APPLICANT PRIVACY POLICY

CONVOTIS GmbH (“CONVOTIS”) values your trust and is committed to the responsible management, use and protection of personal information. This Applicant Privacy Policy (“Policy”) describes our practices in connection with all the information that we collect through the Careers section of our website (located at https://www.convotis.com/en/career/) (“Careers Site”) and offline in connection with your application for a job or internship with CONVOTIS or one of our affiliates.  Personal information submitted elsewhere on CONVOTIS’ and its affiliates’ web sites will be used in accordance with our general online Privacy Policy (located at https://www.convotis.com/en/privacy/).

PERSONAL INFORMATION WE COLLECT

Information You Provide

We collect personal information from you in connection with your application:

Information we collect includes:

  • Name, address, telephone number, e-mail address, and other contact information;
  • Username and password;
  • Work authorization status;
  • Date of birth;
  • CV, résumé, photo, cover letter, previous work experience and education information (e.g., academic degree);
  • Skills;
  • Professional and other work-related licenses, permits and certifications held;
  • Information relating to references; and
  • Any other information you elect to provide to us (e.g., employment preferences, willingness to relocate, current salary, desired salary, awards or professional memberships).

We can also inquire about criminal records. We will do so only where so permitted by applicable law. Otherwise, we ask that you avoid submitting information that may qualify as sensitive information under applicable law, except where such information is legally required. Sensitive information includes detail such as race, religion, ethnicity, nationality or national origin, age, gender identity, sex life or practices or sexual orientation, marital status, medical or health information (including disability status), genetic or biometric information, biometric templates, political or philosophical beliefs, political party or trade union membership, veteran status, judicial data (such as criminal records or information on other judicial or administrative proceedings).

Any information you submit through the Careers Site must be true, complete and not misleading. Submitting inaccurate, incomplete, or misleading information may lead to a rejection of your application during the application process or disciplinary action including immediate termination of employment. In addition, it is your responsibility to ensure that information you submit does not violate any third party’s rights.

If you provide us with personal information of a reference or any other individual as part of your application, it is your responsibility to obtain consent from that individual prior to providing the information to us.

INFORMATION FROM OTHER SOURCES

To confirm the information in your application, and as permitted by applicable law, CONVOTIS sometimes obtains information about you from other sources:

Other sources include:

  • Your references;
  • Prior employers;
  • Educational institutions you attended; and
  • Public authorities.

USE OF INFORMATION

The information that you submit on the Careers Site will be used for CONVOTIS’ global personnel recruitment, management and planning purposes, as permitted by applicable law: 

  • To process your application. We will engage in these activities to manage our contractual relationship with you, with your consent (to the extent we have asked you for it), or based on our legitimate interests;
  • To assess your capabilities and qualifications for a job. We will engage in these activities to comply with a legal obligation, to manage our contractual relationship with you, or based on our legitimate interests;  
  • To conduct reference checks. We will engage in these activities to comply with a legal obligation or based on our legitimate interests;
  • To respond to your inquiries and communicate with you about your application, and to send you information regarding the Careers Site and changes to our terms and policies. We will engage in these activities to comply with a legal obligation, with your consent (to the extent we have asked you for it), or based on our legitimate interests;
  • To comply with or monitor compliance with any applicable law or regulation. We will engage in these activities to comply with a legal obligation or based on our legitimate interests; and
  • To preserve our other legitimate interests, for example, for CONVOTIS’ administrative purposes, aggregate management reporting, internal training, and as generally required to conduct our business within CONVOTIS and its affiliates.

The information about you will be added to CONVOTIS’ international candidate database and can be retained and used to consider you for opportunities at CONVOTIS and its affiliates other than the one(s) for which you apply.  If you do not wish us to do this, please contact us at the address in the “Contact Us” section below.

If we hire you, personal information we collect in connection with your application can be incorporated into our human resources system and used to manage the new-hire process; any such information can become part of your employee file and used for other employment-related purposes.

Providing personal information to us through the Careers Site is voluntary. However, if you do not provide sufficient information, CONVOTIS may be unable to consider your employment application or, if you are hired, your subsequent promotion, transfer or relocation.

DISCLOSURE AND TRANSFER OF INFORMATION

CONVOTIS shares personal information with affiliates that are involved in evaluating candidates for a given position. Our affiliates will be responsible for handing all of your legitimate requests regarding shared Personal Information. Our affiliates are listed here: https://www.convotis.com/imprint/.

We will limit access to personal information to personnel with a business need to know the information for the purposes described in this Policy, including personnel in the recruiting, human resources and information technology departments, and in the department responsible for the position for which you are applying.

CONVOTIS also shares personal information with our third-party service providers to facilitate services they provide to us, including hosting and operating the Careers Site, recruiting assistance, and applicant screening processing. 

Disclosing your personal information can include transferring personal information to other countries, including the United States or any other country in which we or our service providers have operations. If you are located in the European Economic Area (the “EEA”) this may include countries outside of the EEA. Some non-EEA countries are recognized by the European Commission as providing an adequate level of data protection according to EEA standards (the full list of these countries is available here: https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en. For transfers from the EEA to countries not considered adequate by the European Commission, we have put in place adequate measures, such as standard contractual clauses adopted by the European Commission to protect your Personal Information. You may obtain a copy of these measures by contacting us in accordance with the “Contact Us” section below.

OTHER USES AND DISCLOSURE OF INFORMATION

We also use and disclose your personal information as necessary or appropriate. We do so when we have a legal obligation or legitimate interest:

  • To comply with applicable
  • This can include laws outside your country of residence.
  • To respond to requests from public and government authorities.
  • These can include authorities outside your country of residence.
  • To cooperate with law enforcement.
  • For example, when we receive law enforcement requests and orders.
  • For other legal reasons.
  • To enforce our terms and conditions; and
  • To protect our rights, privacy, safety or property, and/or that of our affiliates, you or others.
  • In connection with a sale or business transaction.
  • We have a legitimate interest in disclosing or transferring your personal information to a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets or stock (including in connection with any bankruptcy or similar proceedings)

DATA RETENTION

We will retain personal information for the period necessary to fulfill the purposes outlined in this Policy unless a longer retention period is required or permitted by law. The criteria used to determine our retention periods are: (i) the duration of the application process; (ii) as long as we have an ongoing relationship with you; (iii) as required by a legal obligation to which we are subject; and (iv) as advisable in light of our legal position (such as in regard of applicable statutes of limitations, litigation, or regulatory investigations.

We may remove personal information for inactive accounts from our database, subject to any applicable legal or regulatory obligations. Furthermore, CONVOTIS can delete personal information about you (including your CV/résumé) from our database at any time and without providing any reason. Therefore, please retain your own copy of the personal information provided to us.

PASSIVE INFORMATION COLLECTION: COOKIES AND SIMILAR TEHNOLOGY

We and our service providers use “cookies” and similar technologies on the Careers Site.  Please see the separate Cookie Policy, which is available at https://www.convotis.com/en/cookie-policy/.

YOUR INDIVIDUAL RIGHTS

If you register on the Careers Site, you may access, review, and change your personal information stored therein by logging into the Careers Site and updating your account information. The updated profile will be used as the default the next time you apply for a job using your account online. To change personal information that you have already submitted for consideration for a specific position, please update your profile and resubmit your application for that position. We encourage you to promptly update your personal information if it changes or is inaccurate.

If you would like to request to access, correct, update, suppress, restrict or delete personal information, object to the processing of personal information, or if you would like to request to receive an electronic copy of your personal information for purposes of transmitting it to another company (to the extent this right to data portability is provided to you by applicable law), you may contact us in accordance with the “Contact Us” section below. We will respond to your request consistent with applicable law.

In your request, please make clear what personal information you would like to access or have changed, whether you would like to have personal information that you have provided to us suppressed from our database. 

For your protection, we only implement requests with respect to the information associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. Please note that certain personal information may be exempt from such requests pursuant to applicable data protection laws or other laws and regulations.

ADDITIONAL INFORMATION REGARDING THE EEA:

As a data subject you have the following rights under the statutory conditions:

  • to check whether and what kind of personal data we hold about you and to request copies of such data (right of access)
  • to request correction, supplementation or deletion of your personal data that is inaccurate or processed in non-compliance with applicable requirements (right to rectification and erasure)
  • to request us to restrict the processing of your personal data (right to restriction)
  • in certain circumstances, to object for legitimate reasons to the processing of your personal data or to revoke consent previously granted for the processing (right to object or withdraw consent)
  • to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to transmit those data to another controller (right to data portability)

We do not process your personal data for the purpose of taking decisions based solely on automated processing, including profiling, which produce legal effects concerning you (Art 22 GDPR).

You also have the right to lodge a complaint with an EU/EEA data protection authority for your country or region where you have your habitual residence or place of work or where an alleged infringement of applicable data protection law occurs. A list of data protection authorities is available at http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080.

SECURITY

We seek to use reasonable organizational, technical and administrative measures to protect personal information within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Contact Us” section below.

CONVOTIS hereby disclaims, as far as permitted by local laws, any liability for itself and its affiliates and contractors for any personal information we collect in connection with your application that is lost, misused, illegally accessed, disclosed, altered or destroyed or not timely delivered to our Careers Site.

LINKS TO THIRD-PARTY WEBSITES

This Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any website or service to which the Careers Site links. The inclusion of a link on the Careers Site does not imply endorsement of the linked site or service by CONVOTIS or our affiliates. 

LAW APPLICABLE TO JOB APPLICATIONS

The Careers Site allows you to apply for jobs world-wide, as a benefit of CONVOTIS’ centralized global recruitment function. This Careers Site is operated from the United States. Accordingly, any personal information you submit to the Careers Site will be collected in the United States and will be subject to U.S. laws. 

If we share your personal information with an affiliate located in another country in its capacity as a potential employer, the affiliate will handle your personal information in accordance with this Policy.  Any hiring or other employment-related decisions will be made by the hiring affiliate in accordance with the laws of the country where the job will be located.

CURRENT PERSONNEL OF CONVOTIS

If you currently work for CONVOTIS or one of our affiliates, you may be eligible to apply for a different position within CONVOTIS to use the Careers Site. If you accept such a position, your benefits programs and Human Resources policies may change. Please consult with the HR manager for the new position concerning application eligibility, benefit programs, and HR policies applicable to that position.

The Careers Site is not intended for distribution to, or use by, any person or entity in any jurisdiction or country where such distribution or use would be contrary to local law or regulation.

CHANGES TO THE POLICY

We reserve the right to amend this Policy at any time to address future developments of CONVOTIS, the Careers Site or changes in industry or legal trends. The “Last Updated” legend at the top of this Policy indicates when this Policy was last revised. Any changes will become effective when we post the revised Policy on the Careers Site.

CONTACT US

If you have any questions about this Privacy Policy, please contact us at dataprotection@convotis.com, or:

  • CONVOTIS GmbH attn. Data protection officer
  • CONVOTIS Münster GmbH, att: Rüdiger Niemeier, Robert-Bosch-Straße 17a, 48161 Münster, Germany, or telephone: +49 (2533) 28 118 08 100
  • CONVOTIS Services GmbH, att: Katarzyna Umerle, Guglgasse 15/4A/4.OG, 1110 Wien, Austria, or telephone: +43 (1) 7985012

You may also contact our Data Protection Officer (DPO) responsible for your country or region, if applicable:

  • For CONVOTIS Hamburg GmbH and METRO CLOUD Provider GmbH you may contact the external Data Protection Officer directly: att: Sebastian Herting, Hallerstraße 76, 20146 Hamburg, Germany , dpo-convotis-hamburg@convotis.com, https://www.datenschutzkanzlei.de

Because email communications are not always secure, please do not include credit card or other sensitive information in your emails to us.