Application Procedure Data Protection Information
Unless otherwise specified in this Data Protection Information, We (or our processors) shall gather your personal data directly from you and shall not obtain it from third parties.
We are aware of the great significance of your data and shall thus, in principle, not transfer it to third countries or international organisations. If your data is transferred to any third country in a given case nonetheless, We shall explicitly notify you thereof in this Data Protection Information and shall inform you about the measures We took to ensure the required level of protection of your data. We shall not use your data for any automated decision-making including profiling.
1. Data Processing Scope and Purpose
CA Immo shall process your personal data to implement the application procedure.
This data shall be processed by CA Immo as part of different application procedures:
- you use the CA Immo online applicant portal provided by Prescreen International GmbH (accessible at https://caimmo.jobbase.io/ or via the widget integrated by Prescreen into the CA Immo website);
- you contact CA Immo in any other manner, for example by sending your application documents by e-mail and/or mail;
- CA Immo engages a recruiter who transfers your data to CA Immo;
- you take part in a CA Immo assessment centre;
- you are directly approached by CA Immo employees; or
- you are recruited to us as part of the myAbility Talent® programme.
1.1. General Data
The following data may be collected in the course of the specified application procedure to handle your application for the post envisaged by you:
- applicant master data (e.g. first name, surname, title, e-mail address, phone number, address, date of birth, citizenship)
- qualification data (covering letter, motivational letter, CV, previous activities, professional qualification and competences, e.g. in the form of project lists, certificates, etc.)
- general interview questions (e.g. desired salary, notice period, etc.)
- voluntary details, e.g. an application photo, other information voluntarily communicated in your application or uploaded by you
- additional questions depending on the respective application (e.g. driving licence)
- communication between you and CA Immo as well as comments and assessments written about you in the course of the application process
- any test results from the performance of case studies or similar test methods (e.g. Excel tests)
- further (categories) of data, e.g. occupational data made publicly available, e.g. a profile on professional social media networks such as XING or LinkedIn
You shall not be obliged to provide CA Immo with personal data. If you do not provide the desired data, however, CA Immo might possibly not be able to perform or continue the application process.
1.2. Further Information Referring to Applications by E-Mail and/or Mail
Where you apply by e-mail and/or mail, the provided documents shall be imported into our online applicant portal in digital form. To that end, the data specified under clause 1.1 shall be processed and, where appropriate, manually complemented by CA Immo by information you additionally communicate to us as part of the application process. You shall be provided with access credentials to this applicant portal to view the application documents and the details of the application.
1.3. Further Data When Applying Via the CA Immo Applicant Portal
Your data may be directly imported from your XING profile. The relevant data from the XING profile shall hence be gathered via an interface provided by CA Immo. The legal basis for this shall be our legitimate interest in providing the service expressly requested by you (point (f) of Art. 6(1) GDPR). No data shall be transferred to Xing or imported from Xing in automated form, unless you expressly requested this via the provided link.
1.4. Data When Involving a Recruiter
We shall engage recruiters for selected, vacant posts to search the eligible candidate(s). Recruiters shall transfer eligible profiles of candidates to us as part of this engagement. In a further step, CA Immo shall conduct interviews with selected candidates to make a final selection. Recruiters shall act as controllers in terms of the GDRP in the search processes we selected. Depending on the application procedure, We shall cooperate with different recruiters. To obtain further information on the recruiters We cooperate with in your case and on the processing of your data by the recruiters, please directly approach our data protection officer (firstname.lastname@example.org).
The provided documents shall be imported into our online applicant portal. To that end, the provided data shall be processed and, where appropriate, manually complemented by CA Immo. You shall be provided with access credentials to this applicant portal to view the application documents and the details of the application.
1.5. Further Information Referring to Direct Approach to Candidates
Where We contact you proactively and directly and draw your attention to vacancies, the data shall be processed once you transfer information voluntarily to CA Immo (e.g. CV, motivational letter, etc.). The provided documents shall then be imported into our online applicant portal. To that end, the provided data shall be processed and, where appropriate, manually complemented by CA Immo. You shall be provided with access credentials to this applicant portal to view the application documents and the details of the application.
1.6. Data as Part of the myAbility Talent® Programme
As part of the myAbility Talent® programme, We shall give candidates with special needs opportunities to complete a job shadowing day, followed, where appropriate, by a work placement with us. The profiles of you shall be transferred to us by myAbility Social Enterprise GmbH as autonomous controller in terms of the GDPR. To obtain further information on the processing of your data by myAbility Social Enterprise GmbH, please directly approach it.
2. Legal Basis
Up to the completion of the application process, your application data shall be processed on the basis of the relation prior to entering into a contract under point (b) of Art. 6(1) GDPR.
After completion of the application process, you application data shall be processed (clauses 1.1 to 1.6) on the basis of our legitimate interest under point (f) of Art. 6(1) GDPR for documentation in the event of any defence or establishment of legal claims.
Legal basis for keeping records of your applicant data in order to inform you about any further posts shall be your explicit consent under point (a) of Art. 6(1) GDPR. You may withdraw this consent at any time without giving reasons by requesting the erasure of your data via our applicant portal or contacting us by e-mail to email@example.com.
3. Retention Period
Your application data shall be retained for the duration of the application procedure. After the end of the application process, your data shall be retained for further 6 months and then erased, unless you gave us your consent to keep records of your data.
If you expressly want us to keep records of the transmitted documents, the data shall be retained for a period of one further year as from your consent. We shall offer you to further extend the record-keeping of your data two weeks before the end of this time limit at the latest. In addition, your data might continue to be retained in a given case if this is necessary for the establishment, exercise or defence of legal claims.
4. Internal Recipients
Due to the HR department structure established at CA Immo, your data shall be processed by both CA Immobilien Anlagen AG and CA Immo Deutschland GmbH (“HR Group”) as processors for the company advertising vacancies.
Depending on the application procedure, your data may also be processed within the CA Immo Group (e.g. due to potential, cross-company reporting lines of the respective vacancy). Here you can find the listed allied companies of the CA Immo Group. Please feel free to request detailed information by e-mail to firstname.lastname@example.org.
5. External Recipients
Our online applicant portal is provided by Prescreen International GmbH, Mariahilfer Straße 17, 1060 Vienna, Austria (Prescreen). Prescreen shall process the data on our account and shall hence act as processor. In doing so, Prescreen shall use the following further processors:
- Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany (hosting the e-recruiting solution)
- JoinVision E-Services GmbH, Prinz-Eugen-Straße 70, 1040 Vienna, Austria (CV parsing software)
- Aon Assessment GmbH, Großer Burstah 18-32, 20457 Hamburg, Germany (online assessment software)
6. Your Rights
As data subject, you shall have the following rights in relation to the processing of your personal data:
6.1. Right to Withdraw Consent
Where We process your data based on your consent, you shall be entitled to withdraw your consent at any time. We shall no longer process this data in future as from receipt of your notice of withdrawal. The withdrawal of consent shall not affect, however, the lawfulness of processing made up to the time of withdrawal.
6.2. Right of Access
You may demand access to the data processed on your person, in particular on the origin and categories of data processed, the retention period, the recipients to whom your personal data will be or were disclosed, the purpose or nature of processing. On demand, We shall provide you with a copy of your personal data processed by us.
We point out that no access is to be granted under sect. 4(6) DSG 2018 if this results in business or trade secrets of the controller or third parties being jeopardised.
6.3. Right to Rectification
If We process inaccurate or incomplete data on your person, you may demand its rectification or completion, even by giving a complementary notice.
6.4. Right to Erasure
You shall have the right to obtain from us erasure of personal data concerning you. We will gladly erase your data to the extent provided for by law (Art. 17 GDPR).
We point out that there shall be no right to erasure, in particular, if We must process the data to meet a legal obligation or in order to establish, exercise or defend legal claims.
6.5. Right to Restriction of Processing
Where it is not clear whether the data processed on your person is inaccurate or incomplete or processed unlawfully, you may obtain from us restriction of use of your personal data.
6.6. Right to Object
Even if the data on your person is accurate and complete and lawfully processed by us, you may object to the processing of this data in particular individual cases substantiated by you. You may also object if you receive direct marketing from us and do no longer want to receive it in future.
6.7. Right to Data Portability
If We process personal data you provided us of you, you may obtain from us transfer of this data to you in a machine-readable format under certain circumstances. You may also engage us to directly transfer this data to a third party selected by you, where this is technically feasible.
6.8. Right to Lodge a Complaint
Even if We make best efforts to ensure the protection and integrity of your data, disagreements about the way We use your data cannot be ruled out. If you take the view that your data is processed in violation of the GDPR, you shall be free to both establish contact with our data protection coordination team and lodge a complaint with the Austrian data protection authority.
Regarding all of your concerns under data protection law, in particular to assert your rights, please contact in writing (by letter or e-mail)
- the CA Immo company to which you apply or
- directly our data protection officer (email@example.com).