Privacy statement for processing personal data in the course of the ECB’s recruitment procedures

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

The following privacy statement outlines how the ECB processes personal data collected on its website during recruitment procedures.

What is our legal framework?

All personal data are processed in accordance with European Union data protection law, that is to say in line with Regulation (EU) 2018/1725 (“EUDPR”).

Why do we process personal data?

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

What is the legal basis for processing your personal data?

Your personal data are processed by the ECB:

• in the performance of a task carried out in the public interest, based on Article 5(1)(a) of EUDPR, in conjunction with Part 1A of the ECB Staff Rules and the rules governing the ECB’s traineeship programme;
• for the purpose of ensuring equal access in the context of ECB recruitment procedures, based on Article 10(2)(b) of EUDPR, in conjunction with Part 1A of the ECB Staff Rules and the rules governing the ECB’s traineeship programme.

Who is responsible for processing your personal data?

The ECB is the controller for the processing of your personal data. The Directorate General Human Resources is responsible for this processing.

Who will be the recipients of your personal data?

The recipients of your personal data (including entities with access to your personal data) are listed below.

• Designated ECB personnel in the Directorate General Human Resources.
• Members of the selection committee, hiring managers, assistants, observers and assessors for each recruitment procedure, as well as the appointing authorities.
• Personnel of the ECB’s talent acquisition platform provider, Avature.
• External services providers conducting, for example, managerial assessments, pre-recorded interviewing, live interviewing, online testing, remote proctoring and pre-employment assessments on behalf of the ECB for certain recruitment procedures. If such services are to be used, you will be informed in advance and provided with specific information about the protection of your personal data.
• ECB personnel processing invoices and travel expenses claims related to recruitment procedures.
• ECB personnel providing opinions and advice in specific cases during recruitment procedures, e.g. in the Directorate General Legal Services.
• ECB personnel in the Directorate Internal Audit who are involved in auditing the recruitment process or conducting specific inquiries related to recruitment.
• Designated ECB personnel in the Directorate General Corporate Services who process your certificate of criminal record.
• ECB Medical Advisers who assess the eligibility of shortlisted candidates in recruitment procedures aimed specifically at candidates with a disability. This will be clearly stated in the vacancy notices for such procedures.
• ECB managers and their assistants, as well as team leads, seeking to appoint candidates to similar positions from a reserve list that you are on. Reserve lists are valid for a period of 24 months (or 12 months in the case of traineeships).

What categories of personal data are collected?

The ECB processes the following personal data in the context of ECB recruitment procedures.

• Identification data, such as name, surname, nationality, gender and date of birth.
• Contact details, such as email address, telephone number and postal address.
• Knowledge, skills and experience, such as education and qualifications, work experience, language skills and other specific skills.
• Certificates confirming academic qualifications and professional experience, as well as language competencies. Health-related data (in particular medical certificates) and certificates of criminal record are requested when successful candidates receive and accept a job offer.
• Your assessment data and your potential placement on a reserve list.
• Third-party app data: any profile photos transferred automatically to the ECB’s talent acquisition platform as part of a standardised process when you use social login (e.g. Facebook, Google) or import profile information (e.g. LinkedIn) are subsequently deleted, as they are not relevant for any assessment or decision-making.
• Health-related data: the ECB strives to be an inclusive workplace and welcomes applications from candidates with a health condition that limits their ability to carry out certain tasks. In general, you will not be required to disclose any details of your condition when you apply. However, it is important that we ensure a level playing field for all candidates and encourage you to inform us if your health condition may affect your ability to complete any of the application steps described in the vacancy notice. We will accommodate your requirements where possible. The information you provide will only be used to meet your needs and will not influence any recruitment decision. For recruitment procedures aimed specifically at candidates with a disability, pre-selected applicants will be required to provide evidence of that disability at the application stage.

Please note that the personal data mentioned under each aforementioned category are non-exhaustive. We may also process other data necessary to evaluate your suitability for a specific vacancy.

Will your personal data (in a clear or encrypted form) be processed (e.g. transferred, accessed or stored) in third countries or by international organisations?

The ECB’s talent acquisition platform is provided by Avature as a solution service. Avature’s servers are located within the European Economic Area. For the provision of technical support outside European working hours, Avature personnel located in Argentina have access to the personal data stored on the platform. This means that your personal data will also be processed in third countries based on an adequacy decision of the European Commission (pursuant to Article 47 of EUDPR), which can be found on the European Commission’s website.

How long will the ECB keep personal data?

• Your candidate profile (including health-related data that may be requested in recruitment procedures aimed specifically at candidates with a disability) will be stored for two years after you create or update your profile, or after we have communicated the final outcome of your application.
• Your application and assessment data will be stored for two years after the selection procedure has been completed.
• If you are placed on a reserve list, you will remain on it for two years from the approval of the selection procedure (or one year from the closing date for applications in the case of traineeships).
• Any referral data we receive from one of our professional search companies will be deleted after the closing date for applications if you do not apply for the specific vacancy for which you were put forward or ask for the referral record to be deleted.

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 (with some limitations) the right to delete your personal data and to object to or to restrict the processing of your personal data in line with EUDPR. The ECB may restrict your rights to safeguard the interests and objectives referred to in Article 25(1) of EUDPR.

If you have an account in the ECB’s careers portal, you can always correct or delete your own data under “My Account”.

Who can you contact for 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 for all queries relating to your personal data.

Addressing the European Data Protection Supervisor

If you consider that your rights under EUDPR 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.