Candidate Privacy Policy

Last Updated June 18, 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 General Data Protection Regulation (GDPR) that came into force on 25 May 2018.


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 General Data Protection Regulation (GDPR) that came into force on 25 May 2018.  

3. 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


4. 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


5. 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


6. How and what personal information we collect

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

  • You directly
  • Referrals
  • Recruitment agencies
  • Application forms; your CV
  • Through interviews, meetings or other assessments
  • Job boards
  • Information about your right to work in the country you are applying to work in
  • The results of any personality profiling assessment that we may carry out as part of the recruitment process


Information we collect is limited to following:

  • Your name, address, age, current salary, copy of your CV, email address, phone number, date of birth, country identity number (eg. national insurance number); confirmation of your right to work in the country you are applying for a role in; 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
  • Or any other information according to Data and Privacy regulations needed with regards to the recruitment processes
  • Where we process any other special categories of personal data, such as information about ethnic origin, sexual orientation, health, religion or belief, this is done solely for the purpose of equal opportunities monitoring, or to directly benefit you; it is only ever collected and processed in accordance with applicable laws of the specific countries. This will depend upon your location or the location of the role (e.g. in the United States we must request gender, race and ethnicity as optional self-identification information which is used for EEO (Equal Employment Opportunity) reporting only or e.g you won’t be asked for this information in Germany) or there may be an opportunity for you to provide on a voluntary basis other self-identification information.


7. How long we retain your data for

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.

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. The periods for which your data will be held there will be provided to you in a new privacy notice.

8. Your rights in connection with personal information

Under certain circumstances, by accordance with the applicable law of the specific countries, you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.


9. Data protection officer

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice.

If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO

Data Privacy Officer

Mr. Jörg Rübben

Heinz-Nixdorf-Ring 1
33106 Paderborn


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

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