Recruitment

Opinion of 9 October 2008 on the notification for prior checking regarding the "Management of recruitment files for officials at the JRC (transfers and laureates of open competitions)" (Case 2008-140)

The processing concerns the constitution and management of recruitment files for officials (transfers and laureates of open competitions). The recruitment files collect all the information needed in order to start, process and finalize the recruitment procedure, which, at different stages, involve DG JRC Institutes/Directorates (Management Support Units (MSUs) and scientific staff), the other DGs of the Commission in case of transfers, the Human Resources Unit of the Resource Management Directorate and the candidates concerned.

The EDPS made recommendations in particular relating to data quality (in particular replace the collection of certificates of good conduct by other tools that only demonstrate the prior criminal behaviour by carrying out a case by case analysis of the content of the national extracts of the police register, so as to collect only relevant data in the light of the Staff Regulation requirements), data retention period, data transfer, rights of access and rectification (have access to their file, including the assessment notes concerning them drafted by the panel members) and information to data subjects (in particular mention of medical services and security services as recipients).

Opinion of 9 October 2008 on a notification for prior checking on the selection, recruitment and management of grantholders at the Joint Research Centre (JRC) (Case 2008-138)

The Joint Research Centre (JRC) of the European Commission offers grants for doctoral researchers (cat. 20), post-doctoral researchers (cat.30) and senior scientists (cat. 40). The recruitment procedure starts with the publication of a open call on the JRC corporate website. Then, the candidates make a request for a grant by filling in an application form. Applications are collected and evaluated. A contract is signed with the successful candidates.

The EDPS has issued an opinion relating to the processing of personal data in the selection, recruitment and management procedures of grantholders at the Joint Research Centre. The EDPS concludes that on a general basis the procedure complies with the principles established in the data protection regulation. However the EDPS did make number of recommendations mainly as concerns the collection of excessive data, transfer of data, access to evaluation data, information of the data subject as well as the security measures.

Opinion of 29 September 2008 on a notification for prior checking regarding "recruitment of trainees within the traineeship scheme in EMSA" (Case 2008-384)

The European Maritime Safety Agency offers a traineeship period from three to five months to interested individuals. In the process of selecting trainees, EMSA processes a variety of personal data of applicants. Anybody can become data subject who applies for a traineeship at EMSA.

EMSA is a relatively young agency and although in many instances it provides good standard for protecting applicants' data (e.g. general information given to candidates) not all data protection aspects are yet well defined. This is the case regarding the storage period and the handling of data on disability for obtaining certain supplementary grant. The EDPS made specific suggestions in these areas.

Opinion of 19 September 2008 on the notification for prior checking concerning the "Applications for paid or unpaid traineeship" (Case 2008-391)

Opinion of 20 June 2008 on the notification for prior checking concerning the staff recruitment (Case 2008-157)