Privacy Notice for Applicants

When you apply for a position being offered by the Horizon Europe MSCA Doctoral Network (MSCA-DN) "Entanglements of Migration and Time in Post-industrial Urban Europe (MITIME)", the members of MITIME will process your personal data and store them for the duration required to select qualified Doctoral Researcher and to comply with MITIME's contractual obligations. In the sections below we inform you about the data this involves, how your data will be processed and what rights you have in this regard. The beneficiary partners in MITIME are Erasmus University Rotterdam, Koç University, Ruhr University Bochum, University College Cork, University of Deusto, University of Liège and University of Oulu. The coordinating partner institution, University of Oulu, will act as data controller. The named data controller contact person at the University of Oulu is Prof Roger Norum (roger dot norum <at> oulu dot fi).

When you choose to submit an application regarding one or more of the Doctoral Researcher positions, we collect and process the following mandatory data for the purpose of evaluating your application and completing the recruitment process:

• Personal information (name, gender, date of birth, nationality)
• Contact information (address, email, phone number)
• Eligibility check (mobility rule compliance, proof of English proficiency)
• Educational background (Bachelor's Degree, Master's degree, including transcripts and thesis)
• Position preferences
• Supporting documents (CV, letter of motivation, research plan)
• Self-reported skills and competences (languages, experience in migration studies)
• References (contact details of two academic or professional references)

We furthermore process any other information which you choose to include in your application.

The application is submitted directly to the MITIME website portal. The researchers who make up the recruitment committees at the MITIME recruiting institution to which you are applying are responsible for the initial review of your application. They will assess the contents of your application as to eligibility regarding for example academic qualifications, mobility inclination, and your interests and preferences in view of the available positions.

After completion of the initial assessment, the Host Institution may invite you to an interview. The interview will be considered when rating your skills, competencies and interview performance in respect of the position in question. Before a final decision is reached, your applications and the assessment of the Host Institution will be reviewed by a Selection Committee consisting of representatives of MITIME consortium members and representatives from the host institution. The Selection Committee is responsible for performing an overall assessment of the suggestions of the Hosting Institutions (e.g. managing double applications, checking for critical flaws) and will establish a ranking according to which the individual positions are offered.

The MITIME members base their processing of your personal data for the purposes of assessing your application as set out above on the legal bases of Art. 6 (1) lit. b GDPR (processing necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract) and Art. 6 (1) lit. f GDPR (legitimate interest of the MITIME members in organizing and executing the recruitment process in an efficient manner in alignment with the funding requirements of the European Union and MSCA-DN). Note that Koç University, located in Türkiye, which is outside the European Union, is a MITIME partner institution. Thus, the data from some applications will be transferred outside the European Union.

The information you provide will not be transferred to third parties, that do not belong to the MITIME consortium, except in cases where there is a legal obligation for the disclosure.

The data collected will be retained for the duration of the Project Implementation, and for five (5) years after its completion, in case an audit for the recruitment process is initiated by the funding agency. Your data will be deleted after this period has expired and you will not be informed separately about the deletion of your data.

In accordance with the current legal framework, MITIME takes all the appropriate technical and organizational measures to ensure the lawful and fair processing as well as the appropriate level of security against the risks of unfair processing. Note that no automated decisions or profiling will be made in the recruitment process. All data are treated as confidential and stored in secure ICT systems such that only authorized persons are able to access such data.

For your personal data, you have the right to submit a request to the controller(s) for access to and correction or deletion of your personal data or restriction of processing concerning you, as well as the right to portability of your data. You can submit your request by sending an email to the respective person you submitted your application to.

More information about how how your data is collected, processed and handled on behalf of the University of Oulu can be found at the University’s data privacy notice for job applicants. If you believe that your personal data and your rights are being violated, you should contact the Data Protection Officer of the University of Oulu at [dpo <at> oulu dot fi]. In case you do not receive satisfactory response, you can file a complaint with the Finnish Office of the Data Protection Ombudsman through the website www.tietosuoja.fi.

This policy was updated on 09/11/2025.