Processing of (personal) data by the entity in charge of the online application process

General information
This data privacy statement applies exclusively to personal data collected and processed as part of our online recruitment and application process. It explains how we handle your personal data when you apply for a position with us.

Controller
The controller within the meaning of the EU General Data Protection Regulation (GDPR) is:
European Macro Policy Network, ASBL
Email: jobs@empn.eu

Personal data collected during the application process
Personal data means any information relating to an identified or identifiable natural person. This includes, for example, your name and contact details, as well as information relating to your education, professional experience, and skills.

As part of the application process, we may collect and process the following personal data:

- First and last name
- Email address
- Phone number
- LinkedIn profile

You may also choose to upload documents such as a CV, cover letter, or reference letters. These documents may contain additional personal data (e.g. address, date of birth, education history).

Only persons involved in the recruitment and selection process have access to your data.

Purpose and legal basis of processing

If you apply to us electronically (via our website, email, or applicant tracking system), we process your personal data exclusively for the purpose of:

Managing and assessing your application
Communicating with you during the recruitment process
Taking steps prior to entering into an employment contract

The legal basis for processing your data is:

- Article 6(1)(b) GDPR (pre-contractual measures), and
- Article 6(1)(f) GDPR (our legitimate interest in conducting an effective and fair recruitment process).

Storage period
Your personal data will be stored only for as long as necessary for the recruitment process. If your application is unsuccessful, your data will be retained for up to 12 months after the conclusion of the recruitment process. This retention period serves to meet legal obligations and to defend against potential legal claims.

After this period, your data will be deleted or anonymised. Anonymised data may be retained in aggregated form for statistical purposes (e.g. number of applications received).

If you explicitly consent, we may retain your data for the same period in order to consider you for future vacancies (talent pool). You may withdraw this consent at any time. If you are offered and accept a position, relevant application data will be transferred to your personnel file and retained in accordance with Belgian employment and social security law.

Disclosure of data to third parties
Your application data is transmitted securely (using TLS encryption) and stored in a database operated by Personio SE & Co. KG, a provider of HR and applicant management software.

Personio acts as a data processor within the meaning of Article 28 GDPR and processes personal data solely on our behalf and in accordance with a data processing agreement.

Your data will not be shared with third parties for commercial purposes.

Rights of data subjects
As a data subject, you have the following rights under Chapter III of the GDPR: right of access (Article 15 GDPR), right to rectification (Article 16 GDPR), right to erasure (Article 17 GDPR), right to restriction of processing (Article 18 GDPR), right to data portability (Article 20 GDPR), right to object to processing (Article 21 GDPR)

Where processing is based on consent, you may withdraw your consent at any time (Article 7(3) GDPR).

To exercise your rights, please contact us at jobs@empn.eu You also have the right to lodge a complaint with the Belgian Data Protection Authority (Autorité de protection des données).

Final provisions
We reserve the right to update this data privacy statement to ensure continued compliance with applicable data protection law or to reflect changes in our recruitment process. The version in force at the time of your application shall apply.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.