EOJD - Data protection statement and Specific terms and conditions

This privacy statement provides information about the processing and the protection of your personal data.

Processing operation: EURES

Data Controller: European Labour Authority - Information and EURES Unit

Record link : https://www.ela.europa.eu/en/eures-data-protection-register

Table of Contents

A) Data protection statement for the European Job Days (EJD) platform

B) Specific terms and conditions for the use of the EJD website

A) Data protection statement for the European Job Days platform

1. Introduction

The EJD website processes personal information. The European Labour Authority (hereafter 'the Authority ) is committed to protect your personal data and to respect your privacy. The Authority collects and further processes personal data pursuant to Regulation (EU) 2018/1725[1], which is applicable to processing of personal data by European Union institutions and bodies. The information in this Data protection statement is given pursuant to Articles 15-16 of that Regulation. Regulation (EU) 2016/679, the General Data Protection Regulation is applicable for any processing of data by organisations external to the EU institutions and bodies.

This privacy statement explains the reason for the processing of your personal data, the way we collect, handle and ensure protection of all personal data provided, how that information is used and what rights you have in relation to your personal data. It also specifies the contact details of the responsible Data Controller with whom you may exercise your rights, the Data Protection Officer and the European Data Protection Supervisor.

2. Why and how do we process your personal data?

The purpose of the EJD website is to provide e-services that enable jobseekers interested in finding a job abroad to connect with employers interested in finding candidates from other countries.

The EJD website is a platform for virtual (online) and on-site job fairs where employers can publish their company profiles and current job opportunities. Jobseekers can indicate their interest in specific job offers by making their user profile and CV visible for the employers they have selected. In virtual events, presentations can be streamed online and jobseekers, employers, and EURES staff can communicate with each other via live chats. Specific information regarding processing and protection of data submitted in the chats is provided in connection to the chat functionality.

Jobseekers and employers who register for a Job Day event will obtain a user account on the EJD website for that specific event. Jobseekers can upload their personal profile and a CV to the EJD website or request that a CV already published on the EURES portal becomes accessible from the EJD website.

Employers registered on the EJD website can only see the CVs and other information about a jobseekers if the jobseeker has indicated an interest in that particular employer .

Personal data will not be used for automated decision-making including profiling.

3. On what legal grounds do we process your personal data?

We process your personal data because:

processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Union institution or body, and
you as the data subject have given consent to the processing of your personal data for one or more specific purposes.

This is in accordance with Regulation (EU) 2018/1725 of 23 October 2018, in particular Article 5(1).

4. Which personal data do we collect and further process and by which technical means?

Jobseekers

The personal information related to the creation of an account for a jobseeker is limited to the data necessary to identify a particular person. Name, preferred language and e-mail address are mandatory for contact purposes. Other information is requested for statistical purposes: gender; nationality; country of residence; age group; education level; employment status. This information can also be used for sending out targeted information.

When creating and posting a CV, all information the user has included in the CV will be stored in addition to the personal data already entered in order to create the account.

Employers

A company or undertaking lawfully registered in the European Economic Area or Switzerland that fulfils the criteria established for the participation in a specific event can register for and participate in that European Job Day event, subject to the approval of the organiser of the event. The representative of the company will be requested to provide the company's name, address, size, activity sector and the name, function, telephone number, and e-mail address of a main contact person.

5. How long do we keep your personal data?

Unless users choose to maintain the access of their account for a longer period, Jobseekers' and employers' accounts that have been created for a specific Job Day event will be automatically deleted 12 weeks after the event. There will be no archiving of deleted CVs or other information.

6. How do we protect and safeguard your personal data?

In line with the provisions of Article 6, 44(1) and recital 45 of Regulation (EU) 2019/1149[2], stipulating that ‘the Authority shall manage the European Coordination Office of EURES’, the EURES European Coordination Office (ECO) of the European network of employment services (EURES) has been transferred to the European Labour Authority. However, according to Article 6 of Regulation 2019/1149 the Commission will continue to ensure the operation and development of IT infrastructure of the EURES portal and related IT services except the European Online Job Days Platform run by ECO.

All personal data in electronic format (e-mails, documents, databases, uploaded batches of data etc.) are stored in a database on a secure server, located within the European Economic Area, managed on behalf of the Authority and access to this data is protected by an authentication mechanism. Access to the service is made available through the web servers, located in the Data Centre, where the application is hosted.

All processing operations are carried out pursuant to the Commission Decision (EU, Euratom) 2017/46 of 10 January 2017 on the security of communication and information systems in the European Commission.

Development, support and operations of the system may be delegated to external companies or organisations acting as "processor" on behalf of the Authority. Such processors are bound by contracts defining the terms of service, including personal data protection clauses indicating their responsibilities as provided for by Regulation (EU) 2018/1725

In order to protect your personal data, the Authority has put in place a number of technical and organisational measures. Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

7. Who has access to your personal data and to whom is it disclosed?

Information on jobseekers' CVs is made available, for display purposes, to employers registered and verified by the site administrator acting on behalf of the controller. If these organisations reprocess the CV information obtained, this processing has to be in compliance with Regulation (EU) 2018/1725 and the General Data Protection Regulation (Regulation (EU) 2016/679).

The service is completely free of charge and it may not be used for any form of commercial advertising or sending of messages for other purposes than the ones stated above under point 2.

Information on registered jobseekers or employers will not be disclosed to anybody external to the EURES network.

By agreeing to this data protection statement a jobseeker also provides his consent to transmit the data to EEA Member States and Switzerland who are associated to the EURES network in compliance with Regulation (EU) 2016/589 and the Agreement between the European Community and its Member States and the Swiss Confederationᵌ

The data stored will not be used for sending out any kind of information to the registered users unless they have explicitly agreed to this apart from messages relating directly to the service, its availability and development, and surveys and the like conducted for evaluation purposes.

Only registered and accepted employers in which a jobseeker has explicitly indicated an interest - through marking an interest in one or several of this employer's job vacancies, or providing the jobseeker's registration code to the employer via the chat tool - can view that jobseeker's CV.

The website uses cookie technology in line with applicable European legislation. A cookie is a small piece of information sent by a website that is saved on your hard disk by your computer's browser. Every time you visit the website, you will be prompted to accept or refuse cookies. The purpose is to enable the website to remember your preferences (such as user name, language, etc.) for a certain period of time. Cookies can also be used to establish anonymised statistics about the browsing experience on our sites.

The websites mostly use “first-party cookies”. These are cookies set and controlled by europeanjobdays.eu, not by any external organisation.

Third-party cookies: Some of our pages display content from external providers, e.g. YouTube. To view this third-party content, you first have to accept their specific terms and conditions. This includes their cookie policies, which we have no control over. We are not responsible for the privacy practices of the providers of this content and cannot guarantee the security of any of your personal information collected, used, or shared there. Your choice will be remembered and saved in a cookie managed by europeanjobdays.eu until you clear cookies stored by your browser.

8. What are your rights and how can you exercise them?

You have specific rights as a 'data subject' under Chapter III (Articles 14-25) of Regulation (EU) 2018/1725, in particular the right to access, rectify or erase your personal data and the right to restrict the processing of your personal data. Where applicable, you also have the right to object to the processing or the right to data portability.

You can exercise your rights by contacting the Data Controller, or in case of conflict the Data Protection Officer. If necessary, you can also address the European Data Protection Supervisor. Their contact information is given under Heading 9. Contact information.

Where you wish to exercise your rights in the context of one or several specific processing operations, please provide their description (i.e. their Record link as specified under Heading 10. Where to find more detailed information?) in your request.

How can you verify, modify, or delete your information?

Once a user account has been created, users will be able to modify their data at any time. All they need to do is to log on to the website using their password-protected personal account and modify or update their profile. Users can deregister at any time and thereby delete their account and all related registered information including CVs by deleting their account directly in their user profile or by sending an e-mail to helpdesk@europeanjobdays.eu

In case the site is temporarily not available, users can contact the controller (see contact details below) and request that accounts are deleted or made invisible.

Users have the right to obtain a copy of their personal data held on the EJD website by sending an e-mail to helpdesk@europeanjobdays.eu.

Jobseekers

Jobseekers are responsible for the quality of their own data. They can at any time access/modify/delete their data. Further details are given in other sections of this Data protection statement.

Employers and their staff

Employers and their staff are responsible as processors of jobseekers' CVs according to Regulation (EU) 2018/1725 in accordance with this Privacy Statement. Further processing outside the strict scope of the system is regulated by the General Data Protection Regulation (Regulation (EU) 2016/679). One example of such a processing is the evaluation of the jobseekers' skills and suitability for a given vacancy, carried out independent of the search criteria provided by the system. This does not fall within the EJD website's explicit functions and is thus outside the control and responsibility of the European Labour Authority.

9. Contact Information

The Data Controller

The EJD website is managed by the European Coordination Office for EURES, established within the European Labour Authority - Information and EURES Unit who is the "controller" under Regulation (EU) 2018/1725 as the body responsible for development, support, and operation of the EJD website and for the technical and organisational measures set up to ensure adequate security of personal data and particularly the need for confidentiality and integrity.

For any questions, complaints or other requests regarding the service and the processing of personal data, please contact the controller at the following e-mail address: data-protection@ela.europa.eu

The Data Protection Officer (DPO) of the Authority

The European Labour Authority’s data protection officer can be contacted at data-protection@ela.europa.eu

The European Data Protection Supervisor (EDPS)

You have the right to have recourse (i.e. you can lodge a complaint) to the European Data Protection Supervisor (edps@edps.europa.eu) if you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data by the Data Controller.

For further information see: https://edps.europa.eu/data-protection/our-role-supervisor/complaints.

10. Where to find more detailed information?

The Authority Data Protection Officer (DPO) publishes the register of all processing operations on personal data by the Authority , which have been documented and notified to him. You may access the register via the following link: https://www.ela.europa.eu/en/eures-data-protection-register

B) Specific terms and conditions for the use of the EURES portal services

CV Online service

1. In accepting these conditions, individuals agree to use the site solely to announce their availability as jobseekers to employers and recruitment professionals such as EURES Staff.

2. In accepting these conditions, employers agree to use the site solely to make contact with jobseekers for the purpose of offering a job or assignment with the employer's own undertaking, or with an undertaking which the employer is representing. Any offer of employment shall be consistent with the wishes expressed by the jobseeker in his/her profile.

Employers may not demand a fee or any other form of payment from jobseekers for access to information on vacancies.

3. The Authority reserves the right to delete without prior warning any information inserted that can be regarded as unlawful, unethical or in any other way unsuitable. Likewise, any user using the site in a way judged to be inconsistent with the service's purpose may have their account closed and all data deleted. The Authority accepts no liability for loss or damage resulting from such an action.

¹ Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data (repealing Regulation (EC) No 45/2001)

2 Regulation (EU) 2019/1149 of the European Parliament and of the Council of 20 June 2019 establishing a European Labour Authority, amending Regulations (EC) No 883/2004, (EU) No 492/2011, and (EU) 2016/589 and repealing Decision (EU) 2016/344 (Text with relevance for the EEA and for Switzerland) OJ L 186, 11.7.2019, p. 21–56

³ Agreement on the free movement of persons, air and land transport, public procurement, scientific and technological cooperation, mutual recognition in relation to conformity assessment, and trade in agricultural products, Official Journal L 114, 30/04/2002.