APPLICANT PRIVACY POLICY

CONVOTIS Switzerland Ltd. (“CONVOTIS”) appreciates your trust and is committed to the responsible management, use and protection of personal data. This privacy policy for applicants (“Privacy Policy”) describes our practices with regard to all information we collect via the career section of our website (available at https://www.convotis.ch/en/career/) (“Careers Site”) and offline in connection with your application for a job or internship with CONVOTIS or one of our affiliates.  Personal information submitted elsewhere on CONVOTIS’ and its affiliates’ web sites will be used in accordance with our general online Privacy Policy (located at https://www.convotis.ch/en/privacy/).

PERSONAL INFORMATION WE COLLECT

Information You Provide

We collect personal information from you in connection with your application:

Information we collect includes:

  • Name, address, telephone number, e-mail address, and other contact information;
  • Username and password;
  • Work authorization status;
  • Date of birth;
  • CV, résumé, photo, cover letter, previous work experience and education information (e.g., academic degree);
  • Skills;
  • Professional and other work-related licenses, permits and certifications held;
  • Information relating to references; and
  • Any other information you elect to provide to us (e.g., employment preferences, willingness to relocate, current salary, desired salary, awards or professional memberships).

We can also inquire about criminal records. We will do so only where so permitted by applicable law. Otherwise, we ask that you avoid submitting information that may qualify as sensitive information under applicable law, except where such information is legally required. Sensitive information includes detail such as race, religion, ethnicity, nationality or national origin, age, gender identity, sex life or practices or sexual orientation, marital status, medical or health information (including disability status), genetic or biometric information, biometric templates, political or philosophical beliefs, political party or trade union membership, veteran status, judicial data (such as criminal records or information on other judicial or administrative proceedings).

Any information you submit through the Careers Site must be true, complete and not misleading. Submitting inaccurate, incomplete, or misleading information may lead to a rejection of your application during the application process or disciplinary action including immediate termination of employment. In addition, it is your responsibility to ensure that information you submit does not violate any third party’s rights.

If you provide us with personal information of a reference or any other individual as part of your application, it is your responsibility to obtain consent from that individual prior to providing the information to us.

INFORMATION FROM OTHER SOURCES

To confirm the information in your application, and as permitted by applicable law, CONVOTIS sometimes obtains information about you from other sources:

Other sources include:

  • Your references;
  • Prior employers;
  • Educational institutions you attended; and
  • Public authorities.

USE OF INFORMATION

The information you enter on the career page will be used for CONVOTIS’ global recruitment, personnel management and planning, to the extent permitted by applicable law: 

  • To process your application. We carry out these activities to manage our contractual relationship with you, with your consent (where we have obtained it from you) or on the basis of our legitimate interests;
  • To assess your skills and qualifications for a position. We carry out these activities to comply with a legal obligation, to manage our contractual relationship with you, or on the basis of our legitimate interests; 
  • To carry out checks on your references. We carry out these activities to comply with a legal obligation or on the basis of our legitimate interests;
  • To respond to your enquiries and communicate with you about your application, as well as to provide you with information about the careers page and changes to our terms and conditions and policies. We carry out these activities to comply with a legal obligation, with your consent (where we have obtained it from you) or on the basis of our legitimate interests;
  • To comply with or monitor compliance with applicable laws or regulations. We carry out these activities to comply with a legal obligation or on the basis of our legitimate interests; and
  • To protect our other legitimate interests, e.g. for CONVOTIS administrative purposes, for the preparation of management reports, for internal training purposes and to the extent generally necessary for the conduct of our business within CONVOTIS and our affiliated companies.

The information about you will be included in CONVOTIS’ international applicant database and may be stored and used to consider you for positions other than the one you are applying for at CONVOTIS and our affiliated companies.  If you do not wish this to happen, please contact us at the address given in the ‘Contact’ section.

If we hire you, personal data that we collect in connection with your application may be included in our personnel system and used to manage the new hire process. This data may become part of your personnel file and may be used for other employment-related purposes.

The provision of personal data via the career page is voluntary. However, if you do not provide sufficient information, CONVOTIS may not be able to consider your application for a position or, if you are hired, your subsequent promotion, transfer or secondment.

DISCLOSURE AND TRANSFER OF INFORMATION

CONVOTIS shares personal data with affiliated companies involved in evaluating candidates for a specific position. Our affiliated companies are responsible for handling all your legitimate requests regarding the shared personal data. Our affiliated companies are listed here: https://www.convotis.ch/imprint/.

We restrict access to personal data to employees who need it for the purposes described in this privacy policy, including employees in the human resources, recruitment and IT departments, as well as the department responsible for the position you are applying for.

CONVOTIS also shares personal data with our external service providers to enable them to provide services to us, including hosting and operating the career site, assisting with recruitment and screening applicants.

The disclosure of your personal data may involve the transfer of personal data to other countries, including the United States or other countries where we or our service providers operate. If you are located in the European Economic Area („EEA“), this may also include countries outside the EEA. Some non-EEA countries are recognised by the European Commission as providing an adequate level of data protection in accordance with EEA standards (a full list of these countries can be found here: https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection/rules-international-data-transfers_en. For transfers from the EEA to countries not considered adequate by the European Commission, we have taken appropriate measures to protect your personal data, such as entering into standard contractual clauses accepted by the European Commission. You can obtain a copy of these measures by contacting us as described in the ‘Contact’ section below.

OTHER USES AND DISCLOSURE OF INFORMATION

We use and disclose your personal data when necessary or appropriate. We do this when we have a legal obligation or legitimate interest to do so:

  • To comply with applicable laws.
  • This may also include laws outside the country in which you reside.
  • To respond to requests from public and government authorities.
  • This may also include authorities outside the country in which you reside.
  • To cooperate with law enforcement agencies.
  • For example, if we receive requests and orders from law enforcement agencies.
  • For other legal reasons.
  • To enforce our terms and conditions and
  • To protect our rights, privacy, safety or property and/or that of our affiliates, you or others.
  • In connection with a sale or transaction.
  • We have a legitimate interest in disclosing or transferring your personal data to a third party in the event of a reorganisation, merger, sale, joint venture, assignment, transfer or other disposal of all or part of our business, assets or shares (including in connection with any insolvency or similar proceedings).

DATA RETENTION

We will store personal data for as long as necessary to fulfil the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law. The criteria for determining our retention periods are: (i) the duration of the application process; (ii) as long as we have an ongoing business relationship with you; (iii) as long as it is necessary due to a legal obligation to which we are subject; and (iv) as long as it is advisable in view of our legal situation (e.g. with regard to applicable limitation periods, legal disputes or official investigations).

We will remove personal data relating to inactive accounts from our database if we are required to do so by law or by a government authority. In addition, we may delete personal data about you (including your CV) from our database at any time and without giving reasons. You should therefore keep your own copy of the personal data you have provided to us.

PASSIVE INFORMATION COLLECTION: COOKIES AND SIMILAR TEHNOLOGY

We and our service providers use “cookies” and similar technologies on the Careers Site.  Please see the separate Cookie Policy, which is available at https://stage.convotis.ch/en/cookie-policy/.

YOUR INDIVIDUAL RIGHTS

If you register on the Careers Site, you may access, review, and change your personal information stored therein by logging into the Careers Site and updating your account information. The updated profile will be used as the default the next time you apply for a job using your account online. To change personal information that you have already submitted for consideration for a specific position, please update your profile and resubmit your application for that position. We encourage you to promptly update your personal information if it changes or is inaccurate.

If you would like to request to access, correct, update, suppress, restrict or delete personal information, object to the processing of personal information, or if you would like to request to receive an electronic copy of your personal information for purposes of transmitting it to another company (to the extent this right to data portability is provided to you by applicable law), you may contact us in accordance with the “Contact Us” section below. We will respond to your request consistent with applicable law.

In your request, please make clear what personal information you would like to access or have changed, whether you would like to have personal information that you have provided to us suppressed from our database. 

For your protection, we only implement requests with respect to the information associated with the particular email address that you use to send us your request, and we may need to verify your identity before implementing your request. Please note that certain personal information may be exempt from such requests pursuant to applicable data protection laws or other laws and regulations.

ADDITIONAL INFORMATION REGARDING THE EEA:

As a data subject you have the following rights under the statutory conditions:

  • to check whether and what kind of personal data we hold about you and to request copies of such data (right of access)
  • to request correction, supplementation or deletion of your personal data that is inaccurate or processed in non-compliance with applicable requirements (right to rectification and erasure)
  • to request us to restrict the processing of your personal data (right to restriction)
  • in certain circumstances, to object for legitimate reasons to the processing of your personal data or to revoke consent previously granted for the processing (right to object or withdraw consent)
  • to receive the personal data you provided to us in a structured, commonly used and machine-readable format and to transmit those data to another controller (right to data portability)

We do not process your personal data for the purpose of taking decisions based solely on automated processing, including profiling, which produce legal effects concerning you (Art 22 GDPR).

You also have the right to lodge a complaint with an EU/EEA data protection authority for your country or region where you have your habitual residence or place of work or where an alleged infringement of applicable data protection law occurs. A list of data protection authorities is available at http://ec.europa.eu/newsroom/article29/item-detail.cfm?item_id=612080.

SECURITY

We seek to use reasonable organizational, technical and administrative measures to protect personal information within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Contact Us” section below.

CONVOTIS hereby disclaims, as far as permitted by local laws, any liability for itself and its affiliates and contractors for any personal information we collect in connection with your application that is lost, misused, illegally accessed, disclosed, altered or destroyed or not timely delivered to our Careers Site.

LINKS TO THIRD-PARTY WEBSITES

This Policy does not address, and we are not responsible for, the privacy, information or other practices of any third parties, including any third party operating any website or service to which the Careers Site links. The inclusion of a link on the Careers Site does not imply endorsement of the linked site or service by CONVOTIS or our affiliates. 

LAW APPLICABLE TO JOB APPLICATIONS

The Careers Site allows you to apply for jobs world-wide, as a benefit of CONVOTIS’ centralized global recruitment function. This Careers Site is operated from the United States. Accordingly, any personal information you submit to the Careers Site will be collected in the United States and will be subject to U.S. laws. 

If we share your personal information with an affiliate located in another country in its capacity as a potential employer, the affiliate will handle your personal information in accordance with this Policy.  Any hiring or other employment-related decisions will be made by the hiring affiliate in accordance with the laws of the country where the job will be located.

CURRENT PERSONNEL OF CONVOTIS

If you currently work for CONVOTIS or one of our affiliates, you may be eligible to apply for a different position within CONVOTIS to use the Careers Site. If you accept such a position, your benefits programs and Human Resources policies may change. Please consult with the HR manager for the new position concerning application eligibility, benefit programs, and HR policies applicable to that position.

The Careers Site is not intended for distribution to, or use by, any person or entity in any jurisdiction or country where such distribution or use would be contrary to local law or regulation.

CHANGES TO THE POLICY

We reserve the right to amend this Policy at any time to address future developments of CONVOTIS, the Careers Site or changes in industry or legal trends. The “Last Updated” legend at the top of this Policy indicates when this Policy was last revised. Any changes will become effective when we post the revised Policy on the Careers Site.

CONTACT US

If you have any questions about this privacy policy, please contact dpo@convotis.ch or:

  • CONVOTIS Schweiz AG Attn: Data Protection Officer

As communication via email is not always secure, we ask that you do not include credit card details or other sensitive information in your emails to us.

Find your solution

To top