Data privacy for the KARDEX recruiting portal
Data privacy statement for the KARDEX recruiting portal
Thank you for your interest in applying to a company of the KARDEX Group. KARDEX Holding AG operates a Candidate Management System for all companies within the Group and also an associated web portal. This Data Protection Declaration refers to the application process. Please also refer to our general privacy and cookie policy under www.Kardex.com.
Who is responsible for processing of data and who is the data privacy officer?
The person responsible for data processing is the company where you are applying. For more information on the KARDEX Group and the responsible KARDEX company (hereafter referred to as: KARDEX), including contact data, which has published the job advertisement, see www.Kardex.com.
If you have any questions regarding data protection, you can contact the Data Protection Officer by E-Mail: dataprotection@Kardex.com, by phone: +41 444194444 or by post at:
Kardex Holding AG, Corporate Data Protection, Airgate Thurgauerstraße 40, 8050 Zürich.
What personal data do we process about you and where do these come from?
Your personal data will be collected directly from you as part of the application process. In addition, we may use data we received from third parties (e.g. employment agencies). The Candidate Management System contains all of the data you entered into the application form or additional documents.
These include master data (such as name, additions to the name, date of birth, or title), contact details (postal address, telephone number, E-mail address), as well as data on your qualifications and trainings (e.g. CV, certificates). Depending on the job vacancy notice, we collect, where appropriate, information on language and IT skills, work- or residence-permit, or driving license.
In addition, we collect and process some additional (voluntary) information such as earliest date of commencement of employment, regional mobility, desired amount of hours and employment duration, previous activities at KARDEX, or information on how you became aware of the vacancy notice. Data may also be collected and processed for the purposes of billing and reimbursement of travel expenses.
In the course of processing of your application, further data may be supplemented by KARDEX's employees. In addition, during the application process you will have the opportunity to access your data using this Portal. For this purpose, administrative data (username and password) will be stored. Please note that due to compliance reasons we need to check certain information for certain applicants. This is usually only applicable to senior executive positions, for example, in order to reveal any restrictions of competition or financial interests, as well as to rule out any conflicts of interest or conflicting activities.
Should one or more components of such processing of data be based on your consent, you can revoke such consent at any time with effect for the future. Should parts of such data processing be based on our legitimate interests, you can oppose such data processing for reasons related to your particular situation.
What are the purposes and the legal basis for data processing?
We process your personal data in compliance with the provisions of the Data Protection Regulation (Datenschutzgrundverordnung - DSGVO), the Federal Data Protection Act (Bundesdatenschutzgesetz - BDSG) and all other applicable laws. KARDEX processes your personal data in the context of selection of candidates within the implementation of the application process. The legal basis for this is Art. 88(1) of the DSGVO in conjunction with Art. 26(1) of the BDSG.
With regard to the processing of personal data necessary for the implementation of pre-contractual measures or for the fulfilment of a contract, which the data subject is party to, Art. 6(1)(b) DSGVO shall serve as the legal basis.
As far as processing of personal data is required for compliance with a legal obligation, which our company is subject to, Art.6(1)(c) DSGVO shall act as the legal basis thereto. This applies, for example, to specific compliance requirements, which we must respect.
Provided the processing is necessary in order to maintain a legitimate interest of our company and it does not outweigh the interests, fundamental rights and freedoms of the affected person, Art. 6(1)(f) DSGVO shall act as the legal basis for the processing.
Provided we obtain the informed consent of the person concerned for the processing operations of personal data, Art. 6(1)(a) DSGVO shall act as the legal basis for the processing.
Should we use your personal data for a purpose not listed here, we will inform you about this in advance.
Are you required to provide data?
As part of the application process, you need to provide only those personal data that are required for candidate selection and implementation of the application process, and data required for related possible contractual and statutory obligations, or provided we are legally obliged to collect and process such data. Please note that processing of your application without providing certain data is not possible.
To what extent do automated individual case decisions or profiling take place?
We use no purely automated processing processes in reaching a decision.
How will the data be protected?
KARDEX takes the protection of your personal data very seriously and relies on professional technical measures. For example, data is transmitted in encrypted form only, access to data centers is strictly limited, and access rights to your data is granted only to those persons directly associated with the application process or being entrusted with ensuring IT functionality. All external service providers and, in particular, the operator of the Candidate Portal are carefully selected, as well as contractually obliged to ensure compliance with the strict European General Data Protection Regulation.
How long will your data be stored?
The data that we have received in connection with a job application will be stored during the application process and up to six months following acceptation and/or rejection thereof. Following the expiration of this time period, all application-related data will be deleted.
In addition, KARDEX offers the inclusion in a talent pool in order to notify you of any suitable job vacancies. As long as you will use the talent pool service, your data will be stored for this purpose. You can keep your profile up-to-date using the Candidate Portal or terminate your inclusion in the talent pool there, which will result in the deletion of your data.
In addition, it may occur that personal data may be stored for the time during which claims can be asserted against us. In such case, statutory limitation periods come to place. In addition, in the event of applicants being reimbursed travel expenses etc., legal obligations regarding proof- and retention requirements must be complied with.
Who will receive your data?
Only the persons and positions within our company shall receive your personal data, which require those in order to fulfil our contractual and legal obligations. You can apply for a specific position or submit an unsolicited application.
When applying for a specific position, the responsible manager and the personnel of the competent HR department of KARDEX shall receive access to the data. Provided a selection process across different locations is required in the case of positions within the Group, you will be informed in advance.
In the case of an unsolicited application, you can decide to which HR departments within the KARDEX Group you want to make the data accessible through the selection of eligible regions.
Provided this is necessary for the fulfilment of contractual or statutory obligations, we may transmit your personal data to recipients outside of the company, such as banks, public authorities and courts.
In addition, in order to fulfil our contractual and legal obligations we employ different service providers, which have been carefully selected and are contractually bound to protect the data.
Will your data be transmitted into a third country?
Your data may be transmitted to certain companies within our Group of companies, provided those companies implement data processing tasks centrally for the affiliated companies within the Group.
This is the case with application process, since we transmit respective data to a Group company in Tunisia. The level of data protection is guaranteed by EU standard contractual clauses, which impart the European Data Protection Law.
What rights can you claim?
You have the following rights:
The right to information (Art. 15 DSGVO),
The right to deletion (Art. 17 DSGVO),
The right to rectification (Art. 16 DSGVO),
The right to data portability (Art. 20 DSGVO),
The right to limitation of data processing (Art. 18 DSGVO),
The right of objection against the data processing (Art. 21 DSGVO).
You also have the right of appeal to a data protection supervisory authority.
In order to assert these rights, please contact us at: datenschutz@Kardex.com Please note that the company to which you are applying is responsible for the correct handling of your data, and is also your point of contact in case of any questions you might have.
For further information on our privacy policy, please feel free to contact us via E-mail at dataprotection@Kardex.com or per post at KARDEX AG, Corporate Data Protection, Airgate Thurgauerstraße. 40, CH-8050 Zürich
In addition, you can assert the right of objection, namely when we process your data in order to safeguard legitimate interests. You can object to such processing for reasons related to your particular situation.
We shall cease to process your personal data in such case, unless we can present strong reasons, which prevail over your interests, rights and freedoms, to prove the data worthy of processing, or provided the processing is used for the establishment, exercise of or defense against legal claims.
Yes, I agree to the use of my data by KARDEX to process my application in due consideration of the above made statements. I also agree that KARDEX will provide me a user account for the recruiting system. I am aware that I may remove my consent to process my data or to use the recruiting system any time with effect for the future while no additional costs except those for the notice will occur.