Privacy Statement
This statement applies to the pre-screening of candidates to become Auxiliary Conference Interpreters (ACI) with the European Parliament, the European Commission and the Court of Justice of the European Union and explains how the personal data of applicants are used and how confidentiality is ensured. It also contains the legal information required under Articles 15 and 16 of Regulation (EU)2018/1725 of the European Parliament and the Council of 23 October 2018 applying to the processing of personal data carried out by the European Parliament.
The pre-selection follows your application to become Auxiliary Conference Interpreter, which is stored by the European Commission in the SPIRIT database. The results of your pre-selection test will be forwarded to the Inter-Institutional Test Office. Based on the results of the pre-selection, you might be invited to sit the accreditation tests.
Under Regulation (EU) 2018/1725 of the European Parliament and the Council of 23 October 2018 [1] all processing of personal data should be notified to the European Parliament's Data Protection Officer: data-protection@europarl.europa.eu. You can consult the record in the European Parliament's Data Protection Officer's Register at the following address: http://www.europarl.europa.eu/data-protect/
You can lodge a complaint with the European Data Protection Supervisor at edps@edps.europa.eu
Why do we collect information about you?
In the course of pre-screening of candidates to become Auxiliary Conference Interpreters (ACI), the European Parliament must process some of your personal data. These data, together with any other information you may provide if you consider it appropriate to do so for a specific purpose, will be used by staff in the Directorate General for Logistics and Interpretation for Conferences and by any other entity which the European Parliament may come into contact with during the pre-screening of candidates to become Auxiliary Conference Interpreters (ACI).
We use your details in order to properly organize the pre-selection.
The legal basis of the processing operation at stake is:
- Regulation 1/58;
- Conditions of Employment of Other Servants, Art. 90;
- Agreement of 28 July 1999, between the Commission, the Parliament, the Court of Justice and the International Association of conference Interpreters;
- Conclusions de la concertation technique, of 24 November 2004, adopted by the Parliament, the Commission, the Court of Justice, trade unions and staff associations;
- Guidelines for Inter-institutional accreditation tests and
- Operational conclusions of Executive Committee of Interpretation, 44th meeting (09.07.2012).
The outside entities contacted by the European Parliament for the above-mentioned purposes are required to handle these data and certain other information. In their handling of personal data, these firms must apply the rules on privacy set out in Directive 95/46/EC, as incorporated into national law.[2]
The European Parliament has contacted an external contractor, acting as processor in the sense of Article 23 of the Regulation 45/2001, to develop and maintain the application. This external contractor has no access to your personal data.
What information is collected?
The information required is as follows:
- Surname(s)
- First name(s)
- Gender
- Country of residence
- Telephone number(s)
- Email address(es)
- Date of birth
- Nationality(-ties)
- Active (A) and passive (C) languages
- University level education
- number of tests taken
- recorded interpretation and
- results of the test
This information is introduced into an electronic database.
To whom is your information disclosed?
Your information is used by staff in the Directorate General for Logistics and Interpretation for Conferences. The recorded speeches are accessible to an evaluation board composed of staff interpreters of the European Parliament, the European Commission and the Court of Justice of the European Union. The list of persons selected for the following step of the accreditation procedure will be available to the DG Logistics and Interpretation for Conferences of the European Parliament, the DG Interpretation of the European Commission and the Directorate of Interpretation of the Court of Justice of the European Union.
Certain information in your file may be sent to the Legal Service for use in preparing the defence in an appeal before the European Civil Service Tribunal, or, at their request, to the judges of the European Civil Service Tribunal, the European Ombudsman or the European Data Protection Supervisor, IAS, IDOC and OLAF.
How can you obtain access to information concerning you, check its accuracy and, if necessary, correct it?
As a data subject you may at any time exercise your rights under Articles 14 to 15 of the Regulation by contacting the data controller.
How long do we keep your information?
The information obtained in the course of the pre-screening of candidates to become Auxiliary Conference Interpreters is kept for twenty years after submission of your first application.Once the time limit has expired, these documents are either destroyed or anonymised and kept for statistical purposes.
What security measures are taken to prevent any abuse of your information or access to it by unauthorised persons?
Data are stored in a server in the European Parliament with specific security measures to prevent access to non-authorised persons.
Access to personal data is protected by means of access rights which are strictly limited in accordance with the "need to know" principle and are based on the duties entrusted to access holders.
Overall responsibility for implementing the rules on data protection and granting access rights is assumed by the "controller". He is the person who, in both organisational and practical terms, decides who in the various domains has what right of access to which part of the system.
Contact points if you have questions or complaints about personal data processing
Controller: European Parliament - Directorate General for Logistics and Interpretation for Conferences - Unit: Multilingualism and Succession Planning.
Person designated as being in charge of the processing operation: Ms Katerina DARA-LEPOURA, Head of Unit of Multilingualism and Succession Planning: Email: LINC.interp-tests@ep.europa.eu
DG LINC's Data Protection Coordinator: LINC.information@europarl.europa.eu
The European Parliament's Data Protection Officer: Data-Protection@europarl.europa.eu
You can also contact the European Data Protection Supervisor: edps@edps.europa.eu
[1] Regulation (EU) 2018/1725 of the European Parliament and 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 applying to the processing of personal data carried out by the European Parliament.
[2] Directive No 95/46/EC of the European Parliament and of the Council of 24 October 1995 on the protection of individuals with regard to the processing of personal data and on the free movement of such data.