Recruiting Privacy Statement

ERNI Group is strongly committed to protecting personal data. This Privacy Statement describes why and how we collect and use personal data in recruiting processes managed through the Teamtailor recruitment tool and provides information about individuals’ rights in relation to personal data. We may use personal data provided to us for any of the purposes described in this Privacy Statement or as otherwise stated at the point of collection.

This Privacy Statement is based on the requirements of the EU General Data Protection Regulation (“GDPR”), the Swiss Federal Act on Data Protection (“FADP”), Philippines Data Privacy Act (“PDPA”) and Singapore’s Data Protection Act (“SDPA”), among other national data protection regulations

With respect to the collection and use of personal data, our policy is to be transparent about why and how we process personal data.

"Personal Data" is information that can be associated with a specific person and could be used to identify that specific person whether from that data or from that data and other information that we have or are likely to have access to.

1. Collection of personal data

ERNI processes personal data of recruitment applicants within the recruitment process. We collect personal data directly from you, your referrers or from our collaborating partners depending on the type of recruitment. In connection with the recruitment process, we will collect your contact details and identification data, information on education attained, work experience, and other information concerning your employment or alternatively other information which you provide in your CV, motivation letter or through our recruitment survey. During the recruitment process we can also use information published on professional social networks (e.g., LinkedIn) and from the internet (only information related to your professional life) for the purpose of confirming the accuracy of the statements presented by you in the course of the recruitment process. These will not be further processed by us.

In connection thereto, we would like to ask you to refrain from revealing any personal data belonging to the “special categories of personal data”. This includes the information on racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data (for the purpose of uniquely identifying a natural person), data concerning health or data concerning a natural person’s sex life or sexual orientation.

If you provide us with personal data of other persons (such as family members, work colleagues), please make sure the respective persons are aware of this Privacy Policy and only provide us with their data if you are allowed to do so and such personal data is correct.

In particular, we collect candidate personal data in the following way:

Personal data you give us

• Entering your personal data or making an application on our recruiting tools (application form) personally or by using a third-party source such as Linkedin.
• Using our recruiting tools to connect with our staff, adding personal data personally or by using a third-party source such as Linkedin.
• Providing identifiable data in the chat included in our recruitment tools, taking into account that such information is relevant for the application process.

Personal data we collect automatically

• Geo-location information (IP address), including location information from your mobile device. Keep in mind that most mobile devices allow you to control or disable the use of location services by any application on your mobile device in the device's settings' menu.
• Computer and connection information such as statistics on your page views, traffic to and from the sites, referral URL, ad data, your IP address, your browsing history, and your web log information.

Personal data we collect using cookies, web beacons, and similar technologies

• Based on your consent we use cookies, web beacons, unique identifiers, and similar technologies to collect information about the pages you view, the links you click and other actions you take on our recruitment tool, within our advertising or e-mail content. For more information about our use of these technologies and how to control them, see our policy on Cookies, Web Beacons, and Similar Technologies.

Personal data from other sources

• From our employees to the extent that they provide us with your details to act as a referral.

2. Legal grounds for processing

ERNI has relevant legal grounds for processing your personal data. If you respond to our job offer or within the negotiations concerning such a job offer, the negotiations on contract conclusion or contract performance will serve as the legal grounds for processing of your personal data; Furthermore, your personal data may be processed to satisfy any requirement of law.

Based on your consent, when you connect directly with ERNI's recruitment department or make an application through the recruitment tool.

We may also process your personal data based on our legitimate interest in connection with our recruitment activities or based on your consent in compliance with the terms defined therein.

Provided that the recruitment process is unsuccessful, we may process your personal data further based on your consent or our legitimate interest to be able to handle potential claims.

Personal data that is processed with the purpose of aggregated analysis or market research is always made unidentifiable. Such personal data cannot be used to identify users. Thus, such data is not considered personal data.

3. Use of personal data

We may collect, process, and retain the below described personal data from you and any devices (including mobile devices). Recruiting Activities includes the following processes:

• Your participation in recruitment for a specific job title.
• Validation of your application in order to check whether you suit in one or multiple vacancies.
• Based on your consent, keeping your information in a candidate pool for later consideration.
• Linking personal data, which has been submitted via above defined sources, and information which were provided by you during the screening/interview process.
• In case of an employment, the personal data may be forwarded to external partners for work contract preparation and work permit organization.
• Based on your consent, being informed about job opportunities at ERNI.
• Based on your consent, being informed about recruitment events organised by ERNI.

The personal data we collect includes the following information:

• Name;
• Age;
• Profile picture;
• Contact details;
• Education details;
• Employment history;
• Languages;
• Personal goals;
• Salary expectations;
• Referee details;
• Immigration status (whether you need a work permit);
• Nationality/citizenship/place of birth;
• Social security number (or equivalent in your country) and any other tax-related information;
• Details about your current remuneration, pensions and benefits arrangements;
• Information on your interests and needs regarding future employment, both collected directly and inferred, for example from jobs viewed or articles read on our website;
• Extra information that you choose to tell us;
• IP address;

4. Data storage

In the event of a successful recruitment process with you, we may store your personal data within the subsequent employment or within another type of contractual relation in compliance with the applicable legal regulations.

Personal data of unsuccessful candidates will be blocked and erased upon the lapse of eight months of terminating the recruitment process you participated in unless you grant us your consent with further processing. Afterwards, the personal data of the candidate will get deleted automatically. 

The candidate will always be able to request a deletion of her/his personal data via e-mail, recruitment tool or via post.

5. Data disclosure and processing locations

Personal data may solely be disclosed to third parties if permissible by law. In order to disclose personal data to third parties, we adhere to contractual provisions and security mechanisms on data protection, and we adhere to our data protection, confidentiality and security standards.

As we belong to a global network of companies, our business activities occasionally require us to use the services of third parties located abroad. In consequence, personal data may be transferred outside the country where we or our clients are located.

As for personal data subject to EU legal regulations, we inform you that cross-border transfers may include countries outside the European Economic Area (hereinafter referred to as the “EEA”) and countries that do not have laws that provide specific protection of personal information. We have adopted measures to ensure that all personal data is provided with the relevant protection and to ensure that all transfers of personal data outside the EEA take place in compliance with the law. As regards personal data transfers outside the EEA to a country that is not marked by the European Commission as a country providing an appropriate level of personal data protection, transfers will take place based on a contract including EU requirements on personal data transfers outside the EEA, such as standard contractual clauses approved by the European Commission.

Personal data processed by ERNI may be transferred to:

• If necessary for administrative purposes, we may disclose your personal data to other ERNI Group affiliates.
• Third parties providing us with applications/functionalities, data processing services or IT services.
• Auditors or other professional advisers.

6. Security

We prioritize the personal integrity and therefore works actively so that the personal data of the users are processed with utmost care. We take the measures that can be reasonably expected to the make sure that the personal data of users and others are processed safely and in accordance to privacy standards and data protection laws.

7. Data controller and contact details

The company of the ERNI Group which you have approached within the recruitment process is your data controller, and is responsible for the collection, use, disclosure, retention and protection of your personal data in accordance with this Privacy Statement and our global Privacy Policy as well as any applicable national regulations. When you are using our website, ERNI Management Services AG is your data controller, and is responsible for the collection, use, disclosure, retention and protection of your personal data in accordance with our Privacy Policy and our Cookie Policy.

We and our customers can be jointly responsible when we recruit personnel for these customers. In the event of such joint controllership, we will inform you about the essence of the arrangement with the joint controller and, if necessary, its privacy policy in the context of the job advertisement.

For any enquiries concerning this Privacy Statement or on how and why we process personal data, feel free to contact us at: dataprotection@betterask.erni

8. Legal rights of natural persons in relation to personal data and how to exercise them

Individuals have certain rights to their personal data and data controllers are obliged to fulfil such rights. Provided that we decide how and why your personal data is to be processed, we are the data controller, in which case we provide further information on the rights arising to natural persons and how to exercise such rights.

Access to personal data

You have the right to access the personal data that we, being the data controller, store about you. This right may be exercised by sending an email to dataprotection@betterask.erni

Rectification of personal data

Should you wish to update personal data provided to us, feel free to send us an email at dataprotection@betterask.erni or to contact us by means of the relevant registration website or by modifying your personal data stored in the relevant application which you used for registration.

If it is realisable, once we get informed of the fact that any of your personal data processed by us is inaccurate, we will perform (if need be) the relevant rectification based on your information update.

Consent withdrawal

If we process your personal data based on your consent, you may withdraw the granted consent at any time. Please send us your consent withdrawal by email at dataprotection@betterask.erni

Right to restrict or to object to personal data processing

You have the right to restrict your personal data or to object to your personal data processing at any time due to reasonable cause associated with your specific situation unless the processing is required by legal regulations.

In such case, we will no longer process your personal data or restrict its processing unless we are able to prove major legitimate grounds for the processing or for determination or exercising legal entitlements or defence against such entitlements.

Further rights of data subjects

This Privacy Statement aims to provide information about the kind of personal data we collect about you and how we use it. Similarly to the aforementioned right of access, right to rectification and restriction of processing or right to object to processing, natural persons may have other rights with respect to their personal data that we store, such as the right to erasure and right to data portability.

Should you wish to exercise any of the aforementioned rights, please email us at dataprotection@betterask.erni

Complaints

Despite the fact that we believe there will be no reason for you to complain, if you do intend to file a complaint with respect to the use of your personal data by us, please send us an email describing you complaint at dataprotection@betterask.erni. Any complaints we receive will be looked into and dealt with by our Data Protection Officer.

Furthermore, you have the right to appeal to a supervisory authority. The competent data protection authority in Spain is the Agencia Española de Protección de Datos “AEPD” (https://www.aepd.es/es).

9. Changes

We have the right to, at any time, make changes or additions to the Privacy Statement. The latest version of the Privacy Statement will always be available through the recruitment tool. A new version is considered communicated to the users when the user has either received an email informing the user of the new version (using the e-mail stated by the user in connection to the use of the recruitment tool) or when the user is otherwise informed of the new Privacy Statement.