Privacy statement for processing personal data in the course of the ECB's recruitment procedure

We are pleased that you are interested in the European Central Bank (ECB) as a possible employer. Protecting the personal data of applicants, employees and all related third parties is important to us.

This Privacy Statement for processing personal data contains information on how the European Central Bank handles personal data collected on our website as part of the recruitment process and explains how we deal with it.

What is our legal framework?

All personal data provided to the European Central Bank (ECB) are processed in line with 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 (OJ L 295, 21.11.2018, p. 39).

Why do we process personal data?

Anyone who participates in an ECB recruitment procedure provides their personal data voluntarily. The personal data requested are necessary for the ECB to manage and improve the process of selecting and recruiting staff members and trainees, including reporting and statistical analyses on an aggregated level and/or on anonymised data.

For further information on how the ECB processes your data in the context of HR Analytics, please visit the Privacy statement for People Analytics (or 'HR Analytics').

What is the legal basis for processing your personal data?

Your personal data are processed by the ECB:

• Based on Articles 5.1 (a) and 5.1 (c) or 5.1 (d) (where applicable) of Regulation EU 2018/1725 in conjunction with Part 1A of the ECB Staff Rules.

Who is responsible for processing your personal data?

The ECB is the controller for the processing of the personal data. The Directorate General Human Resources (DG HR) is responsible for the processing.

Who will be the recipients of your personal data?

The recipients of your personal data are:

• Designated ECB personnel in the Directorate General Human Resources.
• Members of the selection committee established for each recruitment procedure and the appointing authorities.
• Personnel of the provider of our talent platform solution, Avature software.
• Auxiliary service providers working on behalf of the ECB in the context of some recruitment campaigns. These services can include managerial assessments, pre-recorded interviewing, live interviewing, on-line testing, remote proctoring and pre-employment assessments. You will be informed in advance if such services will be used and provided with specific information regarding the protection of your personal data.
• Other ECB personnel processing invoices and travel expense claims related to the recruitment procedure.
• Other ECB personnel providing opinions and advice in specific cases in recruitment, such as, for example, ECB personnel from the Directorate General Legal Services.
• ECB personnel from the ECB’s Internal Audit function who are involved in audits of the recruitment process or conduct specific inquiries related to recruitment.
• Designated ECB personnel in the Directorate General Corporate Services who process your criminal records declaration.
• ECB Medical Advisers who check eligibility criteria of short-listed candidates in the context of specific campaigns that are restricted to candidates with disabilities. You will be informed in advance via the vacancy notice if that is the case.
• ECB managers and their assistants as well as team leads who are looking to fill similar positions within the 24-month validity of a reserve list you may have been placed on.

What categories of personal data are collected?

The ECB processes the following personal data in the context of the ECB's recruitment process:

• Identification data such as name, surname, nationality, gender, and date of birth.
• Contact details such as e-mail address, telephone number, and postal address.
• Knowledge, skills and experience, such as education and qualifications, work experience, language skills and other specific skills.
• Supporting certificates to confirm academic and professional data, such as copies of diplomas and proof of field of studies, professional experience and language competencies. Data related to health (in particular medical certificates) and criminal records will be collected when candidates receive and accept a job offer.
• Your assessment data and your potential status on ECB reserve lists.
• Third party apps data used for social sign-on (e.g. Facebook, Google) or for importing profile information (e.g. LinkedIn) transfer profile photos to our platform as part of a standardised process. These photos are subsequently deleted as they are not relevant for any assessment or decision-making process.
• Health data: the ECB strives to be an inclusive workplace and we welcome applications from candidates with difficulties in doing certain activities because of a health condition. Although it is generally not necessary to disclose any of these difficulties in the context of your application, it is important for us to ensure there is a level playing field for all candidates in the application process. In particular, if you have health issues that may affect your ability to complete any of the application steps described in the relevant vacancy notice, you are welcome to inform us. Where possible, we will try to accommodate your requirements. This information will only be used for the purpose of accommodating your needs and will not play a role in recruitment decisions. For specific campaigns where we advertise opportunities that are restricted to candidates with certain disabilities, pre-selected applicants will be required to provide evidence of the disability at the stage of application.

Please note that the personal data mentioned under each category above are non-exhaustive; other data necessary to evaluate your suitability for a specific vacancy may also be processed.

Where are your personal data processed?

Our talent platform is provided by the Avature software as a solution service. Their servers are located within the EEA. If technical support is required outside of European working hours, Avature personnel located in Argentina have access to the personal data that are stored on the platform. Processing is based on an adequacy decision of the European Commission which states that a third country ensures an adequate level of protection of personal data.

How long will the ECB keep personal data?

• Your candidate profile (including disability related medical information that may be requested in the context of specific campaigns that are restricted to persons with disabilities): retained for two years after you create or update your profile or after we communicate the final outcome of your application.
• Your application and assessment data: retained for two years after closure of the selection procedure.
• If you have been placed on an ECB reserve list, you will remain on it for 2 years from the approval of the selection procedure (for traineeships from the closing date of the application timeframe).
• Your referral data sent to us by one of our professional search companies: if you do not apply for the job that you were referred to or ask for the referral record to be deleted, we will delete your referral information after the closing date for applications.

What are your rights?

You have the right to access your personal data and correct any data that are inaccurate or incomplete. You also have the right (with some limitations) to delete your personal data, or to restrict or object to the processing of your personal data, in line with Regulation (EU) 2018/1725. The ECB may restrict your rights to safeguard the interests and objectives referred to in Article 25(1) of Regulation (EU) 2018/1725.

If you have an account, it may be easier to correct or delete your own data via "My Account" in the Careers portal.

Who can you contact in case of queries or requests?

You can exercise your rights by contacting join-us@ecb.europa.eu. You can also directly contact the ECB’s Data Protection Officer at dpo@ecb.europa.eu regarding all queries relating to personal data.

Addressing the European Data Protection Supervisor

If you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data, you have the right to lodge a complaint with the European Data Protection Supervisor at any time.