Privacy Policy
PN00095 - Privacy Notice: Registration of members of the personnel and contractor's personnel
Each Service at CERN is responsible for compiling its own Privacy Notice(s) regarding the data it processes as a controller.
This Privacy Notice is part of CERN's Layered Privacy Notice and details the processing that is unique to this Service. It does not address:
- processing by other services on which this Service may rely and which have their own Privacy Notice,
- processing activities carried out by this Service as a processor on behalf of other services, as processing services are not obliged to document their processing activities.
Personal Data we process
The personal data we have, and how it's used:
| Personal Data | Purpose | Basis - Explanation | Source |
|---|---|---|---|
| Name | To identify you as a (future) member of personnel, to manage your registration and administrative formalities. | Contract | You, personnel database |
| Name | To identify you as a (future) contractor's personnel, to manage your registration and administrative formalities. | Legitimate interest of CERN | Your employer |
| Gender and title in case you are a member of the personnel | To identify you | Contract | You, your employer or Personnel database |
| Gender and title in case you are a contractor's personnel | To identify you | Legitimate interest of CERN | Your employer |
| CERN ID, Person ID | To identify you | Legitimate interest of CERN | Personnel Records Service or Personnel database |
| E-mail address | To communicate with you | Legitimate interest of CERN | You, your employer or Personnel database |
| Your nationalities in case you are a member of the personnel | To identify you, to determine the administrative formalities relating to your stay in the region, to establish anonymous statistics | Contract | You, or Personnel database |
| Your nationalities in case you are a contractor's personnel | To identify you, to determine the administrative formalities relating to your mission at CERN, to establish anonymous statistics | Legitimate interest of CERN | Your employer |
| Your date and place of birth in case you are a member of the personnel | To identify you, to manage your registration, your administrative formalities and if applicable your contract and benefits. To establish anonymous statistics | Contract | You, or Personnel database |
| Your date and place of birth in case you are a contractor's personnel | To identify you, to manage your registration and your administrative formalities. To establish anonymous statistics | Legitimate interest of CERN | Your employer |
| Your preferred language | To communicate with you in the language of your choice | Legitimate interest of CERN | You or Personnel database |
| Your private addresses (local and in your home country), incl. phone number | To communicate with you | Contract | You or Personnel database |
| Your employer or contractor (incl. address, contract number, validity dates and possible extensions) in case you are a contractor's personnel | To manage your registration at CERN in case you are employed by a contractor of CERN | Legitimate interest of CERN | Your employer |
| Your technical coordinator in case you are a contractor's personnel | To be able to contact a CERN responsible in case of questions regarding your activities | Legitimate interest of CERN | Procurement Service |
| Your contract information (such as category of member of the personnel, benchmark job, job classification, contract type, contract start end date, probation period duration, home station, working hours/annual presence, financial benefits (e.g. salary, subsistence allowance, family benefits, installation, etc.), your home institution, result of medical examination) in case you are a member of the personnel | To manage and follow up your active or future contract and associated benefits, if applicable. | Contract | Human Resources Coordinator or Personnel database |
| Your contract extension and/or termination (incl. evaluations, decisions, eligibility to end of contract benefits) in case you are a member of the personnel | To manage and follow up your contract and associated benefits, if applicable. | Contract | Human Resources Coordinator or Personnel database |
| Your arrival and departure dates in case you are a contractor's personnel | To manage and follow up your administrative formalities during your mission at CERN | Legitimate interest of CERN | Your employer |
| Your career information (such as grade, salary position, role and their validity dates) in case you are a member of the personnel | To manage and follow up your active or future contract with the Organization and the associated benefits, if applicable. | Contract | Personnel database, Classification and recognition of Merit Service |
| Your job information (such as Organic Unit, supervisor name, role, summary of functions, detachments, participation in an experiment, if applicable, and their validity dates, internal address, localization on CERN site) | To manage and follow up your active or future contracts or missions | Legitimate interest of CERN | Human Resources Coordinator, your departmental, group or experiment secretariat |
| Your marital status (incl. validity dates, name of spouse/partner, birth date, nationality) in case you are a member of the personnel | To manage the administrative formalities and the associated benefits, if applicable. To keep up to date and accurate your personal records | Contract | You |
| Your children (incl. identity of child, birth date, nationality, adoption date if applicable, parental link, dependency) in case you are a member of the personnel | To manage the administrative formalities relating to your contract with CERN and the associated benefits, if applicable. To keep up to date and accurate your personal records | Contract | You |
| Your passport or ID card details (number, country, validity dates) in case you are a contractor's personnel | To identify you and to verify your identity | Legitimate interest of CERN | Your employer |
| Justifying documents, if applicable (e.g. Passport, ID Card, Birth/adoption certificates of children, Marriage or Partnership certificate, Death Certificate, Visa, home institution declaration, work permit) | To prove your administrative situation and any change, to keep up-to-date and accurate the personal file | Legitimate interest of CERN | You |
Personal Data we keep
The personal data we store, for how long and why:
| Personal Data | Retention Period | Purpose |
|---|---|---|
| All data above | Max. three years after the termination of your contract | To manage your mission or the working relationship between you and the Organization, to manage the administrative formalities after the end of your contract/mission. |
| All data above | Unlimited | To archive the personnel records according to Operational Circular no. 3 |
Who at CERN has access
In addition to yourself, personal data collected by this Service is accessible by the following services, teams or individuals at CERN:
| Personal Data | Who | Purpose |
|---|---|---|
| All data above of members of the personnel with other status than USER, COAS, VISC | Personnel Records Service | To manage the personnel records and your administrative formalities |
| All data above of members of the personnel with the status USER, COAS, VISC | Users Office | To manage the personal records for theses categories and your administrative formalities |
| All data above of CERN's contractor personnel | Registration Service | To manage the registration and the records of personnel of CERN's contractor and your administrative formalities |
| All data above | e-files Service | To provide the technical platform to store the data, for technical support and troublshooting |
| All data above | Business Computing Service | To provide the technical platforms (EDH, ORACLE HR, etc.) to collect and store the data, for technical support and troubleshooting |
| If you are a member of the personnel insured with CHIS: Person ID, CERN ID, name, date of birth, gender, nationality, your children, preferred language, e-mail address, your private address, your marital status | CHIS service | To provide health insurance services to you and your family in case you are ensured with the CHIS |
| If you are an employed member of the personnel: name, date of birth, nationality, gender, your marital status, your children, CERN ID, Person ID, your contract information, your career information, your job information | Pension Fund service | To insure you with the pension fund in case you are an employed member of the personnel |
| All data above in case you are a member of the personnel | Personnel Accounting Service | To pay you financial benefits (such as salary, subsistance allowance) and to apply the necessary deductions (e.g. for CHIS contribution, etc.) |
| All data above except justifying documents | Your hierarchy and your departmental, group and/or experiment secretariat | To plan, manage and follow-up your contractual and work situation in your department/unit |
| All data above | Medical Service | To follow-up your medical situation at work |
| Name, CERN ID/Person ID; e-mail address, contract start and end date; Organic unit | Single Sign On and Acccount Management Service | To create and manage your computer account and to provide you with the required computing facilities |
| All data above in case you are a member of the personnel | Compensation and benefits Service | To determine and to manage your financial benefits, if applicable. To follow up your contractual situation and associated benefits. |
| All data above in case you are a member of the personnel | Swiss and French card and visa Service | To establish your legitimation documents (Swiss and French cards) and to manage the administrative formalities for you and your family members |
| Name, CERN ID, email address, your job information and your contract information in case you are a member of the personnel | Human resources advisers and coordinators | To contact you to prepare your arrival at CERN, to clarify any formalities and questions you may have; to support you during your (pre-)onboarding |
| All data above in case you are a member of the personnel | Classification and recognition of Merit Service | To determine your career details for instance your entry salary position |
For more detailed information about personal data and privacy please refer to the Data Privacy web site .
For questions regarding this Privacy Notice, please contact this Service.
For questions regarding personal data and privacy please contact the Office of Data Privacy .
To request to exercise data subject rights please fill and submit the following online form.
This Privacy Notice is subject to revision.
Last revision: 03-09-2024 17:14:02
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