Traineeship Specific privacy statement

Specific privacy statement for the official traineeship with the European Commission, agencies and bodies.

This declaration relates to the application management system for official traineeships as part of the European Commission's traineeship programme.

Application management system

This is the specific privacy statement for the official traineeship with the European Commission, agencies and bodies. It relates to the application management system for official traineeships as part of the European Commission's traineeship programme.
This privacy statement explains the reason for the processing, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you may exercise in relation to your data (the right to access, rectify, delete etc.).

The online application form on this site is the ‘public’ part. The application management system serves to process personal data, which means that it is subject to the applicable data protection legislation currently in force (during submission 2018: Regulation (EC) No 45/2001 of the European Parliament and of the Council of 18 December 2000). This declaration explains how the system uses personal data and how their confidentiality is ensured.

Index of page

Why is my information needed?

The collection of data serves the following purposes:

  • to identify all candidates for a traineeship at the Commission and Agencies and bodies that have signed a service-level agreement with the Commission governing their participation in the official traineeship programme;
  • to support procedures relating to the selection of trainees;
  • to support procedures relating to the administrative management of trainees' file (recruitment, stages in the traineeship, definition of individual rights, assignment to posts, payments, follow-up of Commission's library loans etc.);
  • to compile anonymous statistics on applicants and trainees;
  • to produce individual access cards granting entry to Commission's buildings;
  • to collect satisfaction ratings with a view to continuous improvement of the traineeship programme (anonymous questionnaire).

The Commission will not process your data for any purposes except those listed above.

What information is collected?

In line with the principles of necessity and proportionality, the following information is collected further to candidates' introduction of them through the online registration tool:

  • basic personal information (first name, last name, middle name(s), maiden name, sex, marital status, nationality and date of birth, place of birth and country of birth)
  • information on your higher education, work experience, language proficiency, any studies or publications and your computer and office automation skills;
  • information about your motivation and preferences in terms of traineeship type and area of activity;
  • contact details (your permanent address, telephone number and e-mail address and the name, address and telephone number of a person who should be contacted in case of an emergency).

Besides the information entered online by applicants, the Traineeships Office also collects documents uploaded by preselected candidates to prove their eligibility:

  • copy of passport or identity card;
  • copy – and translation, where appropriate – of diplomas and proof of current studies;
  • proof of language proficiency (copy of diplomas, certificates, etc.);
  • where appropriate, proof of work experience (employer’s attestation, etc.);
  • where appropriate, an additional curriculum vitae and/or letters of reference about the candidate.

If so warranted, the following additional personal information will be gathered at the time of recruitment:

  • first name, last name and date of birth of spouse and of each child, so that they can be covered by the health insurance scheme to which the Commission subscribes if necessary;
  • description of any disabilities to ensure that the necessary accessibility measures can be put in place.

No data is collected on racial or ethnic origin, political opinions, religious or ideological convictions, membership of trade unions or political parties or sexual identity.

How is my information stored?

The collection and processing of data is carried out with the aid of the Commission’s standard IT resources and telecommunications infrastructure.

The data is stored on a central server with individualised access by means of a secure Web interface.

Who has access to my information?

Apart from data subjects, who are entitled to inspect their data for the purpose of correction and deletion, access depends mainly on the type of traineeship you applied for and how many rounds you have made it through in the selection process.

The staff of the Traineeships Office and DG EAC Informatics unit has access to your data throughout the process. The eligibility check is performed by pre-selection committees, composed of officials and agents.

Your data may also be passed on to the following departments:

Traineeship type

Stage

Scope

Electronic data from the online form

AllPre-selectionAll candidatesAccessible to pre-selection committee dealing with the candidate
AdministrativeSelectionPreselected eligible candidates
Accessible to European Commission's human resources departments (and to agencies and executive organs that have signed a service-level agreement with the Commission).

Partly accessible to all Commission departments (and to agencies and executive organs with SLA). The following data is not accessible: data on marital status, date of birth, place of birth and country of birth, contact details and additional personal information.

These departments use the available data to identify suitable candidates for traineeship positions.

TranslationSelectionPreselected eligible candidatesAccessible to the language department dealing with the candidate
AllRecruitment and traineeshipSelected candidatesAccessible to European Commission's human resources departments (and to agencies and executive organs that have signed a service-level agreement with the Commission)

Partly accessible:

  • List of selected candidates and trainees (first name, last name, middle name(s), sex, date of birth and traineeship period) to other European institutions requesting such information, with the sole purpose of identifying any candidates who have already completed a traineeship in the EU Institutions.

  • on request - lists of trainees (first name, last name, middle name(s), sex) to the health/accident insurance company

  • list of selected candidates and trainees (first name, last name, birth date, ID validity date to DG EAC LSO granting access rights to the Commission's buildings (and to agencies and executive organs with SLA)

Data included in the European Commission's personnel management systems: first name, last name, middle name(s), maiden name, sex, marital status, date of birth, place of birth, country of birth, nationality, spoken languages, traineeship period, permanent address, personal phone number, fax number and e-mail address.

The data might me disclosed, upon request, for auditing purposes (Internal Audit Capacity of DG EAC, DG IAS, OLAF, Court of Auditors etc.)

How long is my information kept?

Who?

Data

Data from not valid applications (doubles, applications not finalised in the system)Data not retained: data are deleted after the application submission deadline.
Candidates who do not make it through the preselection roundData is retained for 2 years. After this period all personal data of candidates are deleted.
Preselected candidates who are not selected at the final stageData is retained for 2 years. After this period all personal data of candidates are deleted.
Candidates selected for traineeships

The following documents are retained for 5 years after the end of the traineeship:

  • application form of the candidate, including all annexes – copies of diplomas and certificates, copy of passport, etc.
  • assessment and pre-selection sheet
  • offer of a European Commission traineeship
  • copy of the attestation of training issued to the trainee on completion of the traineeship
  • where appropriate, correspondence attesting early termination of the traineeship correspondence
  • proof or legal personality (FEL)

The following are kept for 50 years after the end of the traineeship:

  • Statements of insurance history containing information such as first name, last name, middle name(s), date of birth, traineeship period, directorate-general/service where the trainee worked and amount of the grant received. 

How can I access my information?

As a data subject, you can access your information to check its accuracy. Since the form you submit is, by definition, an application form, you are entitled to enter all the required information yourself. Accordingly, you are responsible for the accuracy and correct entry of all the details you provide. The assumption is that you have consented to share this information with us, subject to the restrictions laid down in this specific privacy statement.

The online application form is available only during the application period. During that period, you can access the form ‘in progress’ (entry and amendment of your data) only for as long as your application is not submitted. Once the application has been submitted, you can no longer amend or add data, because access is then in read-only mode.

Once the deadline for applications has passed, you can always access your data online, but you will not be able to alter them.

In the case of justified demands for deletion coming from not selected candidates, we delete all data permitting your identification, and we keep exclusively main anonymous information for statistical purposes.

Once you have submitted your application, you may do the following, where appropriate:

  • ask us for a copy of the data entered in your form;
  • notify us of any changes in your contact details or marital status (postal and/or e-mail address);
  • ask us to cancel your application and delete the information we hold concerning you; please note that, in this case, you will not be able to make a fresh application for the same traineeship period.

    All requests must be made in writing to the Traineeships Office.

    How secure is my information?

    The following security measures are taken to ensure that your data is not misused or accessed without authorisation:

    • Data is collected online in secure mode, using Hypertext Transfer Protocol Secure (HTTPS). Access to your data through the online form is protected by the password of your choice.
    • The electronic data is stored in the Commission’s Data Centre in Luxembourg, which means that it is protected by numerous security measures set up by the Directorate-General for Informatics to protect the integrity and confidentiality of the Institution's electronic property.
    • Access to personal data is protected through the management of access rights, which are strictly limited, under the ‘need to know’ principle, by the user’s remit.
    • Rights of access are linked to people’s duties and posts, and so they are continually subject to updating as new officials are assigned to particular tasks or others are reassigned to different tasks.
    • Logins and passwords are registered and administered by the European Commission's joint authentication services.

    Who can I contact?

    If you have any questions or complaints, you can always contact us:

    • by using the contact form on Europa website or
    • by using our postal address:
    Traineeships Office
    Directorate-General
    Education, Youth, Sport and Culture
    European Commission
    1049 Brussels
    Belgium
    

    It is also possible to cntact by email the Data Controller: the head of the Traineeships Office in the Directorate-General for Education, Youth, Sport and Culture (DG EAC).

    If you have further queries or complaints, you can also contact - preferably in this order:

    In case of conflict, complaints can be addressed to the European Data Protection Supervisor (EDPS): http://www.edps.europa.eu.