Any data collected or information provided by applicants during a selection procedure at the ERA will be processed in accordance with Regulation (EC) 45/2001. This Regulation concerns the protection of individuals with regard to personal data provided to the Community institutions and bodies and on the free movement of such data. In compliance with Articles 11 and 12 of the Regulation, the Agency provides all applicants with the following information:
The Controller of the data is the Head of the Resources and Support Unit of the Agency.
Who has access to your data and to whom your personal data are disclosed?
The recipients of the data are: the Contracting Authority, the Human Resources staff dealing with selection procedures, the members of the selection commitee appointed by the Director and any of the supervisory instances of the Agency (i.e. European Court of Auditors, Internal Audit Service, and in case of controversy, the Civil Service Tribunal, the EU Ombudsman, etc.).
All recipients of the data are reminded of their obligation not to use the data received for any further purpose than the one for which they were transmitted.
How we safeguard and protect your data?
The data collected during the ERA’s selection procedures can be accessed by designated ERA staff working for the Human Resources Sector and by the members of the selection committee appointed by the ERA’s appointing authority. The data is stored in the Human Resources Sector’s offices in locked cabinets.
How you can verify, modify, block or delete your information?
Regulation (EC) 45/2001 safeguards your right to access your data and to require the Controller to rectify without delay any inaccurate or incomplete personal data. You also have the right to require the Controller to erase data if the processing is unlawful. For this, you need to contact the ERA’s Human Resources Sector in writing ("jobs" followed by "@era.europa.eu").
Furthermore, you are free to address the European Data Protection Supervisor at any time.
The right to rectify the information already provided can only apply to the factual data processed within the concerned selection procedure. The mentioned right can only be exercised up to the closing date for submission of applications. However inaccurate identification of data may be rectified at any time during the selection procedure.
Furthermore, you have the right to access the criteria used and the results of your individual evaluation in all stages of the selection procedure upon written request to be addressed to the e-mail address indicated above.
This right to access however is provided only for aggregated results and in no case is extended to the comparative data concerning other applicants (comparative results), neither to the individual opinions of the members of the respective Selection Committee.
What personal data we collect and for what purpose
The categories of personal data dealt with during any selection procedure at ERA are the following:
Data to identify and contact the applicant: family name, name, date of birth, gender, nationality, private address, e-mail address, telephone
Data relevant to demonstrate, in the framework of the selection procedure, that the applicant fulfils the profile advertised in the vacancy notice (CV in European format, motivation letter, and in case that an employment contract is offered, supporting documents, including documents containing sensitive data such as certificate of character and “medical-fit-to-work” certificate). Furthermore, the applicant may indicate any individual situation regarding eligibility criteria and any other information they would like to provide to support their application.
Information to applicants to let them know how the procedure is progressing.
It is compulsory for applicants to answer all questions contained in the application form and to fill in all fields requested in the CV in European format, unless otherwise indicated in the specific documents. Failure to comply with the mentioned obligation may result in the disqualification of the applicant from the concerned selection procedure. However, applicants failing to fill the fields noted as optional will not be disadvantaged neither discriminated with regards to the selection procedure.
The legal basis for processing data are the Staff Regulations and the Conditions of Employment of Other Servants (CEOS) of the European Communities laid down by Council Regulation (EEC,EURATOM, ECSC) No. 259/68 and last amended by Council Regulation (EC, EURATOM EC) No. 1558/2007 of 17 December 2007 and the internal guidelines on selection.
The data processed may be used for the drawing up of a reserve list with the aim to engage personnel (i.e. temporary agents, contractual agents) with the highest standard of ability, efficiency and integrity.How long we keep your data?
Data will be stored in the ERA’s files as follows:
Data regarding engaged applicants will be kept for ten years after the termination of employment or the last pension payment, whichever applicable.
Data of non-engaged applicants but successfully placed in the reserve list for appointment will be kept for seven years after the budgetary discharge.
Data concerning non-engaged applicants will be kept for five years from the date the data subject became aware of the result of the selection procedure (i.e. from the date of publication in the ERA Web page that the procedure was closed, or the date in which the applicant has received a relevant information letter).
After the above-mentioned periods, only data needed to provide overall statistics on the exercise (number of eligible and non-eligible applications, total number of applications, etc.) will be kept for statistical reasons. These statistics are not subject to Regulation 45/2001 since they are anonymous and cannot be used to identify one or more persons either directly or indirectly.
Right to appeal
You have the right to recourse via the European Data Protection Supervisor ("EDPS" followed by "@edps.europa.eu") if you consider that your rights under Regulation 45/2001 have been infringed as a result of the processing of your personal data by the ERA. You may also contact the ERA’s Data Protection Officer (DPO) in case of any difficulties or for any questions relating to the processing of your personal data at the following e-mail address: "dataprotectionofficer" followed by "@era.europa.eu".
1 Article 2(d) of Regulation (EC) 45/2001 defines the controller as follows: ‘[…] controller shall mean the Community institution or body, the Directorate-General, the unit or any other organizational entity which alone or jointly with others determines the purpose and means of the processing of personal data […]’.