Applicant privacy policy

CONVOTIS GmbH (“CONVOTIS”) values your trust and is committed to the responsible management, use and protection of personal information. This Applicant Privacy Policy (“Policy”) describes our practices in connection with all the information that we collect through the Careers section of our website (located at https://www.convotis.com/en/career/) (“Careers Site”) and offline in connection with your application for a job or internship with CONVOTIS or one of our affiliates. Personal information submitted elsewhere on CONVOTIS’ and its affiliates’ web sites will be used in accordance with our general online Privacy Policy (located at https://www.convotis.com/en/privacy/).

Personal information we collect

Information you provide

We collect personal information from you in connection with your application:

  • Name, address, telephone number, e-mail address, and other contact information
  • Username and password
  • Work authorization status
  • Date of birth
  • CV, résumé, photo, cover letter, previous work experience and education information (e.g., academic degree)
  • Skills
  • Professional and other work-related licenses, permits and certifications held
  • Information relating to references
  • Any other information you elect to provide to us (e.g., employment preferences, willingness to relocate, current salary, desired salary, awards or professional memberships)

We can also inquire about criminal records. We will do so only where permitted by applicable law. Otherwise, we ask that you avoid submitting information that may qualify as sensitive under applicable law, except where such information is legally required. Sensitive information includes details such as race, religion, ethnicity, nationality or national origin, age, gender identity, sex life or sexual orientation, marital status, health information (including disability status), genetic or biometric data, political or philosophical beliefs, union membership, veteran status, or judicial data.

Any information you submit through the Careers Site must be true, complete and not misleading. Submitting inaccurate or misleading information may lead to rejection of your application or disciplinary action, including termination of employment. You are responsible for ensuring that the information you submit does not violate any third party’s rights.

If you provide personal information about a reference or other person, it is your responsibility to obtain their consent before submitting the data to us.

Information from other sources

To verify your application details, and where permitted by law, CONVOTIS may obtain information from:

  • Your references
  • Educational institutions
  • Public authorities

Use of information

The information you submit on the Careers Site will be used for CONVOTIS’ global personnel recruitment, management and planning, as permitted by law:

  • To process your application (to manage our contractual relationship, based on consent or legitimate interests)
  • To assess your qualifications (to comply with legal obligations or manage our contractual relationship)
  • To conduct reference checks
  • To respond to your inquiries and provide updates about your application
  • To comply with applicable legal or regulatory obligations
  • To serve other legitimate business purposes, e.g., reporting, internal training, or business operations

Your information may be stored in CONVOTIS’ global candidate database and considered for future roles. If you do not wish this, please contact us as described in the “Contact” section below.

If hired, your information may become part of your personnel file and used for employment-related purposes.

Providing information is voluntary, but incomplete data may prevent us from processing your application or considering you for future roles.

Disclosure and transfer of information

We may share your information with affiliated entities involved in hiring. These affiliates are responsible for handling your data in accordance with this Policy. A list is available at https://www.convotis.com/en/imprint/.

Access to your data is restricted to personnel who need it (e.g., HR, IT, hiring managers).

We may also share data with third-party providers for services like hosting, recruiting, and screening.

Transfers may occur to countries including the U.S. or others outside the EEA. Where required, we use EU Standard Contractual Clauses. Details are available upon request.

Other uses and disclosures

We may also use or disclose your information:

  • To comply with legal obligations (including non-EU laws)
  • To cooperate with public authorities or law enforcement
  • To protect our rights, safety, or property
  • In case of reorganization, merger, sale, or similar transaction

Data retention

We retain personal data as long as needed or legally permitted. Criteria include:

  • Ongoing application or employment process
  • Ongoing business relationship
  • Legal requirements
  • Need to protect legal rights

Inactive profiles may be deleted at any time. We recommend keeping your own copy of submitted data.

Passive data collection (cookies)

We use cookies and similar tools on the Careers Site. See our Cookie Policy for details.

Your rights

If registered on the Careers Site, you can access and update your information at any time.

To request access, correction, suppression, restriction, deletion or transfer of your data, contact us via the method in the “Contact” section. We may need to verify your identity.

Additional rights for EEA residents
  • Right of access
  • Right to rectification or erasure
  • Right to restriction
  • Right to object or withdraw consent
  • Right to data portability

We do not use automated decision-making (Art. 22 GDPR).

You can also lodge a complaint with your local supervisory authority: link.

Security

We implement reasonable organizational and technical measures. However, no system is 100% secure. If you believe your interaction is no longer secure, contact us immediately.

We disclaim liability (as permitted by law) for data loss, misuse, or unauthorized access relating to your application data.

Third-party websites

This Policy does not cover third-party websites linked from the Careers Site. We are not responsible for their content or practices.

Applicable law

This site is operated from the U.S. and governed by U.S. law. If your data is transferred to another country, it will be handled in accordance with this Policy. Hiring decisions are made by the affiliate responsible for the job, under that country’s law.

Current CONVOTIS employees

If you currently work for CONVOTIS, you may apply for other positions internally. Contact your HR manager for eligibility and policy details.

Changes to this policy

We may revise this Policy at any time. The “Last Updated” date indicates the current version. Changes become effective once posted.

Contact

If you have any questions, contact us at: [email protected]

  • CONVOTIS GmbH, attn. Data protection officer
  • CONVOTIS Münster GmbH, attn. Rüdiger Niemeier, Robert-Bosch-Straße 17a, 48161 Münster, Germany, Tel: +49 (2533) 28 118 08 100
  • CONVOTIS Services GmbH, attn. Data protection officer, Guglgasse 15/4A/4.OG, 1110 Vienna, Austria, Tel: +43 (1) 7985012
  • For CONVOTIS Hamburg GmbH and METRO CLOUD Provider GmbH: Sebastian Herting, Hallerstraße 76, 20146 Hamburg, Germany, [email protected], www.datenschutzkanzlei.de

Please do not send credit card or other sensitive data via email.

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