Data Protection information notice

Protection of personal data in relation to selection and recruitment of temporary agents and contract agents

The European Aviation Safety Agency (EASA) is committed to respecting the privacy of its candidates for recruitment. Within the framework of the staff selection procedures at EASA, all personal data provided by candidates are dealt with in compliance with Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. The following data protection information notice outlines the criteria by which the EASA collects, manages and uses the data provided by candidates within the different staff selection procedures.

Identity of controller:

EASA Head of Personnel

Purpose of processing:

  • Organisation of selection procedures to recruit temporary agents, contract agents and trainees;
  • Management of applications at the various stages of these selections;
  • Management and control of the use of reserve lists;

Data concerned:

The data of candidates who apply for the open vacancies. Candidates are free to give their data on a voluntary basis, although failure to provide them will exclude them automatically from the recruitment process.

Type of data processed:

The personal data processed are the ones provided in the form used for the electronic application, in particular:

  • Personal data allowing the candidate to be identified, i.e. surname, first name, date of birth, gender;
  • Information provided by the candidate to allow the practical organisation of selection, i.e. address information: street, postcode, town, country, telephone, fax, e-mail;
  • Information provided by the candidate to verify whether he/she fulfils the eligibility and selection criteria laid down in the vacancy notice, i.e. information about nationality, languages, education, previous working experience, fulfilment of military/civil service duties, criminal convictions; etc.

Moreover:

  • If applicable, results of the pre-selection or written/oral tests.

Legal basis:

  • Regulation (EC) 216/2008 of the European Parliament and of the Council on common rules in the field of civil aviation and establishing a European Aviation Safety Agency, and repealing Council Directive 91/670/EEC, Regulation (EC) No 1592/2002 and Directive 2004/36/EC;
  • Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Communities (CEOS), in particular Art. 27-34 (SR) and Art. 12-15 and 82-84 (CEOS);
  • Decision No 2009/069/E of the Executive Director of the Agency of 28 May 2010 on the general implementing provisions on the procedure governing the engagement and the use of temporary agents at EASA;
  • Decision No 2007/004/A of the Executive Director of the Agency of 5 February 2007 on the general implementing provisions on the procedure governing the engagement and the use of contract staff.

Recipients of the data processed:

  • Human Resources Department (more specifically staff in charge of recruitment);
  • Members of the Selection Board;
  • Appointing Authority (Executive Director);
  • Also, if appropriate, access will be given to the Internal Audit Service, the European Ombudsman, the Civil Service Tribunal and the European Data Protection Supervisor;
  • Should the applicant’s name be put on a reserve list, access to the reserve list and to the applicant’s data will be provided to the Head of Department interested in the recruitment of the person.

Lawfulness of processing:

In accordance with Article 5 (a) of Regulation (EC) No 45/2001, the processing is necessary for the performance of tasks carried out in the public interest on the basis of the Treaties establishing the European Communities.

The selection procedures are necessary for the management and functioning of the Agencies.

The data subject’s rights:

Candidates have a right to access their data. They have a right to update or correct at any time their identification data. On the other hand, data demonstrating compliance with the eligibility and selection criteria may not be updated or corrected after the closing date for the respective selection procedure.

The rights of the data subject’s rights can be exercised in accordance with the ED Decision ED/2010/140 adopting implementing rules on data protection at EASA.

Date when processing starts:

Date of the application.

Retention period:

As regards the recruited applicants whose data are stored in their personal file (Article 26 of the Staff Regulations), data are kept for a period of ten years as of the termination of employment or as of the last pension payment.

As to the non-recruited applicants, the data are kept for five years following the recruitment procedure.

The retention period for data relating to the non-recruited applicants on the "reserve lists for appointment" is to be determined in terms of the validity and the actual extension of the respective reserve lists. All the documents related to the candidates on a reserve list are kept for a period of five years after the termination of the reserve list.

Contact information:

For any questions on your rights and the exercise of your rights related to the processing of personal data (like access and rectification of your personal data), please feel free to contact the Controller of the staff selection process at this address:

Head of Personnel
European Aviation Safety Agency
Ottoplatz 1, Koeln Germany

Recourse:

In case of conflict on any Personal Data Protection issue you can address yourself to the Controller at the above mentioned address. You can also contact EASA Data Protection Officer at the following email address:

Should the conflict not be resolved by the Controller or the Data Protection Officer you may lodge a complaint with the European Data Protection Supervisor at any time: Website http://www.edps.europa.eu