This privacy statement provides information about the processing and the protection of your personal data.
Processing operation: EPSO - Candidate Contact Service
Data Controller: EPSO
Record reference: DPR-EC-01156.1
The European Commission (hereafter ‘the Commission’) is committed to protect your personal data and to respect your privacy. The Commission collects and further processes personal data pursuant to Regulation (EU) 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 (repealing Regulation (EC) No 45/2001).
This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.
The information in relation to processing operation “EPSO - Candidate Contact Service“ undertaken by EPSO is presented below.
- Why and how do we process your personal data?
Purpose of the processing operation: EPSO collects and uses your personal information to process, and respond to, information requests and various other queries submitted to EPSO via its Candidate Contact Service.
The EPSO Candidate Contact Service is an information service for citizens (including candidates) which provides direct, personalised answers and/or refers citizens to other relevant sources of information or advice on questions pertaining to the selection of staff for the EU Institutions. Where appropriate, the citizens are directed to an official of the EU institutions or another body that should be able to solve their particular problems.
Your personal data will not be used for an automated decision-making including profiling.
- On what legal ground(s) do we process your personal data
We process your personal data, because:
• processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body;
• processing is necessary for compliance with a legal obligation to which the controller is subject.
The basis for the processing has been laid down in the following Union laws:
Regulation No 31 (EEC), 11 (EAEC), laying down the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Economic Community and the European Atomic Energy Community (OJ 45, 14.6.1962, p. 1385), as last amended by Commission Delegated Regulation (EU) 2016/1611 of 7 July 2016. Decision N° 2002/620/EC of the European Parliament, the Council, the European Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee, the Committee of the Regions and the European Ombudsman of 25 July 2002 establishing the European Communities Personnel Selection Office. Decision N° 2002/621/EC of the Secretaries-General of the European Parliament, the Council and the European Commission, the Registrar of the Court of Justice, the Secretaries-General of the Court of Auditors, the European Economic and Social Committee, the Committee of the Regions, and the Representative of the European Ombudsman of 25 July 2002 on the organisation and operation of the European Communities Personnel Selection Office.
We process special categories of personal data – namely, data concerning health – because:
- the data subject has given explicit consent to the processing of those personal data for one or more specified purposes;
- the processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law insofar as it is authorised by Union law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
- the processing is necessary for reasons of substantial public interest, on the basis of Union law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.
- Which personal data do we collect and further process?
In order to carry out this processing operation EPSO collects the following categories of personal data:
- first name
- last name
- e-mail address
- candidate number (where applicable)
- preferred languages for communication
- telephone number (optional)
- possibly other categories of personal data contained in the text of the query.
The provision of personal data is mandatory for the following fields: first name, last name, title, e-mail address, candidate number (where applicable), preferred languages for communication. If you do not provide your personal data, you will not be able to submit your query to the Candidate Contact Service.
- How long do we keep your personal data?
EPSO only keeps your personal data for the time necessary to fulfil the purpose of collection or further processing, namely for 2 years starting from the date on which EPSO receives the data.
In the case of queries which require a specific type of further processing (legal complaints, etc.) different retention periods might apply; these are specified in the relevant data protection records applicable to the specific type of further processing.
- How do we protect and safeguard your personal data?
All personal data in electronic format (e-mails, documents, databases, uploaded batches of data, etc.) are stored on the servers of the European Commission. All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.
In order to protect your personal data, the Commission has put in place a number of technical and organisational measures in place. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.
- Who has access to your personal data and to whom is it disclosed?
Access to your personal data is provided to the Commission staff responsible for carrying out this processing operation and to authorised staff according to the “need to know” principle. Such staff abide by statutory, and when required, additional confidentiality agreements.
- EPSO staff (and if applicable, selection boards) required to follow up on the queries: have access to any data deemed necessary for the performance of their tasks.
- EU Courts, Legal services of the appointing authority concerned: in case of an administrative request or complaint under Article 90(1) or (2) of the Staff Regulations, and/or a judicial appeal to the EU Courts.
- OLAF, IDOC, IAS and the Court of Auditors: upon request, and limited to what is necessary for official investigations or for audit purposes.
- European Ombudsman: upon request, and limited to what is necessary for official investigations and enquiries.
The information we collect will not be given to any third party, except to the extent and for the purpose we may be required to do so by law.
- What are your rights and how can you exercise them?
You have specific rights as a ‘data subject’ under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, your personal data and to rectify them in case your personal data are inaccurate or incomplete. Where applicable, you have the right to erase your personal data, to restrict the processing of your personal data, to object to the processing, and the right to data portability.
You have the right to object to the processing of your personal data, which is lawfully carried out pursuant to Article 5(1)(a) on grounds relating to your particular situation.
You have consented to provide your personal data EPSO for the present processing operation. You can withdraw your consent at any time by notifying the Data Controller. The withdrawal will not affect the lawfulness of the processing carried out before you have withdrawn the consent.
You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9 below.
Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record reference(s) as specified under Heading 10 below) in your request.
- Contact information
- The Data Controller
If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have comments, questions or concerns, or if you would like to submit a complaint regarding the collection and use of your personal data, please feel free to contact the Data Controller, via the EPSO Webform.
- The Data Protection Officer (DPO) of the Commission
You may contact the Data Protection Officer (DATA-PROTECTION-OFFICER@ec.europa.eu) with regard to issues related to the processing of your personal data under Regulation (EU) 2018/1725.
- The European Data Protection Supervisor (EDPS)
You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (email@example.com) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.
- Where to find more detailed information?
The Commission Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Commission, which have been documented and notified to him. You may access the register via the following link: http://ec.europa.eu/dpo-register.
This specific processing operation has been included in the DPO’s public register with the following Record reference: DPR-EC-01156.