Privacy Statement relating to the selection of officials and other agents within the European Ombudsman’s Office
Document - Date Friday | 26 July 2019
This privacy statement explains the reason for collecting and processing the applicants’ data; the way the European Ombudsman collects, handles and ensures protection of the data provided; how this information is used; and what rights the candidates may exercise in relation to their data.
The controller is the European Ombudsman.
The European Ombudsman ensures that applicants’ personal data is processed in accordance with Regulation (EU) No 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (“Regulation (EU) 2018/1725”).
The following information is provided as established in Article 15 of Regulation (EU) 2018/1725.
1. What personal data will the European Ombudsman process?
Applicants provide their data through the online (website) application tool. For carrying out the selection procedure, the data is imported to an IT tool designed to support and facilitate the procedure.
This data generally include, but are not limited to:
- basic personal information (first name, last name, nationality, telephone number);
- information contained in the CV (education, work experience, language proficiency etc.);
- copies of a document proving the applicant’s citizenship;
- if necessary, a statement declaring any disability to ensure that the necessary accessibility measures can be put in place;
- for applicants who are EU staff members, the administrative status (i.e., established official, temporary agent, etc.), the institution where they work, the title of their current post, their current grade;
- information contained within any motivation letter;
- copies of the applicants’ diplomas;
- copies of the applicants’ staff reports, if applicable;
- copies of evidence of professional experience, if applicable.
2. Why does the European Ombudsman process these personal data?
The purpose of the data processing is to enable selection procedures. Selection of candidates to fill vacant posts is necessary for the functioning of the European Ombudsman.
3. What is the legal basis and necessity for processing this data?
The legal basis of the procedure underpinning the selection of officials and other agents is the Staff Regulations (and particularly Art. 27-34), the Conditions of Employment of Other Servants of the EU and the Decision of the European Ombudsman of 1st December 2014 adopting general implementing provisions relating to the engagement and the use of contract staff.
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?
The Information and Communication Technologies Sector of the European Ombudsman manages the data submitted to the website. The Personnel, Administration and Budget Unit (Human Resources Sector) and the Information and Communication Technologies Sector manage the selection tool.
5. Who will be the recipients of the data?
The European Ombudsman, the Secretary General, the staff members of the Information and Technology Sector responsible for administering the data submitted online, the Personnel, Administration and Budget Unit responsible for selection procedures (Human Resources Sector), and the members of the Advisory Selection Committee.
6. How long will the data be kept?
Applicants’ data submitted to the website are kept in their online personal account for two years, in case applicants wish to apply to future vacancies. If applicants do not connect to their account within two years, the account and the data contained in it are automatically deleted after a notification email is sent to the applicant.
Data of unsuccessful applicants is deleted from the selection tool two years after the end of the selection procedure. Data of recruited candidates is kept for a period of 10 (ten) years as of the termination of employment, or as of the last pension payment after which time it is destroyed.
Part of the data is anonymised and kept for statistical purposes only.
7. How do we protect the data subject’s data?
Data is collected online in secure mode. Access to the data on the website is protected by the password of the applicant’s choice.
The electronic data is stored on the website and on the Ombudsman’s servers (selection tool). Data is protected by numerous security measures set up by the Information and Communication Technologies 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 the right of access to your own personal data and to relevant information concerning how we use it.
You have also a right to request rectification of any incomplete or inaccurate data concerning you, provided that the confidentiality of the deliberations and decision-making of the selection advisory committee is safeguarded, along with the rights of other applicants. Applicants can rectify identification data at any time during the procedure. Concerning data related to admissibility or assessment criteria, the right of rectification can be exercised up until the closing date for the submission of applications.
You have a right to object to the use of your data by the European Ombudsman on grounds relating to your particular situation, at any time
Under certain conditions, you have the right to ask that we delete your personal data or restrict its use.
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: firstname.lastname@example.org
Head of Personnel, Administration and Budget Unit
1 avenue du Président Robert Schuman
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