Terms And Conditions

Preamble

The African Union Commission (AUC), the Regional Economic Communities (RECs) and the Regional Mechanisms (RMs), Eastern African Standby Force (EASF), Economic Community of Central African States (ECCAS), Economic Community of West African States (ECOWAS), North African Regional Capability (NARC) and Southern African Development Community (SADC)), use a web-based application with a database management system called the 'ASCdatabase' for managing and administering its expert roster, the African Standby Capacity (ASC). The AUC, RECs and RMs place the outmost importance on the protection of personal data. The collection, storage and use (hereafter referred to as 'processing') of the data provided to the AUC, RECs and RMs by the applicant/expert shall be carried out with accuracy and responsibility.

Privacy Policy

1. Purpose of the data processing

The data in the 'ASCdatabase' application shall be used for the purpose of reviewing applications for civilian deployments, managing training activities, and processing nominations and deployments of AUC, RECs and RMs experts. Any other use of the data shall always require prior approval by the expert.

2. Security mechanisms

The data provided through the application, including uploaded files, shall be processed by secured servers. The AUC shall protect the data against unauthorized use and loss by way of suitable technical and organizational safeguards.

3. Accessing the 'ASCdatabase' internally

Access to the 'ASCdatabase' is protected by a password, which must include at least seven characters and at least one special character. With regards to the user name and the password, the system distinguishes between UPPERCASE and lowercase characters. Only authorized staff of the African Union Commission, Regional Economic Communities and Regional Mechanisms have access to the 'ASCdatabase'.

4. Accessing the 'ASCdatabase' externally

Access of applicants/experts to the 'ASCdatabase' application is protected by a password, which must include at least seven characters and at least one special character. With regard to the user name and the password, the system distinguishes between UPPERCASE and lowercase characters. This password is not known to AUC, RECs and RMs staff. Moreover, AUC, RECs and RMs staff cannot assign a new password. This must be created by the applicants/experts themselves through the 'password forgotten' function or, after logging in, through the 'welcome, change password' function. The password shall not be made available to third parties. AUC shall not be liable for damage created by the misuse of data by the applicant/expert.

5. Responsibility for the data stores

Applicants/experts shall be obliged to keep their profiles updated. The applicants/experts themselves shall be responsible for the content made available to the 'ASCdatabase'. Content, which violates ethical standards, particularly through pornographic, illicit or inappropriate political and/or religious content, must not be entered. The AUC, RECs and RMs, however, assume no liability for such infringements.

6. Approval for processing

In order to be able to process an application and to use personal data for the defined purpose, the applicant’s or expert’s consent is required. By accepting the terms and conditions the applicant agrees that his/her data may be used by designated AUC or REC or RM staff to carry out the respective functions. The applicant also accepts dissemination and sharing of his/her data with respective RECs, RMs and international organizations tasked with recruiting, deploying and supporting personnel for peace operations. The sharing of personal data with other parties, including relevant agencies in crisis prevention, requires prior approval by the applicant/expert.

The general approval to forward personal data for the purpose of candidatures for work assignments may be revoked by the expert by deleting his/her profile in the 'ASCdatabase'.

7. Updating

Insofar as data protection laws and regulations are subject to changes or amendments, the AUC reserves the right to modify or supplement its data protection policy.

Terms and Conditions (Terms of Use) for the 'ASCdatabase'

In the following, the use of the 'ASCdatabase' application is described in more detail. This includes clarification on the access to data within the AUC, RECs and RMs.

Please read this information carefully and confirm your acceptance of the Terms of Use after you have completed your online registration and application by ticking the respective box.

1. Purpose and responsibilities for the use of the 'ASCdatabase'

For the targeted and timely deployment of civilian personnel to peace operations it is essential to build and maintain a cadre of qualified personnel. To this end, the AUC, RECs and RMs manage a roster of screened, trained and available experts.

Requests for personnel come either directly from international organizations or by the AUC, RECs or RMs. Using the database, the AUC, RECs and RMs pre-select suitable experts for different tasks. The 'ASCdatabase' represents the core tool for criteria-based searching, contacting, nominating and supporting experts and for administering their field deployments.

2. Access to the database

Persons of at least 18 years of age are eligible to establish their individual profile in which the information relevant for the evaluation of the application as well as for deployment can be saved. It is not possible to make more than one registration or application under the same user name. A profile can be created by entering data as well as uploading professional and educational certificates. However, the AUC, RECs and RMs also provide the possibility of an offline application via an offline application and registration form, which can be downloaded from the registration page of the ASCdatabase.

After registration with the 'ASCdatabase', a link will be sent to the applicant’s email address. By clicking on this link, the validity of the applicant’s email address is verified and access to the applicant’s profile is approved. The user name will be stored and can no longer be changed. However, the applicant him/herself may create a new password. The applicant can log in to manage his/her profile only by entering a valid user name and password.

After completing the profile, the applicant approves the release of his/her data by accepting the Terms and Conditions and the Privacy Policy. The applicant may amend or update his/her profile at any time, except for selected sections of the profile, which can only be amended by AUC, REC or RM staff due to quality insurance purposes. All information provided by the applicant or expert must be truthful and must be supported by valid certificates or documents upon request. The applicant/expert shall be obliged to update his/her profile to reflect recent relevant and professional information.

After the submission of an application, a decision will be taken on the admission to the African Standby Capacity (ASC). Additional information and qualifications may be requested after the applicant has been accepted into the roster and shall be verified by the AUC, RECs or RMs after submission of supporting documents.

3. Login and use for members of the African Standby Capacity

By entering their user name and password, members of the African Standby Capacity can amend and update their profile. Some sections in the profile, however, can only be updated by the AUC, RECs or RMs upon submission of evidence by the roster member.

4. Data security and data protection

4.1. Data access

The database is accessed through certified and encrypted SSL and through special identification with a user name and a password. Each user may read and change only his or her profile. As for the AUC, RECs and RMs, only authorized staff shall have access to the data.

4.2. Deletion and archiving

Each user may - irreversibly - delete his or her profile from the ‘ASCdatabase’ at any time. The database is programmed in such a way that it sends automatic reminders by email to members who have not logged into their profiles for six months. If there is no response, the AUC, RECs or RMs may archive the member’s profile. However, archived profiles may be reactivated by the AUC, RECs or RMs at any time. Profiles, which have remained in the archive for more than five years may be automatically and irreversibly deleted by the system.

5. Legal claims

There is no right or entitlement whatsoever on the part of an applicant or expert to be accepted for the African Standby Capacity. A decision shall be made based on an internal screening and selection process applying a set of criteria published on the ASC website. Accordingly, the AUC, RECs and RMs will not provide a justification on the decision taken. In turn, entering his/her profile does not constitute an obligation on part of the applicant to be deployed in a peace operation or other kinds of missions.

6. Acceptance of the Terms of Use

Upon the acceptance of the Terms of Conditions:

• the applicant declares that s/he approves that data and documents are being kept on file by the AUC or applicable RECs or RMs;
• the applicant declares that, if admitted to the ASC, will use the service and information provided by the AUC, RECs or RMs only for the purposes prescribed by the AUC, RECs or RMs; and
• that s/he agrees that his/her profile is being shared with relevant other AUC departments, RECs/RMs and international organizations for the purposes described in the AUC mandate.