Information about data protection

We are pleased you have chosen to apply at our company. Transparent and trustworthy handling of your personal data is an important foundation for a successful collaboration. We wish to inform you how we process your data and how you can exercise your rights according to the General Data Protection Regulation (GDPR). The information below offers an overview of the collection and processing of your personal data in connection with the application process. Please read this Data Protection Declaration carefully before submitting your application.

1. General information

The controller as defined by Art. 4 (7) GDPR is:

For questions about data protection, please email dpo@ada.gv.at.

According to Art. 4 (1) GDPR, personal data is all data that refers to an identified or identifiable natural person.


3. Which data is processed?

3.1. The following data and data categories are processed within the application process:

• Applicant master data (first name, last name, title, email address, telephone number, address, date of birth, citizenship)
• Qualifications data (cover letter, personal statement, resume, previous experience, professional qualifications and skills)
• Voluntary information, such as a photo, disability status or other information that you voluntarily share with us or voluntarily upload in your application
• Additional questions depending on the respective position (e.g. driver’s license, citizenship)
• Any communication between you and our company, as well as comments and personal evaluations created during your application process
• Other data / data categories, e.g. publicly accessible professional data such as profiles on professional social media networks like XING or LinkedIn.
• Special categories of personal data: If you provide information in your application documents that falls into special categories of personal data as defined by Art. 9 (1) GDPR (e.g. information that implies your sexual orientation; information on your health; information that implies your ethnicity or religion), we will also process this data only within the legally permissible framework.

3.2. The following additional data are processed in connection with the use of the platform:

• Automatically collected usage data

When accessing the domain jobbase.io, your web browser automatically sends certain usage data for technical reasons. This information is stored separately from other data in so-called log files. Prescreen collects the following information:

• Date, time and duration of access
• Browser type/version
• Operating system
• URL of the previously visited web page
• Volume of data transferred
• A GeoIP lookup is performed based on your IP address (Internet Protocol address)
• Names of the accessed files
• http status code (e.g. “request successful”)
• URL of the accessed web page
• Access type (GET, POST)

This data is technically required in order to offer the functions of the e-recruiting system and to ensure the stability and security of the system. It is stored by Prescreen for a period of 12 months. Data that must be further retained for evidential purposes is excluded from deletion until final clarification of the respective case.

The legal basis for the processing of the data is Art. 6 (1) GDPR.

• Cookies

Prescreen uses cookies. These serve for making the online application more user-friendly and efficient. The cookies are technically required in order to make this website available to you. It would not be possible to operate the website without using the cookies. There is therefore no option to refuse use of the cookies.

The legal basis for the processing of the data is Art. 6 (1) GDPR.

The cookies used for Prescreen can be found in our privacy policy under: https://prescreen.io/de/datenschutzerklaerung/ 


4. For what purposes do we process your data and on what legal basis?

Your personal data is processed for the purpose of personnel selection to fill job vacancies, i.e. to initiate an employment contract. The necessity and scope of data collection is assessed, among other things, according to the position to be filled. More extensive data collection may be required if  the position you are seeking involves particularly confidential duties, entails significant responsibilities in the areas of human resources and/or finance, or requires certain physical and mental capabilities. The legal basis for the processing of the data is Art. 6 (1) GDPR.

4.2. Consent – Art. 6 (1) (a) and Art. 9 (2) (a) GDPR

If you have given us your voluntary consent to the processing of specific personal data, then this consent forms the legal basis for the processing of this data.

In the following cases we process your personal data on the basis of your consent:

Inclusion in the candidate pool; i.e. we store your application documents beyond the current application process for consideration in subsequent application processes.

If we base data processing on your consent, you have the right to revoke this consent at any time with future effect. Please inform us of this revocation by email to hr@ada.gv.at. The legality of the processing of your data up to the time of revocation remains hereby unaffected.

4.3. Data processing based on a legitimate interest – 6 (1) (f) GDPR

In certain cases, we process your data to protect a legitimate interest of ours or of third parties. A legitimate interest applies, for example, if your data is required to assert, exercise or defend legal claims in connection with the application process (e.g. claims according to the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidential purposes.

Your data is primarily processed by our Human Resources department. In some cases, other internal organizational units and external parties are also involved in processing your data.

We use New York SE as an external service provider. New Work SE, Dammtorstr. 30, 20354 Hamburg (hereafter referred to as “Prescreen”), operates the e-recruiting system Prescreen under the domain *.jobbase.io (hereafter referred to as “jobbase.io”), where companies can place job advertisements as well as receive and manage applications.

As part of these activities, Prescreen processes personal data only on behalf of and for the purposes of the Austrian Development Agency and is therefore considered a processor according to Art. 4 (8) GDPR.

Jobbase.io is the central platform for our applicant tracking. When using our online form, your personal data is entered directly into jobbase.io. When an application is submitted by post or email, your data may also be transferred to the e-recruiting system.


6. For how long is your data stored?

6.1. We store your personal data as long as necessary in making the decision concerning your application. If you are not hired for the position in question, we may continue to store your data to the extent necessary for the defense against possible legal claims. Your data will normally be deleted within seven months after the end of the application process.

6.2. Insofar as no employment relationship comes about but you have given us your consent for the further storage of your data (“candidate pool”), we will store your data until your consent is revoked, but for a maximum of one year. Where specifically justified, we may also store your data for a longer period for the purpose of defending against possible legal claims.

6.3. If you withdraw your application before the end of the application process (i.e.if you delete your data and your account), the stored data will be blocked for the duration of the ongoing application process and will be permanently deleted seven months after the end of the application process.

6.4. If you are no longer using your candidate profile and have not given your consent for continued data storage in the candidate pool, the data will be deleted within seven months of the end of the application process.

6.5. You can delete your candidate profile and your application documents, submit a deletion request or request a restriction of processing at any time.


7. What rights do you have in connection with the processing of your data?

7.1. You may request information on whether we are storing personal data concerning you. Upon your request, we will tell you what data is involved, the purposes for which the data is processed, who the data is shared with, for how long the data will be stored and what other rights you have in relation to this data.

7.2. You also have the right to rectification or deletion of your data. You may also request that we make all personal data that you have shared with us available to you, another person or a company of your choice in a structured, commonly used and machine-readable format.

7.3. You also have the right not to be subject to any decision based solely on automated processing (including profiling) which produces legal effects concerning you. In the context of the application process, we do not use any exclusively automated processes for decision-making purposes.

7.4. You also have the right to object at any time, on grounds relating to your particular situation, to the processing of your personal data which is based on Art. 6 (1) (e) GDPR (data processing for reasons of public interest) or on Art. 6 (1) (f) GDPR (data processing for safeguarding of a legitimate interest), including any profiling based on this provision. If you lodge an objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

7.5. You also have the right to lodge a complaint with the competent data protection supervisory authority.

7.6. To exercise your rights, you can contact us by email at dpo@ada.gv.at. We will process your requests as quickly as possible according to the legal requirements and inform you of the measures we have taken or will take.


8. Are you obligated to provide your personal data?

The provision of personal data is required neither by law nor by contract, nor are you obliged to provide the personal data. However, the provision of personal data is necessary for the application process. In other words: if you do not provide us with personal data along with an application, we cannot conduct the application process.

You can interrupt the creation of your online application at any time and continue it at a later point in time. The platform uses technically necessary cookies for this purpose. Data is transmitted to jobbase.io during the application process. In other words: data you have provided for the creation of an user account and any uploaded documents are entered into jobbase.io. The data remains recorded even if you interrupt and/or do not complete an application. In this case, your application is marked as incomplete, and the data remains visible to our company, to a limited extent.

You can view, edit or update the data you have provided during the online application process in your candidate profile at any time.

If you make no further changes in your candidate profile, such as complete a current application, start a new application or change the data of an existing application, your data will be deleted within seven months after completion of the last active application process.

You can submit a request for deletion of your candidate profile and your application documents at any time. After the deletion request has been submitted, you will be informed of the exact deletion date, and your data will be automatically deleted according to the specified conditions of this Data Protection Declaration.