Privacy statement for temporary accommodation paid by the ECB for trainees and short-term staff

The European Central Bank (ECB) pays for accommodation for short-term staff and trainees under the conditions laid down in the Conditions of Short-Term Employment, in conjunction with Article 4.2 of the Rules for Short-term Employment, and in the rules governing the ECB traineeship programme.

What is our legal framework?

All personal data are processed in accordance with European Union data protection law, that is to say in line with Regulation (EU) 2018/1725.

Why do we process personal data?

Personal data are processed in order to introduce an eligibility check during the booking process (bookings are placed either by trainees and short-term staff, or by the ECB, directly with the contracted accommodation providers) and to verify booking invoices against trainees’ and short-term staff’s eligibility for paid temporary accommodation.

What is the legal basis for processing your personal data?

Your personal data are processed by the ECB based on a legal obligation to which the ECB is subject, as detailed in Article 21 of the Conditions of Short-Term Employment, in conjunction with Article 4.2 of the Rules for Short-term Employment, and Article 15 of the rules governing the ECB traineeship programme.

Who is responsible for processing your personal data?

The ECB is the controller for the processing of your personal data. The Employee Services Division is responsible for this processing.

Who will be the recipients of your personal data?

The recipients of your personal data (including entities who have access to that personal data) are the ECB’s contracted accommodation providers, ECB staff and external consultants involved in contract management activities for temporary accommodation.

What categories of personal data are collected?

The ECB and the contracted accommodation providers process the following personal data:

• Name
• Contact details
• Staff ID
• ECB contract type and contract duration

The contracted accommodation providers may also process data to obtain financial security from ECB trainees and short-term staff (e.g. credit card details) for any damages caused to the apartment or extra services requested by the guest that are not covered by the ECB.

Will your personal data (in a clear or encrypted form) be processed (e.g. transferred, accessed or stored) in third countries or by international organisations?

Your personal data might exceptionally be processed in third countries/international organisations based on the derogations for specific situations set out in Article 50(1) EUDPR.

How long will the ECB keep personal data?

Your personal data will be stored for a maximum of 10 years after expiry of your ECB contract before being deleted.

What are your rights?

You have the right to access your personal data and correct any data that is inaccurate or incomplete. You also have (with some limitations) the right to delete your personal data and to object to or to restrict the processing of your personal data in line with Regulation (EU) 2018/1725. The ECB may restrict your rights to safeguard the interests and objectives referred to in Article 25(1) of Regulation (EU) 2018/1725.

Who can you contact for queries or requests?

You can exercise your rights by contacting the Employee Services Division of the Directorate General Human Resources via [email protected]. You can also directly contact the ECB’s Data Protection Officer at [email protected] for all queries relating to your personal data.

Addressing the European Data Protection Supervisor

If you consider that your rights under Regulation (EU) 2018/1725 have been infringed as a result of the processing of your personal data, you have the right to lodge a complaint with the European Data Protection Supervisor at any time.