Privacy Policy
PN01636 - Privacy Notice: Determination of contract entitlements, and treatment of arrival and departure benefits and advice
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.
Description of the processing activity that is documented in this privacy notice:
Handling of personal data to provide benefits related to arrival and departure, such as payment of travel costs, installation and reinstallation indemnities
Description of the categories of data subjects concerned by the processing:
Beneficiaries of arrival and departure benefits, incl. their family members
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 beneficiary of arrival and departure benefits | Legal Obligation | Personnel database |
| CERN Id | to identify you as a beneficiary of arrival and departure benefits | Legal Obligation | Personnel database |
| Date and place of birth | To identify you | Legal Obligation | Personnel database |
| Nationality | To identify you and determine home station (staff only) | Legal Obligation | Personnel database |
| Spouse/partner and number and age of dependant children | To define entitlement for family benefits (arrival and departure travel, removal, installation and reinstallation indemnities) | Legal Obligation | you or Personnel database |
| Place of residence at the time of the selection and for the staff, place of residence for the past 5 years | To define entitlements for your arrival benefits and international eligibility (Staff only) | Legal Obligation | you |
| Home station | To define entitlements for arrival and departure benefits | Legal Obligation | You |
| Your contractual situation at CERN (incl. your category of member of the personnel, contract start and end date, salary grade, family allowance, resident category, working hours, and spouse contractual situation at CERN if applicable) | To calculate the amount of installation and reinstallation indemnities, and in case of couples where both work at CERN who will be the beneficiary. | Legal Obligation | Personnel database |
| New place of residence (start of contract) | To define entitlement for arrival travel, removal (staff only) and installation indemnity (staff and graduate only) | Legal Obligation | You and Personnel database |
| New place of residence (after the end of contract) | To define entitlement for departure travel, removal (staff only) and reinstallation indemnity (staff only) | Legal Obligation | You |
| Your installation indemnity claim | To handle the payment of installation indemnity | Legal Obligation | Personnel database |
| Your reinstallation indemnity claim (staff only), including supporting documents such as proof of fiscal residence, departure certificate etc. | To handle the payment of reinstallation indemnity | Legal Obligation | You |
| Your arrival and departure travel claim (including supporting documents where necessary etc.) | To handle your request of reimbursment | Legal Obligation | You |
| Your request to receive benefits | To handle your reinstallation indemnity request | Legal Obligation | You |
| Your termination indemnity (incl. eligibility decision, amount) | To handle the payment of termination indemnity | Legal Obligation | Arrival and departure benefits service |
| Decisions on payment of claims | To handle the claims | Legal Obligation | Arrival and departure benefits service |
Personal Data we keep
The personal data we store, for how long and why:
| Personal Data | Retention Period | Purpose |
|---|---|---|
| All data above | 3 years after your contract expiry | To establish your entitlements and to process your claims, respecting the legal delays and time limits |
| All data above | 50 years after your contract expiry | For fraud prevention and detection; for the establishment, exercise and defense of possible claims; to comply with archiving obligations as set-out in Operational Circular no. 3 |
| Arrival travel, departure travel, installation and reinstallation claims | 10 years after the payment of the claim | To process your claims, to establish statistics, and for fraud prevention and detection |
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 | Arrival and departure benefits service | To define entitlements, to process your claims and financial benefits |
| All data above except claims | Records Office | To update the personnel database with the corresponding information and to store the files and folder in e-files |
| All data above | HR legal advisors | In exceptional case, if required to request a legal analysis of the situation |
| All data above (except supporting documents related to reinstallation) | Personnel accounting service | To execute the payment of benefits and claims |
| All data above except installation and reinstallation claims | Your DAO | To handle arrival and departure travel |
| All data above | Business Computing Service | To provide the technical platforms (EDH, OHR, efiles, HRT) to process your declaration of family situation and/or your payment claim internally at CERN and store the data, for technical support and troubleshooting |
| All data above except claims | Recruitment Service | To issue the contract after your recruitment with the applicable benefits |
Personal Data we may transfer to others
Personal data we share with entities or individuals outside the Organization:
| Personal Data | 3rd Parties | Purpose |
|---|---|---|
| Name, Date of birth, Nationality, Home address, Your request to receive benefits, New place of residence; Your reinstallation indemnity claim | National authority in charge of your residency registration; in France and in other countries this may be the tax authorities | In exceptional case, if required to verify the information provided in the justifying documents and to check the accuracy of their content, and to request information regarding a situation that needs further clarification; for fraud detection and prevention |
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: 01-04-2025 15:11:17
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