DATA PROTECTION DECLARATION
FOR CANDIDATES

Contents

1. General information. 2
2. What is personal data?. 2
3. Which data is used?. 2
4. For what purposes do we process your data and on what legal basis?. 3
5. With whom is your data shared?. 4
6. For how long is your data stored?. 4
7. What rights do you have in connection with the processing of your data?. 5
8. Are you obligated to provide your personal data?. 5
9. What happens if you interrupt your online application?. 5
10. Supplement to the Data Protection Declaration by New Work SE. 6

 
YOUR PERSONAL DATA IN THE APPLICATION PROCESS

Information about data protection

We are pleased you have chosen to apply at Schönherr Rechtsanwälte GmbH. Transparent and trustworthy handling of your personal data is an important foundation for successful collaboration. We wish to inform you how we process your data and how you can exercise your rights according to the General Data Protection Regulation (GDPR). The information below offers an overview of the collection and processing of your personal data in connection with the application process. Please read this Data Protection Declaration carefully before submitting your application. For further information of the processing of data by Schönherr Rechtsanwälte GmbH – also in relation to other cases than the application process – please refer to our data privacy statement available under www.schoenherr.eu/privacy-statementdisclaimer/ (see in particular point 4.1.2.).

The controller as defined by Art. 4 (7) GDPR is:

Schönherr Rechtsanwälte GmbH

Schottenring 19

1010 Wien

For questions about data protection, please email dataprotectionAT@schoenherr.eu.

According to Art. 4 (1) GDPR, personal data is all data that refers to an identified or identifiable natural person.

The following data and data categories are inter alia processed within the application process:

• Applicant master data (first name, last name, title, email address, telephone number, address, date of birth, citizenship)
• Qualifications data (cover letter, personal statement, resume, previous experience, professional qualifications and skills)
• Voluntary information, such as a photo, disability status or other information that you voluntarily share with us in your application or voluntarily upload
• Additional questions depending on the respective position (e.g. driver’s license, citizenship)
• Communication between you and us as well as comments and evaluations concerning you that are created during your application process
• Other data / data categories, e.g. publicly accessible professional data such as profiles on professional social media networks like XING or LinkedIn.
• Special categories of personal data: If you provide information in your application documents that falls into special categories of personal data as defined by Art. 9 (1) GDPR (e.g. information that implies your sexual orientation; information on your health; information that implies your ethnicity or religion), we will process this data only within the legally permissible framework.

We collect only personal data which you have disclosed in your job application e.g. academic degree, name, contact details, interests, CV, letter of motivation, reference letters and any other information and documents you have sent in. Your personal data is used for purposes of selecting personnel to fill open positions, in other words for initiating a contract of employment. The necessity and the scope of data collection are determined according to the position to be filled.

Consent – Art. 6 (1) (a) and Art. 9 (2) (a) GDPR

The corresponding legal basis for this processing of your personal data is your consent, which you can withdraw at any time with immediate effect.^[1]

Furthermore, we also include you – based on and with your consent only – in a candidate pool; in other words, we save your application documents after the current application process in order to consider you in subsequent application processes. This however only as long as it is permissible to keep your personnel data.

You can withdraw your consent at any time with immediate effect. Please inform us of this revocation by email to dataprotectionAT@schoenherr.eu. The legality of the processing of your data up to the time of revocation remains hereby unaffected.^[2] Please note that we may have to suspend the application process, if you do not, or not sufficiently, provide us with your data required for the application or withdraw your consent to the processing of this data.

b) Data processing based on a legitimate interest – 6 (1) (f) GDPR

In certain cases, we process your data to safeguard a legitimate interest of ours or of third parties. A legitimate interest applies, for example, if your data is required for the establishment, exercise or defense of legal claims in connection with the application process (e.g. claims according to the Austrian Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidential purposes.

Your data is primarily processed by our Human Resources department. In some cases, other internal and external parties also participate in processing the data.

Internal parties could be specialized areas or departments of our company as well as other "Schönherr International Offices[3]".

Our external service provider is New Work SE. New Work SE, Am Strandkai 1, 20457 Hamburg (hereafter “New Work SE”), operates the e-recruiting system Onlyfy under the domain *.jobbase.io (hereafter “jobbase.io”), where companies can post job ads as well as receive and manage applications.

As part of these activities, New Work SE processes personal data solely on behalf of and for the purposes of Schönherr Rechtsanwälte GmbH and is therefore considered a processor according to Art. 4 (8) GDPR.

Jobbase.io is the central platform for our applicant tracking. When using our online form, your personal data is entered directly into jobbase.io. When an application is submitted by post or email, your data may also be transferred to the e-recruiting system.

The provision of personal data is required neither by law nor by contract, nor are you obligated to provide the personal data. However, the provision of personal data is required for conducting the application process. In other words: if you do not provide us with any/the necessary personal data along with an application, we cannot conduct the application process..

You can interrupt the creation of your online application at any time and continue it later. The platform utilizes technically necessary cookies for this purpose. Data is transmitted to jobbase.io during the application process. In other words: data you have provided for creation of a user account and any uploaded documents are entered into jobbase.io. The data remains here if you interrupt and/or do not conclude an application. In this case, your application is marked as incomplete, but the data remains visible to our company, to a limited extent.

You can view, edit or update the data you have provided within the context of the online application at any time in your candidate profile.

If you make no further changes in your candidate profile, such as concluding an ongoing application, starting a new application or changing the data of an existing application, your data will be deleted within seven months after completion of the last active application process.

You can submit a request for erasure of your candidate profile and your application documents at any time.

Please note that in case of submitting such a request, we have to suspend the application process.

10. Supplement to the Data Protection Declaration by New Work SE

Schönherr Rechtsanwälte GmbH is not responsible for the data processing described below; the controller in this case is New Work SE:

New Work SE

Am Strandkai 1

20457 Hamburg

If you have questions for New Work SE concerning data protection law, please contact datenschutzbeauftragter@new-work.se.

When accessing the domain jobbase.io, your web browser automatically sends certain usage data for technical reasons. This information is stored separately from other data in log files. Onlyfy collects the following information:

• Date and time as well as duration of the access
• Browser type/version
• Operating system
• URL of the previously visited web page
• Quantity of data transmitted
• A GeoIP lookup is performed based on your IP address (Internet Protocol address)
• Names of the accessed files
• http status code (e.g. “request successful”)
• URL of the accessed web page
• Access type (GET, POST)

This data is technically required in order to offer the functions of the e-recruiting system and to ensure the stability and security of the system. It is stored by Onlyfy for a period of 12 months. Data that must be further retained for evidential purposes is excepted from the erasure until final clarification of the respective case.

The legal basis for processing of the data is Art. 6 (1) (f) GDPR.

Onlyfy uses cookies. These serve for making the online application more user-friendly and efficient. The cookies are technically required in order to make this website available to you. It would not be possible to operate the website without using the cookies. There is therefore no option to refuse use of the cookies.

The legal basis for processing of the data is Art. 6 (1) (f) GDPR.

The following cookies are used by Onlyfy: