Candidate Privacy Policy

In the following, we want to clarify as per Art. 13 and Art. 14 of the General Data Protection Regulation (GDPR), what information is collected during the online application procedure and how this information is processed. This privacy policy explains how hotelkit GmbH (hereafter ‘hotelkit’) processes personal data during the application procedure. The policy also outlines the applicable data protection rights, including your right to object to part of the processing of your personal data. For further information on these rights and how to exercise them, please see the section “Your rights”. The data subject rights are the same for all data subject groups. We want to inform you that all data subjects (i.e., website visitors, candidates and employees) are entitled to the data subjects rights outlined.

The candidate privacy policy applies in addition to our overall general privacy policy , which contains specific information on how we process your personal data when you visit our website or when you are not applying to a vacancy. Please note that hotelkit GmbH serves as an internal service provider for the hotelkit Technik UG and, as its partnership company, manages the entire application procedure. Moreover, the information we collect will not be forwarded to third parties, except if we are required to do so by law or in case you have given your full consent.

1. General information regarding the application

The provision of personal data is necessary for the mentioned purposes and an essential part of pre-contractual and, if applicable, subsequent contractual obligations towards hotelkit. Failure to provide personal data may hinder the start of the application procedure or may result in the procedure being cancelled and your application not being considered. In addition, if hotelkit receives and processes your personal data based on a declaration of consent given by you, you have the right to withdraw this consent at any time and without indicating a reason (legal basis for the processing referred to in Art. 6(1)(a) GDPR, Art. 4(11) GDPR). The lawfulness of the processing carried out prior to your withdrawal of consent remains unaffected. Please send your withdrawal of consent regarding the application procedure to work@hotelkit.net.

2. Applying via the application platform

On a technical level, the online application platform we use is operated by our service provider Workwise GmbH located at Erbprinzenstraße 27, 76133 Karlsruhe, Germany (hereafter: ‘Workwise’). Workwise only provides the software and the computing capacity, it does not have any influence on the application procedure. The processing of applicant data is according to Art. 6 (1)(f) GDPR. The staffing services on behalf of job seekers or employers is in no way commissioned data processing, but the use of external services of independent responsible entities. Workwise is bound by contract to ensure the protection of your data by putting appropriate technical and organizational measures in place. Your personal data is thus stored in a secure operating environment that is not accessible to the general public.

2.1. Signing up with Workwise

You can manage your application in the Workwise portal and also access any other services offered by Workwise at any time in the portal. If you use the services offered by Workwise, Workwise is responsible for the processing of all personal data within this customer relationship. In this scenario, the privacy policy of Workwise applies, which you can find here: Privacy Policy Workwise. This will also be pointed out to you when registering with Workwise.

3. Applying via email

In order to apply to a job opening advertised by hotelkit, it is not necessary to create an account on Workwise. The application can also be send to this email address work@hotelkit.net. The processing of the personal data submitted by you via email is carried out solely within the framework of the application procedure, which is also the legal basis for the processing (initiation of a contract, referred to in Art. 6(1)(b) GDPR). Further personal data that comes up during the application procedure (e.g., in phone calls or video calls) are also processed.

3.1. Data controller

The processing of personal data as laid down in Art. 4(7) GDPR is the responsibility of hotelkit GmbH, Marie-Andeßner-Platz 1, 5020 Salzburg, Austria.

3.2. What personal data do we collect?

In the framework of the selection procedure, the following categories of data may be collected or processed:

Contact information from the candidates’ application profile (e.g., names (first, middle, last), country, email address, telephone number).
Data regarding the desired salary, motivation, if nec. data regarding a disability (only if relevant for the advertised vacancy).
Documents in support of the candidates’ application (e.g., résumé, cover letter, data on professional development, qualifications and language skills).
Residence status/visa
Outcome of online procedure e.g., video interviews.
If available, job references

3.3 Why and how do we process your personal data?

We will process your personal data solely for the following purposes:

In order to initiate and justify an employment relationship
To contact and inform you about other job openings
In case you have given your consent to contact and ask you about the application procedure
To contact you regarding an unsolicited application by you
In case you have given your consent, to send you personalized information regarding job openings at hotelkit

3.4. Legal bases for the processing of your personal data

Your personal data will be collected and processed to fill the advertised vacancies and to carry out the selection procedure. In the framework of the application procedure, the provision of personal data is voluntary. However, the provision of personal data is necessary for the processing of your application or for entering into an employment contract with us. The legal basis for the processing is Art. 6(1)(f) GDPR in conjunction with Art. 9(2)(e) GDPR. Furthermore, we may process personal data from you for the defence of asserted legal claims arising against us from the application procedure, insofar as this is necessary. The legal basis for this is Art. 6(1)(b) and (f) GDPR. The legitimate interest is, for example, a duty to provide evidence in a proceeding under the Equal Treatment Act.

3.5. Recipients of personal data, no data transfer to non-EU countries

We may transfer personal data to companies affiliated with us, insofar as this is permissible within the framework of the purposes and legal bases set out above. We will not transfer your personal data to third parties if there is no relation to the candidate management and the application selection procedure. A data transfer to places or persons outside the EU does not take place and is not planned. We reserve the right to disclose information about you if we are required to so by law and if such disclosure is requested by authorities or law enforcement agencies. The legal basis for this is Art. 6(1)(c) GDPR.

3.6. How do we use your application data? How do we protect and safeguard it?

We’re committed to protecting our users’ personal data. We put in place appropriate technical and organizational measures to protect your personal data from accidental and intentional manipulation and unauthorized access. Before your personal data is transferred, it is encrypted in accordance with the recognized state of the art. During the recruiting process, your application data can only be accessed by people entrusted with the recruiting process. In our case this is the human resources department as well as the manager looking to fill the vacancy.

3.7. Retention period

After our final decision regarding your application, we will store your personal data for a duration of 6 months. This is necessary regarding the obligation to provide evidence in a proceeding under the Equal Treatment Act. Should your application be of interest for other job openings within hotelkit GmbH or its partnership businesses, your personal data will be processed anew if you gave your consent in this respect. If your application is successful, we will store your personal data for the entire duration of the employment relationship in accordance with the Employee Privacy Policy, which we will provide to you upon acceptance of employment.

3.8. Objection to or withdrawal of consent regarding the processing of personal data

If you have given consent to the processing of your personal data pursuant to Art. 6(1)(a) (e.g., when taking part in a survey on satisfaction with the application procedure), you can withdraw this consent at any time. The withdrawal of consent affects the lawfulness of the processing of personal data which was given to us priorly. As far as the processing of your personal data is based on the balance of interests (Art. 6(1)(f) GDPR), you may object to the processing. In case you decide to object to the processing of your personal data, we ask you to clarify why your data should not be processed by us. In the case of a substantiated objection, we will assess the matter and either discontinue or adapt the data processing or demonstrate our compelling legitimate grounds based on which we will continue the processing.

3.9. Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you is unlawful.

4. How to contact us:

Are you encountering technical difficulties when sending your online application? Do you have any questions regarding a job opening? Or do you have any general questions or suggestions regarding the online application? Do you maybe have further questions concerning data protection? Send an email to: work@hotelkit.net – we will contact you as soon as possible to solve your problem and give an answer to your question.