1. General information on the application
Provision of personal data is necessary to achieve the purposes stated and is an essential part of pre-contractual and, if applicable, subsequent contractual obligations towards hotelkit. There is no obligation to provide us with personal data we request. However, not providing your personal data may result in the inability to initiate or continue the application process, and your application may not be further considered.
1.1. Application via the applicant platform
Our online application portal is operated in a technical capacity by our service provider Workwise GmbH, located at Erbprinzenstraße 27, 76133 Karlsruhe, (hereinafter “Workwise“). Workwise solely provides software and computing capacity and does not influence the application process in any other way. Processing of application data is based on our overriding legitimate interest pursuant to Article 6 (1)(f) of the GDPR, which consists of ensuring an efficient application process and optimal filling of positions. Recruitment of personnel on behalf of jobseekers or employers is not a data processing according to Article 28 GDPR, but rather the use of the specialized services of an independent controller. Workwise is contractually obliged to ensure the protection of your personal data through technical and organizational measures. Data is stored in a secure operating environment that is not accessible to the public.
1.2. Registration with Workwise
You can manage your application directly in Workwise and access the other Workwise services at any time. If you use Workwise, Workwise is responsible for all personal data processing within this customer relationship. The privacy policy of Workwise applies, which you can find here: Workwise Privacy Policy. You will also be informed about this when registering with Workwise.
1.3. Application via Email Contact
For your application to a job advertised by hotelkit, it is not necessary to create a customer account with Workwise. The application can be sent directly to work@hotelkit.net. The processing of the personal data you provide via email is solely for the purpose of conducting the application process, which is also the legal basis for the processing (preparation of a contract, Art. 6(1)(b) of the GDPR). For this purpose, any other personal data that may come up during the general application process (such as telephone calls or video calls) will also be processed.
2. Who is responsible for the processing?
hotelkit GmbH and hotelkit Technik UG are jointly responsible for the processing of personal data according to Article 4 (7) and 26 of the GDPR.
2.1 Contact
hotelkit GmbH
Altes Mühlhau, Marie-Andeßner-Platz 1
5020 Salzburg
Telefon: +43 662 238080
E-Mail: info@hotelkit.net
hotelkit Technik UG
Teplitzer Straße 34
01219 Dresden
Telefon: +49 351 3098 4161
E-Mail: office@hotelkit-technik.net
As joint controllers within the meaning of Article 26 of the GDPR, both companies are responsible for compliance with data protection provisions. Data subjects can exercise their rights against both hotelkit GmbH as well as hotelkit Technik UG.
2.2 Contact Data Protection Officer
Please direct all data protection related inquiries to our data protection officer, Ing. Mag. Jürgen Hutsteiner, CIPP/E at: dataprivacy@hotelkit.net.
3. Categories of processed data
The following categories of personal data may be collected or processed during the selection procedure:
- Contact details in the application profile (e.g. first and last name, country, email, phone number).
- Details on desired salary, motivation, details regarding disability if applicable (only if relevant to the advertised position).
- Application documents (e.g. CV, pictures, cover letter, career development data, qualifications and language skills).
- Results of online procedures such as video interviews.
- References available to us, if applicable.
4. Nature and purpose of the processing of personal data
Your personal data will only be processed for the following purposes:
- Initiation and establishment of the employment relationship.
- To contact you in case you are considered for an alternative position.
- Provided that you have given us your consent, to ask you about your satisfaction with the application process.
- To contact you about your speculative application.
- To provide you with personalized information about vacancies at hotelkit in accordance with the consent you have given .
- For the assertion, exercise or defense of legal claims.
5. Legal basis
We collect and process your personal data in order to offer advertised positions and to be able to carry out the selection process. The provision of personal data as part of the application process is voluntary. However, the provision of personal data is necessary for the processing of your application or for the conclusion of an employment contract with us.
We process your personal data on the basis of our overriding legitimate interest pursuant to Article 6(1)(f) GDPR, which is to ensure an efficient application process and optimal staffing, as well as on the basis of the need to carry out pre-contractual measures (Art 6(1)(b) GDPR). In addition, personal data may be processed on the basis of Article 6 (1)(f) GDPR insofar as this is necessary to defend asserted legal claims against us arising from the application process. A legitimate interest is, for example, providing evidence in any legal proceedings.
If hotelkit also receives and processes your personal data on the basis of a declaration of consent, you have the right to revoke this consent for the future without giving reasons (legal basis Article 6 (1)(a) GDPR). The lawfulness of the processing carried out until the revocation of consent remains unaffected. Please send your revocation declarations, regarding the application process, to work@hotelkit.net.
Insofar as the processing of your personal data is based on an overriding interests pursuant to Article 6 (1)(f) GDPR, you may object to the processing. When exercising such an objection, we ask you to explain the reasons why personal data should not be processed as we have done. In the event of a justified objection, we will review the situation and either discontinue or adapt the data processing or demonstrate our compelling legitimate grounds on the basis of which we will continue the processing.
6. Transmission of your personal data
Where necessary for the above-mentioned purposes, we will transfer your personal data to the following categories of recipients:
- IT service providers;
- Companies associated with us.
In connection with applications to hotelkit Technik UG, it should also be noted that hotelkit GmbH, as an internal service provider for hotelkit Technik UG, manages the entire application process.
Your personal data will not be transferred to third parties without reference to the applicant management and applicant selection process. No data transfer to entities or persons outside the EU takes place and is not planned. In the event of a legal obligation, we reserve the right to disclose information about you if we are required to do so by lawful authorities or law enforcement entities. The legal basis for this is Article 6 (1)(c) GDPR.
7. Use and protection of your application data
Hotelkit has taken technical and organizational measures to protect your application data against accidental or intentional manipulation and against unauthorized access. The transmission of your data is encrypted in accordance with the currently recognized state of the art. In the recruiting process, access to the application data is only granted to persons who are entrusted with the recruiting process, such as the HR department and the manager responsible for the job offer.
8. Retention period
We process personal data for the duration of the application process. Afterwards, the data will be stored for 6 months. If you have given your express consent, we will retain your personal data until you revoke your consent. You can revoke your consent at any time. A revocation does not affect the lawfulness of the processing carried out on the basis of the consent before revocation. In the event that your application is considered for other positions within hotelkit or partner companies, further use of the data will only be made if your consent has been expressly given. If your application is successful, we will store the relevant personal data for the entire duration of the employment relationship in accordance with the data protection declaration for employees, which we will send to you before the start of your employment.
Irrespective of this, we store your data for as long as (i) statutory retention obligations exist or (ii) any legal claims for the assertion or defense of which the personal data are required are not yet time-barred.
9. Data Subject Rights
Under applicable laws, you have various rights concerning your personal data. If you wish to exercise these rights, please send your request by email to info@hotelkit.net or by mail, clearly identifying yourself, to the address mentioned in Section 1 above. We would like to inform you that you can exercise your rights against both hotelkit GmbH as well as hotelkit Technik UG.
Below you will find an overview of your rights according to the GDPR.
9.1 Right to Confirmation and Information
You have the right to obtain confirmation from us at any time as to whether personal data relating to you is being processed. If this is the case, you have the right to request information from us free of charge about the personal data stored about you, together with a copy of this data. This information includes, among others, the purpose of processing, the categories of personal data as well as the recipients.
9.2 Right of Rectification
You have the right to request immediate rectification of inaccurate personal data concerning you. Taking into account the purposes of the processing, you also have the right to request the completion of incomplete personal data, including by means of providing a supplementary statement. We will comply with this request in a timely manner, unless it conflicts with our legitimate interests or legal obligations, and we will correct, supplement, or modify your personal data accordingly.
9.3 Right to Erasure (“Right to be Forgotten”)
You have the right to request that personal data concerning you be erased without undue delay, and we are obliged to delete personal data if one of the reasons specified in Article 17 of the GDPR applies.
9.4 Right to Restrict Processing
You have the right to request restricting the data processing if one of the conditions of Article 18 of the GDPR is met.
9.5 Right to Data Portability
You have the right to receive the personal data concerning you that you have provided to us in a structured, commonly used, and machine-readable format. You also have the right to have this data transferred directly from us to another controller.
9.6 Right to Object
You have the right to object to the processing of your data when processing is carried out for direct marketing purposes or for another purpose based on our legitimate interests under Article 6(1)(f) of the GDPR. If we process your data for legitimate purposes, you have the right to object to such processing if there are reasons based on your particular situation.
9.7 Right to Withdraw Consent
You have the right to withdraw your consent to the processing of personal data at any time in writing by sending an email to info@hotelkit.net. The withdrawal of consent does not affect the lawfulness of the processing based on consent before its withdrawal.
9.8 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 the place of the alleged infringement, if you consider that the processing of personal data concerning you is unlawful.
10. Questions and assistance
Are you having technical problems sending the online application? Do you have questions about the content of the application for a job? Do you have general questions or suggestions about the online application? Or do you have further questions about data protection? Then contact us at: info@hotelkit.net. We will then contact you to solve your problem as quickly as possible or to clarify your questions.
11. Automated decision making according to Article 22 GDPR
Automated decision-making based on the personal data collected does not take place.
12. Updating of the Privacy Statement
We reserve the right to make changes to this privacy statement at any time. The privacy statement is regularly updated and any changes will be published on the website.
