• Information on data processing in recruitment

Information on data processing in recruitment

Information on personal data protection by the GFT Group - recruitment

Privacy Notice for a Recruitment

 

Dear Job Candidate,

The following document sets out the rules under which GFT Group (henceforth as: GFT) operates and processes the personal data of job applicants and Talent Community subscribers. Your personal data for job application purposes and for participating in the GFT Group Talent Community is processed based on your explicit consent (separate for each of the purposes) which you can withdraw it at any time. 

 

Contact details:

  • The Controller of Your personal data is GFT Company to which you applied to. 
  • You can find the list of GFT Companies, with all contacting details HERE
  • In case you decided to joint to GFT Talent Community and/or make your profile available to all GFT recruiters worldwide controllers of your data through joint-controlment are:

 

GFT Technologies SE
Schelmenwasenstr. 34
70567 Stuttgart
T: +49 711 62042-0
F: +49 711 62042-101
Email: info@gft.com
Internet: www.gft.com

Managing Directors: Marika Lulay (CEO), Dr. Jochen Ruetz (CFO)
Chairman of the Administrative Board: Ulrich Dietz
Chief Privacy Officer: Ernst O. Wilhelm
and  other GFT Companies.
You can find the list of GFT Companies, with contacting details HERE.

 

If you are interested in exercising your rights regarding the personal data gathered for job application purposes and participating in the Talent Community, please contact us through hr.subjectrequest@gft.com.
You can contact us for the submission of complaints regarding our privacy practices through dataprotection@gft.com.

 

Source of your personal data:

If you applied directly to GFT, we obtained your personal data from you. Whereas if you applied under the "Employee Referral Program" ("Employee Referral Program"), the source of your personal data is GFT Employee or GFT Contractor who referred you.

 

Base and purpose of data processing as well as  scope of data:

Your personal data will be processed with the purpose of enabling you to undergo the recruitment process for the job position for which you applied or want to apply as well as for the purpose of joining the GFT Talent Community; and to provide you with information about ongoing recruitment activities and job-related opportunities. Also, as GFT aims to provide equal and fair conditions during the recruitment process, we gather data to analyze the process. Joining the GFT Talent Community is optional and provides our recruiters with the possibility to stay in touch with you directly and contact you through agreed communication channels (e.g. email notifications or telephone contact about new job postings and job campaigns). GFT Talent Community members can also be invited to free training opportunities in the areas of their professional interest.

 

Your personal data are processed based on your consent stated by your action expressed by submitting your application; and to  take steps at the request of the data subject prior to entering into a contract; and for the purposes of the legitimate interests pursued by the controller which is providing the equal working environment. 

 

Please be aware that if you apply for a job position outside of the GFT recruitment platform, a job candidate profile will be created for you and filled out with data you provided us with. A job candidate profile is required to process your application. Joining the GFT Talent Community is optional and you can do it through checking the „Let’s stay in contact for future career opportunities (Join Talent Community)“ option in the profile settings, or through the dedicated consent for such a purpose. 

 

To create a job candidate profile, at minimum, the following data needs to be provided: name, surname, country, email address and CV document. Aside from the abovementioned data, we might process personal data such as your gender, nationality as well as other data which you will include inside your application documents (e.g. CV, cover letter, certificates) and/or you decided to share with us as part of your application (e.g. past work experience, education).

 

International data transfers and data sharing

By default, your job candidate profile is only available to the Company to which you are applying. Nevertheless, through User settings, it is possible to make your profile available to all GFT recruiters worldwide (you can find the list of GFT Companies HERE). You can adjust your settings at any time. 

 

Your data will be hosted on an external cloud platform provided by SAP:

SAP Deutschland SE & Co.KG
Hasso-Plattner-Ring 7
69190 Walldorf, Germany

 

Data hosting is done inside European Economic Area.

 

In the case of joining the Talent Community, the visibility that you are part of the community is inherited by the general visibility settings of the profile. As described earlier, you are free to adjust them at any point in time to match your privacy preferences.

 

This notice and our practices are designed to ensure an adequate level of protection for personal data in every country where we operate. This means that even in countries whose laws would provide for less protection for your information, GFT will still handle your information in the manner described here. There are a variety of tools that GFT use and procedures that GFT follows to keep your data safe and secure, for instance:

  • the country in which your data is being processed may be approved by the European Commission or a relevant data protection authority;
  • the recipient might have signed up to a contract based on „model contractual clauses“ approved by the European Commission, obliging them to protect your personal data.

 

Regardless of the above, GFT implemented technical and organizational measures (e.g.: need-based rights of access, data anonymization) to secure confidentiality, integrity and availability of your data.

 

Automated decision making and profiling

GFT does not use your personal data for profiling or automated decision-making processes

 

Data retention and deletion

GFT keeps your personal data for no longer than reasonably necessary and we only retain your data for purposes described in this document.

Your job candidate profile will be deleted when:

  1. you fail to accept this Data Protection Statement within 6 months of creating the profile; 
  2. if you joined Talent Community and you did not log into your profile for 2 years (will not happen if you are participating in an ongoing recruitment process); 
  3. If you did not log in into your profile for 6 months and are not part of the Talent Community (will not happen if you are participating in an ongoing recruitment process);
  4. you actively delete the profile through the available User Settings (possible at any point of time);
  5. you request profile deletion by contacting us through hr.subjectrequest@gft.com.

 

Please be aware that the deletion of your profile will be understood as withdrawing from the job application process you are part of as well as from the GFT Talent Community.

 

Aside from deletion of the candidate profile, we regularly perform partial data erasures. Your job applications will be deleted after 6 months (in the case of GFT United States based entities – 12 months), counting from the day of closing the recruitment process you participated in. 

 

Please remember that, as a candidate, you also have the right to withdraw from the job application process at any time. Withdrawing from the chosen recruitment process does not delete your job candidate profile but only the application itself. Similarly, you can join or leave the GFT Talent Community at any time through the appropriate User settings. This does not delete your profile but only influence the type of communication you will/will not receive from us. 

Data Subject rights

Please remember that as a data subject, you are eligible to exercise the following rights by self-service in the User profile or sending us a corresponding request to hr.subjectrequest@gft.com:
The right of access The right to request a copy of your personal data which GFT holds;
The right to be informed You have the right to be provided with clear, transparent and easily understandable information about how we use your information and also about your rights.
The right to erasure This is also known as ‘the right to be forgotten’.  The right to request your personal data to be erased where it is no longer necessary for GFT to retain such data
The right to data portability You have the right to obtain and reuse your personal data for your own purposes across different services.
The right to restrict processing You have the right to suppress further processing of your information. When processing is restricted, we can still store your information, but may not use it further.
The right to object to processing You have the right to object to certain types of processing (i.e. if you no longer want to be contacted with job opportunities).
The right to lodge a complaint You have the right to submit a complaint about the way we process your personal data with your national data protection regulator.
The right to withdraw consent If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).
The right to rectification You have the right to have your information corrected if it is inaccurate or incomplete.