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Privacy statement on the ESM careers webpage

Objective and scope

The purpose of this Privacy Statement is to inform you of how the European Stability Mechanism (ESM, “we”, “us” or “our”) process your personal data via the ESM careers webpage https://vacancies.esm.europa.eu/ (“Website”) only.

Controller and Data Protection Officer

The controller is the ESM at 6a Circuit de la Foire Internationale, L-1347 Luxembourg, Tel.: (+352) 260 962 0, e-mail: info@esm.europa.eu.

The ESM has nominated a Data Protection Officer (DPO). You can contact our DPO by e-mail at DataProtectionOfficer@esm.europa.eu or by post at the above address with the addition “To the Data Protection Officer”.

Processing personal data

We always process your personal data for a specific purpose and only process the personal data which is relevant to achieve that purpose. Personal data mentioned in this Privacy Statement is processed when you visit the Website and when you apply to our vacancies. We collect these data mostly directly from you; however, we may sometimes also obtain personal data related to you from third parties.

1. Visiting the Website

a) Browser Data and Server Log Files

Each time you visit the Website, the following data is automatically processed, which may relate to you as a user (“Browser Data”):

  • Your IP address,
  • Type of your browser,
  • Date and time of your visit,
  • HTTP status code of the access (server information to client about successful processing of request),
  • Website from which your system accessed our website (referrer URL),
  • Website that is accessed by your system from our website (accessed URL),
  • Your location.

The processing of Browser Data is technically necessary. It is carried out to properly display our website to you and to ensure its stability and security. This data processing is necessary in the execution of the ESM’s mandate, for the performance of tasks or activities carried out by the ESM in accordance with the ESM Treaty, By-Laws, and the applicable rules and procedures; this includes the processing of personal data necessary for the management and functioning of the ESM.

We store the Browser Data in so-called server log files for troubleshooting purposes. Browser Data is not stored together with other data relating to you, e.g., your application data. This data processing is necessary in the execution of the ESM’s mandate, for the performance of tasks or activities carried out by the ESM in accordance with the ESM Treaty, By-Laws, and the applicable rules and procedures; this includes the processing of personal data necessary for the management and functioning of the ESM.

For the provision of the website, we use the web hoster service provided by Oracle Luxembourg S.à.r.l (“Oracle Luxembourg”). Oracle Luxembourg servers on which the website is hosted are located in Frankfurt, Germany. Oracle Luxembourg is a part of Oracle Corp., a corporation with global reach. For this reason, Browser Data, may be transferred by Oracle Luxembourg to third-countries that do not provide an adequate level of protection for personal data. In case Browser Data are transferred by Oracle Luxembourg to such third-countries, Oracle Luxembourg is required to take adequate measures designed to protect personal data embodied in Browser Data in line with Oracle’s Binding Corporate Rules for Processors (BCR-P) or the terms of the EU Model Clauses.

b) Technically Necessary Cookies

Cookies are text files that are stored on the browser or by the browser on the user's computer which provide information about the user. Technically necessary cookies, which are necessary to display the website to you, will be set when accessing the Website. The cookies listed below identify the connection between you and the Website and ensure the stability of the Website. This data processing is necessary in the execution of the ESM’s mandate, for the performance of tasks or activities carried out by the ESM in accordance with the ESM Treaty, By-Laws, and the applicable rules and procedures; this includes the processing of personal data necessary for the management and functioning of the ESM.

c) Job Alerts

If you sign up for job alerts, we will process your name, your e-mail-address, your field of interest and your preferred job location. We use this data to keep you updated about job opportunities at the ESM and to attract potential applicants. The legal basis for this data processing operation is your consent. We will store your personal data until you withdraw your consent (as mentioned below).

2. Applying to our vacancies

a) Login

To apply for a position at the ESM you first must register and log in to an application account. For this purpose, we process your username, your password, and your e-mail address. The legal basis for the processing of your personal data is your request prior to entering into an employment or another contract with us. We will delete your login data if your account is inactive for two years.

b) Recruitment application

When you apply to one of our vacancies, to review your application, we process the following personal data:

  • Uploaded documents: cover letter and resume
  • Basic data: name, address, (secondary) nationality, date of birth, gender, phone number, email address
  • Whether you are a current or former ESM employee
  • Language skills: mother tongue, level of English, other languages including skill level
  • Employment preferences: conditions, interests, and date of availability
  • Work experience: last/current/former employers, employment sector, job function, location of employer, start date, and end date
  • Education: institution, major/program, location, education level, start date, and graduation date

If you are a candidate to an interim work position, we may also collect personal data from third parties in relation to you. Interim agencies submit applications on behalf of their candidates via our website. In such case, they provide the candidate’s CV, name/first name, nationality, postal address, and email address.

The legal basis for the processing of your personal data is your request prior to entering into an employment contract with us. If you are the selected candidate, the ESM may process your application data during the employment or other relationship, as applicable, and after the end of this relationship in accordance with ESM’s schedule of retention periods. If you are not the selected candidate, we retain your personal data for two years after their submission.

3. Recipients of your personal data

Your personal data may be shared with parties both internal and external to the ESM:

Within the ESM

The recipients of your personal data are normally ESM members of staff. They may also be interim workers, trainees, or consultants working for the ESM.

Outside of the ESM

Third party processors that are used by the ESM are HRMC, as website administrator of the ESM careers webpage, and Oracle, Corp.

4. Your Data Subject Rights

You have various rights as an individual which you can exercise under certain circumstances in relation to your personal data that we hold: right to access, right to rectification, right to erasure, right to restriction, and, if applicable, right to withdraw consent.

If you want to exercise your rights or have questions regarding them, please contact us at DataProtectionOfficer@esm.europa.eu or send your request to the following address: 6a, Circuit de la Foire Internationale, L-1347 Luxembourg.

5. Updates to our Privacy Statements

The ESM keeps its Privacy Statements under regular review and places any updates on our Website. This Privacy Statement was last updated on 29 June 2022.