Processing of (personal) data by the entity in charge of the online application process

  1. Processing of (personal) data by the entity in charge of and responsible for the online application process

General information
This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process, for both applicants to the UK business (TEAM Marketing UK Limited) and applicants to the Swiss business (TEAM Marketing AG), is handled at our end.

The controller
The controller under data protection law is:

TEAM Marketing AG
Alpenquai 30, 6005 Luzern

Switzerland
Phone: +41 (0)41 368 18 18
Commercial register entry number: CHE-107.359.187
Registration Court: Commercial Register of Canton Luzern

Data Protection Officer contact: dataprotection@team.ch

Personal data
Personal data means any information that relates to an identified or identifiable living individual. Different pieces of information, which collected together can lead to the identification of a particular person, can also constitute personal data. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. 

Fundamentals and purposes of processing personal data collected from application documents and during the application process
If you apply to us via our recruitment website, we will collect and process your personal data for the purpose of executing the application process, assessing your skills, qualifications and suitability for the role, carrying out the vetting process and preparing contracts. We also need to ensure that we comply with our legal obligations regarding checking your right to work in the country where the role is based.

In most cases, we will use your personal information to comply with our legal obligations, to take steps towards entering into a contract with you, or to further TEAM’s legitimate business interests.
 

By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.

In particular, the following data is collected during this process:
Name (first and last names)
E-mail address
Phone number (optional)
LinkedIn profile (optional)
Channel through which you found us (optional) 

Academic records and qualifications

Recruitment and employment history

Any other information you have provided to us voluntarily in your application
Besides the mandatory upload of your CV, you can choose to upload other expressive documents such as a cover letter, and reference letters as well as – under “Other” – certificates/diplomas. These may contain additional personal data such as date of birth, address, marital status etc.

Only authorized HR staff of TEAM Marketing AG external commissioned “HR personnel” (such as head-hunters) and/or staff of TEAM Marketing AG and TEAM Marketing AG’s affiliates involved in the application process have access to your data.
The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.

If your application is unsuccessful, your data will be stored for an additional period of 180 days once the application process has been concluded. This is usually done to fulfil legal requirements and/or defending ourselves against any claims arising from legal provisions. After this period, we are obligated to delete or anonymize your data (anonymization cannot be reversed). In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time etc.).
Furthermore, if you explicitly wish so by ticking the respective check box, we may store your data for an additional 365 days once the application process has been concluded for the purpose of adding it to our Talent Pool in order to identify any other vacancies that may be of interest to you. This includes, for example, applications for apprenticeships or internships.
Should you be offered and accept a position with us, we will store the personal data collected within the application process for at least the duration of your employment and you will have access to a new data privacy statement explaining this.

Disclosure of data to third parties
Data transmitted as part of your application will be transferred using TLS encryption and stored in a database located in Munich, Germany. This database is operated by a German company called Personio GmbH & Co. KG (hereinafter “Personio”), which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). With respect to the application process, the processing is based on a data processing agreement concluded between us as the controller and Personio as the processor, which processes personal data on behalf of us.

Rights of data subjects
If we as the controller process personal data, you as the data subject have certain rights, in particular the rights to information, rectification (right to request the immediate rectification of incorrect personal data concerning you), erasure (right to be forgotten), restriction of processing if a certain condition is met (accuracy of the personal data is disputed, processing is unlawful, we no longer need the personal data for the processing purposes or you have lodged an objection to the processing) and data portability (right to receive the personal data relating to you that you provided us with, in a structured, common and machine-readable format) as well as the right to object to the processing of your personal data (right to withdraw your consent to the processing at any time; we will no longer process the personal data, unless we can demonstrate compelling legitimate reasons for the processing which override your interests, rights and freedoms, or the processing serves to establish, exercise or defend legal claims).
 

To assert your rights as a data subject in relation to the data processed during this online application process, please refer to our Data Protection Officer (see further above under “The controller”).

Applicants for UK roles also have the right to submit a complaint to the UK Information Commissioner’s Office about any matter concerning your personal information, using the details below. However, we take our obligations seriously, so if you have any questions or concerns, we would encourage you to raise them with us first, so that we can try to resolve them.

Information Commissioner’s Office

Wycliffe house

Water Lane

Wilmslow

Cheshire

SK9 5AF

United Kingdom

Tel +44 303 123 1113

www.ico.org

Amendments to data privacy statement
We reserve the right to unilaterally adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements, or in order to accommodate changes in the application process or other processes. You hereby consent that any new data privacy statement applies automatically to you without having to explicitly inform you thereof nor any further consent required from you.

    General information

The recruitment website is operated by Personio, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database located in Munich, Germany. The controller of this data is us, TEAM Marketing AG, which is carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and is thus only to be considered as a processor. With respect to the application process, the processing by Personio is based on a data processing agreement concluded between us as the controller and Personio as the processor, which processes personal data on behalf of us. In addition, Personio processes further data, some of which may be personal data, to provide its services, in particular for operating the recruitment website. We will refer to this in more detail below.

The processor

The processor under data protection law is:

Personio GmbH & Co. KG
Rundfunkplatz 4
80335 München

Germany
Phone: +49 / 89 1250 1005
Commercial register entry number: HRB 213189
Registration Court: Amtsgericht München (Munich Local Court)

    Access logs (“server logs”)

Each access to the recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this pseudonymized information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

    Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

    Use of cookies

So-called cookies are used on parts of the recruitment website. They are small text files which are stored on the device with which you access the recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On the recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract.

Period of storage: up to 1 month or until the end of the browser session.

Right to object: You can determine via your browser settings whether you allow or object to the use of cookies.

Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.