Specific Privacy Statement on personal data protection within the framework of an open competition

Within the framework of an open competition all personal data provided by candidates is dealt with in compliance with regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 (http://europa.eu/geninfo/legal_notices_en.htm#personaldata). Before registering, and in accordance with articles 11 and 12 of this regulation, EPSO will provide the candidate with the following information:
Controller identity: Mr Nicholas David BEARFIELD, Director of EPSO.
Purpose(s) of the processing: to organise open competitions in order to select personnel in view of their recruitment by the European institutions; to administratively manage applications and the different stages of these open competitions; to manage and check the exploitation of reserve lists.
Data concerned:

  1. Personal data allowing identification of the candidate (family name, first name, name at birth, date of birth, gender, number of identification document, email address).
  2. Information provided by the candidate to allow practical organisation of admission tests and all other tests (address, postcode, city, country, gender, telephone and fax number, language for correspondence,).
  3. Information provided by the candidate concerning special needs will be stored exclusively in the accessibility cell of EPSO.
  4. Information provided by the candidate to allow appreciation of his/her eligibility against the admission criteria fixed by the notice of competition (citizenship, languages, diploma/training: year awarded, title, name of the awarding body, professional experience).
  5. Motivation of candidate in applying for the competition.
  6. Results of the admission, written and oral tests and of assessment centers, competency passport, also the distribution of overall statistics in order to guarantee transparency.
  7. The flagging system is used only for the management of reserve lists in the database of successful candidates.

Obligatory or optional answers: all fields with an asterisk (*) are obligatory. If they are not filled in, registration can not take place.
Legal basis: Staff Regulations of Officials and the conditions of employment of other servants of the European Communities, as fixed by regulation (EEC, Euratom, ECCS) n° 259/68 of the Council, last modified by regulation (EC, Euratom) n° 337/2007; decision N° 2002/620/EC of the European Parliament, the Council, the European Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee, the Committee of the Regions and the European Ombudsman of 25 July 2002 establishing the European Communities Personal Selection Office.
Recipients of data:  In cases where placed upon the list of successful candidates - also the Institutions in order to be able to offer a post (the Institutions do not receive any information concerning  disability). In case of an administrative complaint under Article 90 § 2 of the Staff Regulations and/or a judicial appeal to the EU Courts also the Legal Service of the appointing authority concerned and/or the EU Courts. Staff of OLAF, IAS and the Court of Auditors upon request, and limited to what is necessary for official investigations or for audit purposes.

    • Processing on behalf of the controller with due respect of Article 23 of Regulation 45/2001: the Selection Boards, private companies.
      Legality of processing: processing is necessary for the performance of a task carried out in the public interest on the basis of the Treaties  (recruitment of personnel).
      Date when processing starts: date of application.
      Validity period: for on-line data, 12 months after the recruitment of the selected laureate or until the closing of the reserve list if the person has not been recruited. For candidates (non laureates), on-line data are kept until 12 months after the closure of the candidate's last competition. Non-validated applications: 1 year after closing date. Paper files are filed and kept for 10 years.
      Right of access and rectification: by consulting their EPSO Account, each candidate can check their personal details and modify them on-line at any moment, with the exception of their family name, family name at birth, their date of birth and their citizenship for which a formal request must be justified and sent in writing to EPSO via the email address: EPSO Webform. Up until the final validation of the application, it will still be possible for a candidate to modify all of his/her data in the application. After validation no data in the application form can be changed. Regarding the flagging system used in the database of successful candidates, the latter are automatically and individually informed of any change made at the request of the Institutions in their flagging status. The right to rectify is restricted to obvious encoding errors, without any prejudice of the possibility for the Institutions to reserve those successful candidates who correspond to the profiles required, for possible recruitment purposes, during a limited period of time.
      Candidates have the right to have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).



    Specific privacy statement for the selection process of temporary agents

    Personal data provided by the candidate during this selection procedure is processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 (http://europa.eu/geninfo/legal_notices_en.htm#personaldata). Under Articles 11 and 12 of this Regulation, EPSO provides the candidate with the following information:

    Identity of data controller: Mr Nicholas David BEARFIELD, director of EPSO.

    Purposes of processing: to assist the European institutions, Community bodies and departments in the selection of temporary staff by providing a list of suitable candidates who best meet the profile established in the vacancy notice. Each candidate will be informed individually on the progress of the selection process.

    Data concerned: those of candidates registered for these selection procedures.

    Obligatory or optional answers: all fields are obligatory. If they are not filled in, registration can not take place.

    Categories of Data:

    • Personal data by which the candidate can be identified and contacted (surname, first name, date of birth, gender, nationality, number of identification document, private address, name and telephone number of a contact person if the candidate is not available).
    • Information provided by the candidate concerning special needs will be stored exclusively in the accessibility cell of EPSO.
    • Information provided by the candidate during the selection procedure so as to determine whether the candidate meets the profile established in the vacancy notice (European-format CV, accompanied by the necessary supporting documents, particularly educational diplomas and evidence of professional experience).
    • Individual information communicated to each candidate on the progress of the selection process.

    Legal basis: Staff Regulations of Officials and Conditions of employment of other servants of the European Communities, laid down by Council Regulation (EEC, Euratom, ECSC) No 259/68, as last amended by Regulation (ECEuratom) No 337/2007; Decision No 2002/620/EC of the European Parliament, the Council, the Commission, the Court of Justice, the Court of Auditors, the Economic and Social Committee, the Committee of the Regions and the Ombudsman of 25 July 2002 establishing a European Communities Personnel Selection Office.

    Recipients of the data: the department that requested the organisation of the selection procedure. In case of an administrative complaint under Article 90 § 2 of the Staff Regulations and/or an judicial appeal to the EU Courts also the Legal Service of the appointing authority concerned and/or the EU Courts.

    Date when processing begins: the date on which the candidate's application file is received.

    Time limit for the storage of personal data: a copy of the candidate's application file is stored and archived at EPSO for 5 years.

    Right of access and right to rectify data: candidates can inform EPSO of any change to their personal data by post. If the need arises, and following a request in writing accompanied by a copy of some form of identification, candidates may obtain a copy of their personal data as encoded by EPSO.
    At any moment, candidates have the right to notify the European Data Protection Supervisor (edps@edps.europa.eu ).


    Specific Privacy Statement on personal data protection within the framework of the selection process of contract agents

    Within the framework of this selection procedure all personal data provided by candidates is dealt with in compliance with regulation (EC) N° 45/2001 of the European Parliament and of the Council of 18 December 2000 (http://europa.eu/geninfo/legal_notices_en.htm). Before registering, and in accordance with articles 11 and 12 of this regulation, EPSO will provide the candidate with the following information:

    Controller identity: Mr Nicholas David BEARFIELD, Director of EPSO.

    Purpose of the processing: to assist the European Institutions and where applicable, regulatory agencies with the selection of contract agents by providing them with a valid database of candidates, as recruitment is the responsibility of the Institutions concerned. Individual decisions at any stage of the selection process are sent to each candidate via their EPSO Account.

    Data concerned: those of candidates registered for selection processes of contract agents.

    Obligatory or optional answers: all fields with an asterisk (*) are obligatory. If they are not filled in, registration can not take place.

    Categories of data:

    • Personal data allowing identification of the candidate (surname, first name, name currently used, date of birth, gender, number of identification document, private address, email address).
    • Information provided by the candidate within the framework of this selection procedure to allow appreciation of the candidate's profile defined by the call for expression of interest (citizenship, education and training, professional experience, languages, commitments from the candidate to adhere to any security checks, other details).
    • Information provided by the candidate concerning special needs will be stored exclusively in the accessibility cell of EPSO.
    • "Individual information communicated to each candidate, via the EPSO Profile, concerning the selection process, also, distribution of overall statistics in order to guarantee transparency.
    • The flagging system is used only for the management of the database of successful candidates.

    Legal basis: Staff Regulations of Officials and Conditions of employment of other servants of the European Communities, as fixed by Regulation (EEC, Euratom, ECSC) No 259/68 of the Council,  last modified by Regulation (EC, Euratom) No 337/2007; Decision No 2002/620/EC of the European Parliament, the Council, the European Commission, the Court of Justice, the Court of Auditors, the European Economic and Social Committee, the Committee of the Regions and the European Ombudsman of 25 July 2002 establishing the European Communities Personnel Selection Office.

    Recipients of data: the services in charge of recruitment within the Institutions and in regulatory agencies. In case of an administrative complaint under Article 90 § 2 of the Staff Regulations and/or an judicial appeal to the EU Courts also the Legal Service of the appointing authority concerned and/or the EU Courts.

    Date when processing starts: date of registration.

    Retention period: 3 years for the database of successful candidates. If a database is extended beyond the three-year period EPSO will post a notice on its website. Candidates may view these notices by visiting the webpage at http://europa.eu/epso/success/index_en.htm.


    The information necessary for the creation of an EPSO Account (used name, first name, email address and password) is kept by EPSO for one year after the expiry date of the validity of the database. This data may be reused to register for other contract agent selections.

    Right of access and rectification: by consulting their EPSO Account, each candidate can check their personal details and modify them on-line at any moment, with the exception of their name, their date of birth and their citizenship for which a formal request must be justified and sent in writing to EPSO via the email address: Webmaster form. Up until the final validation of the application, it will still be possible for a candidate to modify his/her data. After this, only such personal data which allows for the identification of the candidate may be modified. The right to rectify is restricted to obvious encoding errors, without any prejudice of the possibility for the Institutions or regulatory agencies to reserve those successful candidates who correspond to the profiles required, for possible recruitment purposes, during a limited period or time.
    Candidates have the right to have recourse at any time to the European Data Protection Supervisor (edps@edps.europa.eu).