As part of the application process or in the case of your unsolicited application to the valantic Group or an individual valantic company, your associated personal data (hereinafter referred to as “data”) will also be processed. With this Privacy Policy, we inform you about the scope of the processing of your data (hereinafter “Data”).
This information is based on the requirements of the EU General Data Protection Regulation (“GDPR”) and the Swiss Data Protection Act (“FADP”).
1 Controller for data processing
1.1 Application to a Group company
If you apply for a job offer of a company of the valantic Group (Group company), this company is the controller for the data processing in the context of the application process or the owner of the data collection in accordance with the provisions of the Swiss Data Protection Act (FADP), provided that the company is based in Switzerland.
You can view the individual enterprises associated with our Group here:
1.2 Application to the valantic Group
If you send an unsolicited application to the Group, for example without naming a Group company, the data processing will be initiated by valantic GmbH (“valantic GmbH”), Ainmillerstraße 22, 80801 Munich Germany, phone: +49 89 2000 85 91 0, fax: +49 89 2000 85 93 1, e-mail: recruiting@muc.valantic.com.
Depending on whether a suitable position matches your application documents, your data will be forwarded to the valantic Group company in question, which will then continue the application process under its own responsibility.
1.3 Contact details of the data protection officer of valantic GmbH
Matthias Rosa
RMPrivacy GmbH
Große Langgasse 1A, D-55116 Mainz
www.rmprivacy.de
E-Mail: datenschutz@muc.valantic.com
2 Joint processing in the application process -Data processing by the valantic Group
2.1 In the following cases (Section 2.1.1 and Section 2.1.2), your data will be processed jointly by the valantic Group. You can view the enterprises affiliated with our Group as indicated in Section 1.1. In addition, individual Group companies may carry out application procedures exclusively via their own systems. We have described these cases in section 4.
2.1.1 Joint data processing
The legal basis for joint data processing for companies based in the EU or EEA is our overriding legitimate interest in effective administration and IT infrastructure in accordance with Art. 6 para. 1 f) GDPR.
The legal basis for joint data processing for companies based in Switzerland is our overriding legitimate interest in effective administration and IT infrastructure in accordance with Art. 13 para. 1 FADP.
We are jointly responsible with our affiliated enterprises for the processes that are subject to joint data processing in accordance with Art. 26 GDPR and Art. 13 FADP. Accordingly, we have bindingly defined the internal responsibilities and controllers in a contract.
As part of the application process, your data may also be transferred to non-EU countries and outside Switzerland. If there is no adequacy decision, this data transfer is based on standard contractual clauses.
The respective enterprise with which you are first in contact will fulfil the information obligations under data protection law.
We have assigned the fulfilment of data subject rights internally to valantic GmbH. You can also contact us at any time with enquiries or to assert your data subject rights using the contact details provided in section 1. We will then forward your enquiry internally for processing.
2.1.2 Talent pool of the valantic Group
If it is not currently possible to fill a vacancy, we can enter your application details in our talent pool and contact you if a suitable position becomes available.
However, we require your prior express consent for this. The legal basis for data processing is your consent in accordance with Art. 6 Para. 1 a), Art. 49 Para. 1 a) GDPR, which you can withdraw at any time by sending an email to recruiting@muc.valantic.com.
2.1.3 Analysis of the application process
In order to improve our application management and optimize the recruitment process, we process various data. A personal reference to your application is not possible. This is the following data: Applicant ID, the recruiting channel you have chosen, desired salary, duration of the application process, your region/community and your interest in selected jobs. We also pseudonymize the data as part of the analysis.
The data processing is carried out to safeguard our legitimate interest in accordance with Art. 6 para. 1 f) GDPR to improve our application processes by analyzing data.
3 Data processing in the application process of Group companies based in the European Union and Switzerland
If you are applying to a Group company based in the European Union (EU) and Switzerland, the following information applies.
3.1 Data processing
The individual data concerned, processing purposes, legal bases, recipients and any transfers to third countries that are relevant to the application process are listed below; otherwise, the Privacy Policy at https://www.valantic.com/de/datenschutzerklaerung is applicable:
3.1.1 Contact for applications
If you contact us to send us your application as an employee, e.g. by e-mail or via a contact form, the data you provide (title, name, e-mail address, desired place of work, desired salary, other voluntary data: e.g. CV, photos, etc.), your message and the application documents sent will be processed exclusively for the purposes of processing and handling your application enquiry.
The legal basis for data processing for valantic companies based in the EU or the EEA is Art. 6 para. 1 b) GDPR (in Germany primarily § 26 German Federal Data Protection Act).
The legal basis for data processing for valantic companies based in Switzerland is primarily Art. 328 b sentence 1 of the Swiss Code of Obligations (“CO”). According to this, the employer may only process data about the employee if it relates to the employee’s suitability for the employment relationship or is necessary for the fulfilment of the employment contract.
Accordingly, the processing of data required in connection with the decision on the establishment of an employment relationship is permitted.
Should the data be necessary for legal prosecution after completion of the application process, data processing may be necessary to safeguard our legitimate interests, namely the assertion and/or defense of claims.
The legal basis for data processing for valantic companies based in the EU or the EEA results from Art. 6 para. 1 f) GDPR (legitimate interest).
The legal basis for data processing for valantic companies based in Switzerland is Art. 13 para. 1 of the Data Protection Act (FADP) (legitimate interest).
3.1.2 Conducting job interviews online
If a job interview is conducted via web meeting, we process further data that is necessary to conduct the online meeting:
Additional data may also be required. However, this depends on the web meeting tool used to conduct the interview (e.g. MS Teams, Zoom, etc.). In this case, we will provide additional information as part of the registration process. We will also provide information about possible recipients and any transfers to third parties.
Your data will be used exclusively for the purpose of conducting the interview.
The legal basis for data processing for valantic companies based in the EU or the EEA results from Art. 6 para. 1 b) GDPR (in Germany primarily § 26 German Federal Data Protection Act) and, if applicable, from Art. 6 para. 1 f) GDPR (legitimate interest).
The legal basis for data processing for valantic companies based in Switzerland is primarily Art. 328b sentence 1 of the Swiss Code of Obligations (“CO”) as well as our overriding interest in direct connection with conducting the job interview pursuant to Art. 13 para. 2 a) FADP and/or our overriding legitimate interest pursuant to Art. 13 para. 1 FADP).
Our legitimate interest is to facilitate the online meeting.
3.1.3 Forwarding to third parties
If you apply for a vacancy at a Group company, you have the option of making your applicant profile and application documents available to all recruiters at valantic companies within a country or worldwide to be able to submit suitable vacancies to you.
The legal basis for valantic companies based in the EU or the EEA is your prior consent within the meaning of Art. 6 I a) GDPR.
The legal basis for valantic companies based in Switzerland is your prior consent in accordance with Art. 13 para. 1 FADP.
Your data will only be forwarded to third parties if this is necessary for the application process. The data will only be passed on to enterprises that provide services for us, e.g. our tax advisor or lawyer. These service providers will only use your data on our behalf and never for their own purposes.
3.2 Duration of data storage
We only store personal data for as long as is necessary for the purposes of the processing. After completion of the application process, the data will be erased after 6 months at the latest. Data in the talent pool will be erased by us in the event of your withdrawal or after 12 months at the latest, provided no further confirmation has been received.
3.3 Your rights as a data subject
3.3.1 Right of access
You can request information about all personal data that we have stored about you free of charge at any time.
3.3.2 Rectification, erasure, restriction of processing (blocking), objection
If you no longer consent to the storage of your personal data or if it has become incorrect, we will arrange for the deletion or blocking of your data or make the necessary corrections (insofar as this is possible under applicable law) if you instruct us to do so. The same applies if you ask us to restrict the processing of your data. You have a right to object in particular in cases where your data is required for the performance of a task carried out in the public interest or the data processing is based on our legitimate interest, as well as in the case of profiling based on this.
You also have such a right to object in the case of data processing for the purpose of direct marketing.
3.3.3 Right to withdraw consent with effect for the future
You can withdraw your consent at any time with effect for the future. Your withdrawal does not affect the lawfulness of the processing up to the time of withdrawal.
3.3.4 Data portability
If data processing is carried out on the basis of a contract, pre-contractual negotiations, consent or using automated procedures, you have the right to data portability. Upon request, we will provide you with your data in a common, structured and machine-readable format so that you can transfer the data to another controller if you wish.
3.3.5 Restriction of processing
Data for which we are not able to identify the data subject, e.g. if it has been anonymized for analysis purposes, is not covered by the above rights. Information, deletion, blocking, correction or transfer to another enterprise may be possible with regard to this data if you provide us with additional information that allows us to identify you.
3.3.6 Inspection of the data collection register
If you have applied to a Group company based in Switzerland, you also have the right to inspect the register of data collections at any time. This contains information on which federal bodies and private persons process which personal data. With the help of the register, you can find out who is processing your data and how and use this information to decide which data collection you wish to request information about.
3.3.7 Exercising your rights as a data subject and right to lodge a complaint
If you have any questions regarding the processing of your personal data, information, rectification, blocking, objection or deletion of data or if you wish to transfer the data to another enterprise, please contact datenschutz@muc.valantic.com.
You also have the option of complaining to an EU supervisory authority about your rights as a data subject. If you are applying to a Group company based in Switzerland, you have the right to lodge a complaint with the Federal Data Protection and Information Commissioner (FDPIC).
4 Data processing of individual Group companies
4.1 valantic LCS
In the case of direct applications to valantic LCS, Rua Anzebino Cruz Saraiva 342, Ed. Beira Rio, Piso 1, Escritório 32, 2415-371 Leiria, Portugal, the following service providers are used for all processing mentioned in section 3, to whom the personal data is transmitted as part of the application process:
4.1.1 OutSystems, 55 Thomson Place, Boston MA 02210 for the provision of our data processing systems. This may also involve data transfer to the USA. OutSystems guarantees an adequate level of data protection through the use of standard contractual clauses, supported by additional measures such as encryption of the data.
4.1.2 HubSpot Ireland Limited: 2nd Floor 30 North Wall Quay, Dublin 1, Ireland, Telephone: +353 1 5187500. It cannot be ruled out that data may also be transferred to HubSpot, Inc, 25 First Street, 2nd Floor, Cambridge, MA 02141, USA, e.g. for support purposes. HubSpot Inc. is certified under the EU-US Data Privacy Framework and is therefore covered by the EU adequacy decision for the USA.
4.2 valantic CX Austria GmbH
In the event of a direct application to valantic CX Austria GmbH, Söllheimerstraße 16, 5020 Salzburg, Austria, the data protection information, available at