Privacy notice - Application and Selection Process
For the purpose of running its application and selection procedures, the EPPO must process personal data of the applicants, and the process is not possible without this. The EPPO processes the personal data submitted by the applicants as part of the application form, in any submitted supporting document at any stage in the selection and recruitment process, and communication related thereto. Additionally, where external assessment centres are used, data will also be received from them. This notice aims to provide you with an overview of how the EPPO processes the personal data collected for the outlined purposes, the existence of your rights as well as how to exercise them.
1. Purpose & Legal Basis
The purpose of this processing operation is to assess the suitability of candidates for a position at the EPPO and to administer the documentation related to the selection and / or recruitment. This includes also the processing of the submitted data for related administrative aspects, such as e.g. financial reimbursements, calculation of entitlements, etc. The processing is necessary for compliance with a legal obligation to which the controller is subject as part of the necessity to select and recruit candidates suitable to cover the vacancies of the EPPO and therefore enable it to perform its tasks. The legal obligations being implemented and binding on the EPPO’s selection and recruitment process are the Staff Regulations of Officials and the Conditions of Employment of Other Servants of the European Union and their implementing rules. The applicable legal framework for data protection purposes for this processing of administrative personal data is Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 (OJ L 295 of 21.11.2018.
2. Identity of the Controller & Contact Details
The controller is the EPPO, and for this process coordinated by the Head of Human Resources. Contact can be made by email to EU-EPPO-RECRUITMENT (at) ec.europa.eu, or by mail marked for attention of the Head of Human Resources, to EPPO, 11, Avenue John F. Kennedy, 1855 Luxembourg.
3. Contact Details of Data Protection Officer
The Data Protection Officer can be reached by email to EPPO-DPO (at) eppo.europa.eu, or by mail marked for the attention of the DPO, to EPPO, 11, Avenue John F. Kennedy, 1855 Luxembourg
4. Who else may be recipients of the personal data
During this processing, the personal data will be made available to selected staff working in Human Resources, Finance & Procurement, and in case of appeals or complaints, the Legal Service. Further, it will be made accessible to the members of the Selection Panel, the Appointing Authority and respective supporting staff. Depending on the procedure and the allocated managerial responsibility foreseen in the vacancy, this may also include the use of an external assessment centre, with whom data will be shared, as well as from whom personal data on you will be received as part of their undertaken assessment. Lastly, it may also be shared with other parties in the context and purpose of audits, inspections and internal investigations, be they internal or by supervisory authorities.
5. Transfers to third countries and / or International Organisations
No transfers to third countries or international organisations are foreseen under this process.
6. How long will the personal data be stored
The personal data collected for this purpose will be stored for no longer than 3 (three) years following the financial discharge for the year in which the recruitment was finalized, in order to comply with audit obligations, unless ongoing legal proceedings, investigations or audits require their continued storage. Where the process led to employment of a candidate, some of the documentation and personal data contained therein will be carried over into the personnel file and subject to the regime applicable thereto.
7. Right to request access, rectification, erasure, restriction or objection
You have the right at any time to request access to, rectification, object to or request restriction of processing, and / or erasure of your personal data. To exercise these rights, request assistance in their exercise or questions thereto, or file a complaint, you may contact the data controller, or the Data Protection Officer of the EPPO.
8. Complaint to the European Data Protection Supervisor
You also have the right to address yourself to the European Data Protection Supervisor to lodge a complaint. The European Data Protection Supervisor can be contacted by email to EDPS (at) edps.europa.eu, or by post to EDPS, Rue Wiertz 60, B-1047 Brussels.
9. Mandatory Nature of provision of personal data
The provision and processing by the EPPO of your personal data is mandatory to take part in the process. Should you not provide your personal data, it will not be possible to take part in the recruitment & selection process.
10. Automated Decision Making
There is no automated decision making involved in this process.
Last Update: July 2021