data is no longer needed by the EO Office.

The European Ombudsman 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 selection procedure of trainees to the European Ombudsman, 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 European Ombudsman 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