Processing of (personal) data by the entity in charge of the online application process

DATA PRIVACY STATEMENT FOR APPLICANTS (RECRUITMENT)

Introduction

This data privacy statement, which refers exclusively to data collected as part of the online application process, sets out how Crisalix uses and protects any information that you provide or that is collected as part of the online application process.

1. Controller

1.1. Who is the controller? How can I contact the controller?

Name: Crisalix S.A. (“Crisalix” or “us”)
Address: PSE-A, 1015 Lausanne, Switzerland
Telephone: +41 78 720 2521
Email: privacy@crisalix.com

1.2. Is there a Data Protection Delegate (DPO) in the organization? How can I get in touch with the DPO?

Yes, we have designated a DPO. You can contact our DPO through the following email address: privacy@crisalix.com.

2. Personal data collected as part of the application process

“Personal data” means any information relating to an identified or identifiable natural person (or “Data Subject”), in particular by reference to an identifier such as a name, an identification number, location data, telephone number, date of birth, an online identifier or to one or more factors specific career etc. by reference to which a specific individual can be identified with reasonable effort.

We can also obtain information from professional social networks, such as LinkedIn, job boards like Infojobs, and from other publicly accessible sources (only information relevant to your professional life) for the purposes of actively approaching you with job offers or for the purpose of confirming the accuracy of the information presented by you within the course of the application.

3. Fundamentals and purposes of processing personal data collected from application documents and during the application process

Personal data within the electronic (i.e. via e-mail or using our online form) recruitment process will be used for the assessment of your application and, if an employment relationship is established, also for the execution of the employment relationship.

By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.

In particular, the following data is collected during this process:

Name (first and last names)
E-mail address
Phone number
LinkedIn profile (optional)
Channel through which you found us

Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and reference letters. These may contain additional personal data such as date of birth, address, etc.

Only authorized HR staff and/or staff involved in the application process have access to your data.

The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.

Your data will be stored for a period of 120 days after the application process has been concluded. This is usually done to fulfill legal requirements and/or defend ourselves against any claims arising from legal provisions. After this period, we are obligated to delete or anonymize your data. In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time, etc.).

Furthermore, we reserve the right to store your data for 120 days after the application process has been concluded for the purpose of adding it to our Talent Pool in order to identify any other vacancies that may be of interest to you. This includes, for example, applications for apprenticeships or internships. By accepting the data privacy statement, you consent to any further storage of your data as well as its inclusion in our Talent Pool.

Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.

4. Disclosure of data to third parties

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under article 28 of the GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.

5. Your rights

5.1. What rights do you enjoy regarding the processing of your data?

As provided for by the General Data Protection Regulation, we wish to inform you about your right to:

Access your data. You have the right to access your data in order to find out what personal data we process that concerns you. You may exercise your right of access at the following email privacy@crisalix.com.
Request to have your data rectified or deleted. In certain circumstances, you will have the right to rectify inaccurate personal data relating to you that is processed by us, or even to request its erasure. You may exercise your rights of rectification and erasure by contacting us at the following email privacy@crisalix.com.
Request the restriction of the processing of your data. In certain circumstances, you will have the right to request the restriction of the processing of your data by us, in which case, we wish to inform you that we will only retain the data for the exercise or defence of legal claims, as provided by the General Data Protection Regulation. You may exercise your right of restriction by contacting us at the following email privacy@crisalix.com.
Your data portability. In certain circumstances, you will have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format, and the right to transmit this data to another controller. You may exercise your right to data portability by contacting us at the following email privacy@crisalix.com.
Object to the processing of your data. In certain circumstances and on grounds relating to your particular situation, you will have the right to object to the processing of your data, in which case we will no longer process it unless compelling legitimate grounds exist or for the exercise or defence of possible legal claims. You may exercise your right to object by contacting us at the following email privacy@crisalix.com.

5.2. Do you have the right to withdraw your consent?

Yes, you may, at any moment, withdraw your consent regarding the processing of your data for one, several or all of the purposes referred to above.

5.3. Do you have the right to appeal?

Yes, you can appeal to the competent supervisory authority in your place of residence. You may obtain information on how to contact the different supervisory authorities by contacting us at the following email privacy@crisalix.com.

In any event, before starting any appeal, please contact us by email (privacy@crisalix.com) so that we can settle any discrepancies or disputes in an amicable way.

5.4. When will we reply to you?

We will reply to your requests as soon as possible and, in any event, within one month. Should we not meet this deadline, please, excuse us and contact us again so that we can deal with and rectify any possible technical error, which may have caused our late reply.

6. Concluding provisions

We reserve the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit to this recruitment website or any later job application.

In addition to this data privacy statement, please view our general data privacy statement at https://www.crisalix.com/en/legal/privacy-policy.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.