CV Repository Terms of Use

This page outlines the Terms of Use for the Informatics Europe CV Repository of Students and Graduates, a service offered by Informatics Europe (“IE”) to connect early career professionals and employers, both in industry and academia, in informatics and related disciplines. These Terms of Use will be revised periodically to comply with Informatics Europe best practices and relevant regulations.  

A. Applicants Rights and Obligations 

1. Applicants are Bachelor’s students of the last year of study, Master’s and PhD students or recent graduates of an institution which, at the time of registration to the CV repository, is a member of Informatics Europe. 
2. Applicants’ participation in the repository is strictly voluntary and free of charge.  
3. Applicants are granted with rights over their personal data pursuant to the relevant Privacy Policy. 
4. Applicants may review at any time the information contained in the repository, as well as temporarily disable or completely remove their information from the repository at any time. 
5. Applicants are expected to submit accurate information as described in the Applicant’s Profile section of the Privacy Policy.
6. After registration, Applicants understand that they need to protect their password to the repository. 
7. Applicants acknowledge and accept that, pivotal to its proper functioning, the repository is searched by Recruiters by the following criteria:
   • Personal data (country of residence)
   • Employment Interests (country preferences, Informatics areas of interests)
   • Educational History (institution name, institution country, level of education, entry date, graduation date, program name, main and secondary focus of program, main and secondary focus of thesis)
   •  Keywords in the CV.
8. Applicants understand that, for a given search query, only the most recent 20 matches are visible to Recruiters. Regularly updating their profile increases Applicants’ chances to be found by Recruiters. To this end, Applicants acknowledge and accept that they will periodically (once every 12 months of inactivity) receive notifications from IE prompting them to update their profile, with reminders at a two-monthes distance. After a fourth unfulfilled reminder (i.e. 18 months after the last update), Informatics Europe will proceed to delete the Applicant’s profile from the CV Repository, and this deletion will be finalized at the conclusion of the calendar year.
9. Applicants acknowledge and accept that they might be contacted by Recruiters, who autonomously decide if and how to further process their personal data found within the Informatics Europe CV Repository, to invite them to take place in recruiting activities (e.g., apply for a position or join an interview).  

B. Recruiters Rights and Obligations 

1. Recruiters may search the database by the following criteria:  
   • Personal data (country of residence)
   • Employment interests (country preferences, informatics areas of interests)
   • Educational history (institution name, institution country, level of education, entry date, graduation date, program name, main and secondary focus of program, main and secondary focus of thesis
   • Keywords in the CV.
2. Recruiters are granted with rights over Applicants personal data pursuant to the relevant Privacy Policy.
3. Recruiters acknowledge and accept that Informatics Europe does not provide any guarantees about the accuracy of the information submitted by the Applicants. 
4. Recruiters acknowledge and accept that they may have to pay fees to use the repository. Such fees may be based on different levels of access and may be revised annually. 
5. Recruiters shall not share their access to the CV repository with third parties.  Such access is granted by the CV repository system administrator.
6. Recruiters shall not share the search results obtain through the CV repository with third parties, except when needed for their internal recruiting processes.  
7. Recruiters understand that, after each search query, the system shows the total number of Applicants who best match the searched criteria. However, only the 20 most recently updated Applicant profiles are accessible; a refined search is needed to view new profiles. 
8. Recruiters acknowledge and accept that, since they will autonomously decide if and how to further process Applicants’ personal data (i.e., whether or not – and how - to directly contact an Applicant, should the latter’s profile be suitable to their research), they shall be considered as autonomous data controllers over such further processing for their own purposes. Therefore, Recruiters shall be solely responsible for compliance with their own legal obligations around such processing of personal data as data controllers for their own purposes. In particular, Recruiters acknowledge and accept the following (non-exhaustive) commitments:
   • Recruiters commit to independently providing adequate information to Applicants on the Recruiters’ processing of personal data for their own purposes, as required by the applicable data protection laws.
   • Recruiters shall only process Applicants’ personal data as strictly necessary for the lawful performance of the processing activities for their own purposes as indicated in their privacy notices, according to these Terms of Use and the applicable data protection laws.
   • Recruiters will be responsible for ensuring that, regarding the processing activities for their own purposes, Applicants’ personal data will not be processed for any longer than necessary to meet such purposes.
   • Recruiters will be responsible for addressing any requests or communications received from Applicants for the exercise of their rights related to the processing of Applicants’ personal data for their own purposes under the applicable data protection laws. 
   • Recruiters will be responsible, as an independent data controller, for complying with the applicable data protection laws on the engagement of data processors to further handle Applicants’ personal data on their behalf as well as for any other obligations they may have pursuant to the applicable data protection laws.
   • Recruiters will be responsible for addressing any security incidents they suffer which affect Applicants’ personal data stored or otherwise used by them, including prevention, detection, assessment, remediation and notification (to supervisory authorities and/or individuals) of such incidents. 
   • Recruiters will be responsible for addressing any requests or communications received from competent supervisory authorities related to the processing of Applicants’ Personal Data for their own purposes under the applicable data protection laws.
     Moreover, Recruiters acknowledge and accept that IE will have no active role, nor will it be held responsible for such the processing activities of personal data for their own purposes, aside from providing Recruiters and Applicants with the service at stake.

May 2023