DATA PROTECTION DECLARATION AND PROVISION OF INFORMATION FOR CANDIDATES AT INDIVHR (ART 13 GDPR)
FOREWORD
First of all: We treat your personal data confidentially and in accordance with the statutory data protection regulations.
In the following, we would like to inform you which personal data we collect from you when you register on our candidate portal, why we need this data, how we use it and who you can contact if you have any questions.
All personal designations are to be understood as gender-neutral. For reasons of easier readability, only the masculine form is used in the following.
TO WHOM IS THIS PRIVACY POLICY ADDRESSED?
The declaration is aimed at persons (hereinafter also referred to as candidates) who create a free career profile in the context of our candidate portal at indivHR either in the course of an application or on their own initiative or who start an application process.
indiv HR GmbH
A-1010 Vienna
Ballgasse 4/10
Mobile: +43 664 416 1456
E-mail: [email protected]
https://indivhr.com
UID: ATU 71171206
FN 455249i
Contact the data protection officer: Ilka Zeiner-Szentkiralyi, [email protected]
FOR WHAT PURPOSE DO WE PROCESS YOUR DATA?
We use your data for Career counselling and Job placement. You can register for our candidate pool without a specific job position. An indivHR recruiting partner will contact you by e-mail or telephone as soon as there are suitable jobs for your candidate profile and discuss the next steps.
As a candidate, you can also create a profile and use it to apply directly for a specific job position. Unfortunately, the first application you actively apply for is not always successful. Even in this case, indivHR Recruiting Partners will contact you by e-mail or telephone as soon as there are other suitable job positions for your profile.
ON WHAT LEGAL BASIS DO WE PROCESS YOUR PERSONAL DATA?
We process your personal data on the basis of your express consent (Art. 6 para. 1 lit a and Art. 9 para. 2 lit a GDPR), which you can give us specifically and voluntarily. Without your Consent we may not and will not process your personal data unless the processing takes place (in addition) for the fulfilment of legal obligations and for legitimate interests (Art. 6 para. 1 lit f GDPR) in connection with the assertion, exercise or defence of legal claims (e.g. claims under the Equal Treatment Act).
You are not legally or contractually obliged to disclose your personal data. However, we cannot accept applications or inform you of suitable jobs without your personal data.
WHAT PERSONAL DATA DO WE COLLECT AND PROCESS?
The following categories of data are collected upon registration in the candidate portal and subsequently processed:
- IP address, registration data (login, password)
- Personal data (first and last name, date of birth)
- Address data
- Contact details (telephone number, e-mail address)
- Application documents (cover letter, CV or certificates)
- Professional background (details of previous employment)
- Data on your education (information on degrees or school-leaving qualifications)
- Job requirements (desired level of employment, desired salary, notice period)
- Skills and qualifications (additional training, certificates, languages, hobbies)
- Date and time (of registration or update)
In the course of the further recruiting process, your data will then be supplemented by an individual contact person:
- Interview dates, interview notes and comments on your profile (information on the motive for the change)
- Residence permit (only applies to persons from third countries)
- E-mail communication with the indivHR contact person
- Job positions that we suggest to you or for which you apply
- Tagging your profile to make it easier to find
Please note that health data, information on racial or ethnic origin, political, religious, trade union or sexual orientation are among the data particularly worthy of protection (special categories of personal data pursuant to Art. 9 GDPR). We would therefore ask you to provide such data not to us. Neither in the form of CVs nor in the form of other documents and records.
DOES PROFILING TAKE PLACE?
In our recruiting processes, there are no automatic mechanisms that lead to candidates being automatically eliminated from the application process or automatically suggested to one of our clients. The decision as to which candidates are approached for which positions or forwarded to one of our clients is always made by the responsible indivHR recruiting partner. There is therefore no automated decision-making including profiling in accordance with Art. 22 GDPR.
In order to be able to efficiently suggest suitable job positions to you as a candidate, indivHR indexes candidate profiles to make them easier to find in the candidate database. Data from the application documents, skills and qualifications or professional background are included in the keywording. For new jobs, the candidate profiles are matched with the job requirements using these keywords and all other data stored in the candidate profile.
Furthermore, indivHR employees and recruiting partners use semantic search algorithms to match candidate profiles with job positions. Using this method, we are also able to find candidates who use synonymous terms (e.g. consultant instead of advisor) in their application documents.
WHO GETS YOUR DATA?
indivHR employees and recruiting partners
In order to fulfil the purpose, the responsible employees and external recruiting partners of indivHR and the companies affiliated with indivHR (see above) have access to all the data listed under "What personal data do we collect and process?".
indivHR Client
As part of the recruiting process, suitable job positions will be suggested to you. After an interview at indivHR or a consultation with you, we forward your data for a specific job position to individual clients. The client does not receive full access to your data, but a so-called candidate report is generated in the form of a PDF document. This report is created for each position and contains your master data (personal, address and contact details), your professional requirements (e.g. desired salary or notice period) and the indivHR recruiting partner's assessment based on interview dates and notes. Clients of indivHR may be obliged to pay fees to indivHR for a period of up to 2 years from the date of transmission of the applicant data. For verification purposes, clients may store applicant data (name, date of birth and e-mail address) for this period. Our clients are contractually bound to confidentiality and secrecy.
Technical service providers
We use service providers (so-called processors) to support us in the provision of our services. Examples of such service providers are the manufacturer of our recruiting software or hosting providers who provide us with servers for software operation. These service providers only have access to your data on a case-by-case basis for maintenance purposes. They are contractually bound to confidentiality and data security measures by an order processing agreement in accordance with Art. 28 GDPR, whereby compliance with the data security measures is regularly checked by us.
Other recipients
In order to fulfil legal obligations or to defend against legal claims, we may occasionally have to grant authorities or courts access to your data.
WHAT RIGHTS DO YOU HAVE?
Under the General Data Protection Regulation (Articles 15 to 22), you have the right to information, erasure, restriction, data portability, rectification and objection. We would like to explain some of these rights in more detail below:
- Your right to information and rectification
You will of course receive information about your personal data that is stored and processed by us. If your data is no longer accurate or incomplete, you can request that it be corrected or supplemented. - Your right to cancellation and deletion of your personal data
You can withdraw your consent at any time and exercise your "right to be forgotten". In this case, we are obliged to erase the personal data concerning you and to inform all recipients to whom your personal data has been transmitted of your request for erasure. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. - Your right to restriction, data portability and objection as well as measures in connection with automated decision-making
You can also exercise the right to restrict the processing or provision of your data within the scope of the right to data portability and object to this (particularly in direct marketing). You can also request various measures in the context of automated data processing (such as the intervention of a person or the presentation of your own point of view).
You also have the right to lodge a complaint with the data protection authority. Complaint if you feel that your rights have been violated. You can find the contact details of the Austrian Data Protection Authority here: https://www.dsb.gv.at/kontakt.
HOW LONG WILL YOUR PERSONAL DATA BE STORED?
Your personal data will be stored until you revoke your consent. However, statutory documentation obligations (e.g. Federal Fiscal Code in connection with job placements) or documentation for the assertion, exercise or defence of legal claims (e.g. Equal Treatment Act, customer claims of any kind) may make processing necessary even after receipt of your declaration of revocation. In these cases, we will inform you accordingly that the processing will continue and why, and inform you of the cancellation.
We reserve the right to delete the profiles of candidates for whom we have been unable to suggest suitable job positions over a longer period of time. Should there be a job position of interest to you at a later date, you can create a new profile at any time.
Please note that under certain circumstances, deletion may not take place immediately, but only after a delay, due to legal obligations or for the assertion, exercise or defence of legal claims. For example, a period of 6 months applies to the assertion of claims under Sections 15 (1) and 29 of the Equal Treatment Act due to discrimination in application procedures.
WHO CAN YOU CONTACT?
If you have any questions about this privacy policy or wish to exercise your rights, please contact our data protection officer:
indivHR GmbH
Ilka Zeiner-Szentkiralyi
Ballgasse 4/10
1010 Vienna
E-Mail: [email protected]
Vienna, 13 December 2022
