Candidate Privacy Policy

Last Updated November 23, 2020.

1. Purpose

We at AEVI are committed to protecting the privacy and security of candidate’s personal data. This privacy policy describes how we collect and use personal data about you during and after the recruitment process in accordance with the applicable Data Protection Regulations.

2. Scope

This Candidate Privacy Policy (the “Policy”) applies to external and internal candidates and their applications in order to protect their data in accordance with the applicable Data Protection Regulations.

As a company that is globally active, we comply with different legal data privacy obligations in the territories we do business in. Since our headquarter lies within the European Union, the following information focuses on the GDPR. Other legal bases (such as the CCPA for Californian Residents) may apply additionally. These are outlined separately in the following:

3. Responsible for the data processing

AEVI International GmbH

Heinz-Nixdorf-Ring 1

33106 Paderborn, Germany

Email: gdpr@aevi.com

Phone: +49 5251 532 3929

4. Summary

This policy covers the following:

  • Data Protection principles
  • How we will use information about you
  • How and what information we will collect about you
  • How long we retain data for
  • Your rights in connection with personal information
  • Data Protection Officer

5. Data protection principles

We will comply with data protection laws and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely 

6. How we will use information about you

We will use the personal information we collect about you to:

  • Assess your skills, qualifications, and suitability for the work
  • Carry out background and reference checks, where applicable
  • Communicate with you about the recruitment process
  • Keep records related to our hiring processes
  • Comply with legal or regulatory requirements 

7. Source of the personal information we collect

We may collect personal information about you from the following sources:

  • You directly
  • Referrals
  • Recruitment agencies
  • The results of any personality profiling assessment that you may be asked to complete out as part of the recruitment process

Information we collect are the following:

  • Your name, address, age, current salary (only if in line with applicable laws), salary expectations, your CV, email address, phone number, date of birth, country identity number (e.g. national insurance number); confirmation of your right to work in the country you are applying for a role in; for certain positions also criminal convictions you may have. The collection of the information will comply with the legal requirements under applicable law of the specific countries
  • Information regarding your work history, qualifications, professional memberships, education, experience, or employment references
  • Any other information that you may decide to give us during the recruitment process.

 

8. Who receives your data

The following internal and external recipients may have access to your full or limited data:

  • Within AEVI:
    • The People Team
    • Hiring Managers
    • Interview Panel which can consist from AEVI employees not limited to your possible future colleagues or Diversity Champions(
  • Outside of AEVI (3rd parties such as):
    • the provider of our applicant management solution
    • possibly also recruiting agencies
    • possibly also agencies providing us with personality assessments
    • Third parties we engage in the recruitment process, e.g. for security and background checks (in regions where they are legal)

9. Legal basis for the data processing

The major legal basis of our data processing is your consent that you express in our applicant’s management solution by either clicking on “Yes” when asked for consent, or by answering voluntary questions.

The second legal basis is legitimate interest (especially regarding the 6 months retention period, see below) 

10. How long we retain your data

We will not hold your personal data longer than we need it. We will hold it for the length of the application process, and for a maximum 6 months thereafter. We will delete the data after this period.

However, if you consent that we may keep your data in our talent pool for future vacancies, we will retain your data for 2 years (from the end of the application process).

If you are successful in your application, information collected as part of the recruitment process will be transferred to your personnel file and retained during your employment.

11. Your rights in connection with personal information

  • GDPR:
    • You have the right to be informed whether and to what extent we process your data.
    • Subject to certain exceptions you have the right to obtain a confirmation as to whether or not we process your personal data, and if we do, request access to your data.
    • You have the right to object to the processing of your personal data in certain situations.
    • If the personal data that we process is incomplete or incorrect, you have the right to request their completion or correction at any time.
    • Under certain conditions and to a certain extent, you have the right to request the deletion of your personal data we store (please note that there may be reasons why we may not delete your data (for example where retention is required to meet legal or regulatory obligations).
    • You have the right to request that we restrict the processing of your personal data in certain situations: if you contest the accuracy of your personal data, you may request that its processing is restricted while we verify its accuracy; if the processing of your personal data is considered unlawful, but you do not require the deletion of your personal data; if we no longer need the data for the purposes of its processing, but you need it for the establishment, exercise or defense of legal claims; if you object to our processing of your data based on our legitimate interests, or where the processing is based on Art. 6(1) (e) GDPR.
    • Where the processing happens on the basis of your consent or contract, and is carried out by automated means, you have the right to request that we provide your personal data to you in a machine-readable format.
    • You have the right to object to decisions based exclusively on the automated processing of your personal data.
    • If your personal data is processed on basis of your consent, you have the right to withdraw your consent at any time. The withdrawal of your consent does not affect the lawfulness of processing based on consent before its withdrawal.
  • CCPA: If you are a State of California resident, you may make certain requests regarding your personal data in our possession. We will fulfill each of these requests to the extent required by Applicable Laws, including the CCPA.
    • You have the right to know the categories of your personal data that a business has sold or shared with a third party for business purposes.
    • You have the right to obtain a copy of the specific pieces of your personal data that a business holds about you.
    • Subject to certain exceptions, you have the right to request a business to delete your personal data.
    • You have the right to request that a business stop selling your personal data.
    • You have the right not to be discriminated against for exercising your CCPA rights.

12. Data protection officer

If you have any questions about this privacy notice or how we handle your personal information, please contact our Data Privacy Officer (DPO):

Jörg Rübben

Heinz-Nixdorf-Ring 1

33106 Paderborn, Germany

Email: gdpr@aevi.com

You have the right to make a complaint at any time to the DPO and / or to the relevant authorities in your specific country.

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