Privacy Notice - External Recruitment and Selection process of Temporary Agents (TA), Contract Agents (CA) and Interns

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, and repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC, applies to the processing of personal data carried out in the process of selection and recruitment of staff at Europol, following the application of this Regulation to all administrative personal data held by Europol in accordance with Article 46 of the Europol Regulation.

Data controller

The controller of the processing operation related to the processing of personal data in relation to the recruitment and selection process is the Head of the Human Resources Unit.

Purpose of the collection of data

The data submitted is processed in order to assess the suitability of candidates for a post at Europol as Temporary Agent, Contract Agent or Intern and to administrate the documentation related to the selection. The data collected in order to comply with this purpose are the ones required in the application form plus all data provided by the data subject in paper or electronic format. 

Where needed, the purpose of the verification made by the Europol National Units for candidates shortlisted for restricted posts, who had indicated membership of a competent authority in one of the Member States, is to ensure the conformity of the application process with the Europol Implementing Rules in force (Decision of the Management Board of Europol of 28 February 2019). 

 

Legal bases for processing personal data

The legal bases for the processing of personal data for Temporary Agents are: 

  • Staff Regulations of Officials of the European Union, and Articles 10, 12, 13, 53 and 56 of the Conditions of Employment of Other Servants of the European Union;
  • Decision of the Management Board of Europol of 28 February 2019 laying down general implementing provisions on the procedures governing the engagement and  use of temporary staff under Article 2(f) of the Conditions of Employment of Other Servants of the European Union;
  • Decision of the Management Board of Europol of  7 August 2020 defining the Europol posts that can be filled only by staff engaged from the competent authorities of the Member States (“restricted posts”);
  • Decision of the Management Board of Europol of 04 October 2019 on middle management staff;
  • Decision of the Executive Director of 16 December 2019 on the financial contribution to travel and accommodation expenses for candidates attending selection procedures and pre-employment medical examinations.

The legal bases for the processing of personal data for Contract Agents are:

  • Staff Regulations of Officials of the European Union, and Articles 82, 83 and 86 of the Conditions of Employment of Other Servants of the European Union;
  • Decision of the Management Board of Europol 04 October 2019 on the general provisions for implementing Article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed under the terms of Article 3a thereof;
  • Decision of the Executive Director of 16 December 2019 on the financial contribution to travel and accommodation expenses for candidates attending selection procedures and pre-employment medical examinations.

The legal basis for the processing the personal data for interns is the Decision of the Europol Executive Director on Internships of 15 March 2018.

Recipients of the data

Recipients of the data related to the Recruitment and Selection process for the posts of Temporary Agents and Contract Agents are Europol staff employed in the Administration Department dealing with HR and financial matters, the members of the Selection Committee (or Pre-Selection Committee/Interview Committee for middle management posts), the Deputy Executive Director of the Capabilities Directorate, the Office of the Executive Director and the Executive Director. Access to the personal data of the successful non-recruited candidates on the Reserve List may be provided to other Europol hiring managers, in connection with a possibility of employment at Europol.  

Europol licenses an electronic recruitment platform from an external provider (Insight Technology Solutions Belgium Inc., Belgian Branch of Insight Direct USA Inc., Romeinsesteenweg 468, 1853 Grimbergen, Belgium). The provider and its subcontractors administer the platform on behalf of Europol and may access candidate data in case of technical queries.

For middle management posts, access to the personal data of the successful candidates in the first stage of the selection procedure are provided to an external assessment centre (Hudson, Avenue Marcel Thiry 75, 1200 Brussels, Belgium). The scope and purpose of the processing of personal data are defined in a contract between Europol and Hudson Belgium. 

The personal data (name, citizenship, date/place of birth, address, e-mail, telephone number, current employment) of the candidates shortlisted for restricted posts, who had indicated membership of a competent authority in one of the Member States, will be provided to the concerned Europol National Unit with the purpose of issuing the Europol National Unit Confirmation. 

Data may be disclosed on a need to know basis to the Head of Administration Department, Europol Legal Team, Internal Audit Capability, European Ombudsman, General Court of the EU and European Data Protection Supervisor.

Recipients of the data for interns are Europol staff employed in the administration department dealing with HR and financial matters, the supervisor of the intern and its superior line management, as well as respective colleagues involved in the selection process and the Deputy Executive Director Capabilities.

Data storage and retention

All documents and information provided to Europol will be kept in Europol’s files and will not be returned to the candidate. Applications of non-shortlisted candidates are kept for at least 4 full calendar years and up to a maximum of 5 years as from the year the candidates are informed about the outcome of the shortlisting. Data of Reserve List candidates are kept for at least 4 full calendar years and up to a maximum of 5 years (validity of the Reserve List plus maximum 3 years), as from the year the final proposal is signed by the Authority Authorised to Conclude Contracts of Employment (‘AACC’). 

Other data (e.g. shortlisting matrix) related to the recruitment and selection process will be kept for at least 4 full calendar years and up to a maximum of 5 years as from the year the final proposal is signed by the AACC.

Data of recruited candidates will be transferred to their personal file. The list of personal data (name, citizenship, date/place of birth, address, e-mail, telephone number, current employment) of the candidates shortlisted for restricted posts, who had indicated membership of a competent authority in one of the Member States, is shared with the concerned Europol National Units, with the purpose of issuing the Europol National Unit Confirmation or to certify the validity of the status declared in the applications (member of a Competent Authority), will be retained by the respective Europol National Units for maximum one week. They have the responsibility to delete the data after this period.

Personal data received as a result of unsolicited applications are destroyed immediately. Financial data related to the selection procedure (e.g. invoices, reimbursement requests) are kept for a period of 5 years after the budget discharge, as required by the Financial Regulations. 

Data stored in the e-recruitment tool might be further stored in HR electronic and paper files related to the selection procedure.

Rights as data subject

Candidates have the right to access, rectify, block and erase their personal data in accordance with the applicable data protection rules via the e-recruitment tool –where possible- or via e-mail sent to C2-12@europol.europa.eu

Contact in case of queries concerning the processing of personal data

In case of queries regarding the processing of personal data, please contact the data controller at C2-12@europol.europa.eu or the Europol Data Protection Function (DPF):

DPF, PO Box 90850, 2509LW, The Hague e-mail: DPF@europol.europa.eu

You also have the right of recourse at any time to the European Data Protection Supervisor (EDPS): edps@edps.europa.eu