YOUR PERSONAL DATA IN THE APPLICATION PROCESS VIA PLATFORM „onlyfy one“

(Version - September 2023)

Information about data protection

We are pleased you have chosen to apply at Künz GmbH. Transparent and trustworthy handling of your personal data is an important foundation for 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 via platform „onlyfy one“. Please read this Data Protection Declaration carefully before submitting your application.

1. Who is responsible for the data processing?

With regard to the interaction in the company account of Künz GmbH, there is a so-called joint responsibility of Künz GmbH, Gerbestrasse 15, 6971 Hard, Austria and New Work SE, Am Strandkai 1, 20457 Hamburg, Germany (hereinafter "NewWork") in accordance with Art. 26 GDPR, as they jointly determine the purposes and means of processing within the meaning of Art. 4 No. 7 GDPR. NewWork operates the e-recruiting system "onlyfy one" under the domain *.kuenz-gmbh.onlyfy.io, on which Künz GmbH can place job advertisements and receive and manage applications. The current version of the agreement on joint responsibility pursuant to Art. 26 GDPR, which New Work SE concludes with the companies that use onlyfy one, can be viewed at https://www.xing.com/terms/onlyfy-one to find out about the essentials of the agreement.

If you have any questions about the protection of your personal data in connection with your application process at Künz, please contact us by email at datenschutz@kuenz.com.

2. What is personal data?

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 in your application or voluntarily upload
• Additional information depending on the respective position (e.g. driver’s license, etc.)
• Communication between you and us as well as comments and evaluations concerning you that are created during your application process
• Special categories of personal data: Please only provide us with special categories of personal data if this is absolutely necessary for your application and the recruitment process. 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, etc.), we will process also this data only within the legally permissible framework.

3.2. The following additional data are processed in connection with the use of the onlyfy one platform. New Work SE, Am Strandkai 1, 20457 Hamburg, Germany, is responsible for the processing of this personal data, not Künz. If you have any questions regarding data protection in this respect, please contact New Work SE (datenschutzbeauftragter@new-work.se).

1. a) Automated collection of usage data

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

• Date and time as well as duration of the access
• Browser type/version
• Operating system
• URL of the previously visited web page
• Quantity of data transmitted
• 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 NewWork for a period of 12 months. Data that must be further retained for evidential purposes is excepted from the erasure until final clarification of the respective case.

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

1. b) Cookies

NewWork 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 processing of the data is Art. 6 (1) (f) GDPR.

The cookies used by NewWork can be found in the NewWork Data Protection Declaration at:  https://onlyfy.com/en/privacy-policy/

4. For what purposes do we process your data and on what legal basis?
5. a) Data processing for purposes of employment – Art. 6 (1) (a) and (b) GDPR

Your personal data is used for purposes of selecting personnel to fill open positions, in other words for initiating a contract of employment with Künz GmbH. The necessity and the scope of data collection are determined according to the position to be filled, among other factors. More extensive data collection may be required if your desired position is associated with 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 is Art. 6 (1) (a) and (b) GDPR.

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

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

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

• Inclusion in the candidate pool; in other words, we save your application documents after the current application process in order to consider you in subsequent application processes.
• Forwarding of documents to other group companies / group-wide candidate pool, sending of feedback questionnaire. The data you have already provided in the application process will be processed.

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

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

In certain cases, we process your personal data to safeguard a legitimate interest of ours or of third parties. A legitimate interest applies, for example, if your personal data is required for the establishment, exercise or defense of 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.

1. d) Feedback questionnaire

To optimize our application process and to improve as an employer, we offer you the opportunity to provide personal feedback. For this purpose, we will send a feedback questionnaire to you at the specified email address. If you participate in the survey, our service provider NewWork (see item 5 “With whom is your data shared?”) will collect the feedback, position title, location of the position, job category and type of employment for which you have applied. This information will then be shared with kununu GmbH and possibly other verified evaluation platforms and published there without inclusion of your name. Kununu cannot establish a relationship to your person. However, please note that other parties, such as your employer, may be able to identify you based on the information provided in the published feedback.

1. e) Calendar feature

If the calendar feature is used, your personal data will be processed within the scope and for the purposes of an application process. The legal basis for this is Art. 6 (1) (f) GDPR. The calendar feature is provided by an IT service provider (Cronofy Ltd., U.K.). Due to an adequacy decision by the European Commission, the U.K is classified as a safe third country. Information about privacy and security at Cronofy is available here: https://www.cronofy.com/gdpr/ and  https://docs.cronofy.com/policies/privacy-notice/

5. With whom is your personal data shared?

Your personal data is primarily processed by our Human Resources department. In some cases, other internal and external parties also participate in processing of your personal data.

Internal parties could be specialized divisions or departments of Künz GmbH or other companies of the Künz Group. If these persons belong to a company from the Künz Group other than the one for which you are applying, they will provide their services within the scope of  the so-called commissioned data processing. The following companies belong to the Künz Group: Künz GmbH, Künz Holding GmbH, Hans Künz GmbH, Kuenz - SK s.r.o., Kuenz America Inc, Kuenz Italia S.r.l. and Kuenz Benelux B.V. Personal data will be transferred to our companies outside the EU only with your consent or if it is justified on the basis of our legitimate interest and it does not conflict with your interests worthy of protection. We may also transfer or process your personal data to other companies in the Künz Group in the context of reorganisations or mergers or for reporting purposes.

When using the onlyfy one platform, your personal data is entered directly into kuenz-gmbh.onlyfy.io. When an application is submitted by post or email, your personal data may also be transferred to the e-recruiting system kuenz-gmbh.onlyfy.io.

6. For how long is your personal data stored?

(1) We store your personal data for as long as necessary for making the decision concerning your application. If you are not hired for the position in question, we may continue to store your personal data to the extent necessary for defending against possible legal claims. Your personal data will normally be deleted within 7 months from creating the user account on the kuenz-gmbh.onlyfy.io platform.

(2)  If you are not hired but you have granted us consent to save your personal data (“candidate pool”), we will store your personal data until revocation of your consent or for a maximum of 36 months from creating the user account on the kuenz-gmbh.onlyfy.io platform. Where specifically justified, we may also store your personal data for a longer time period for the purpose of defending against possible legal claims.

(3)  If you retract your application before the end of the application process (in other words, if you delete your personal data and your account), the stored personal data will be restricted for the period of the continued application process and permanently deleted once 7 months have elapsed after the creation of the user account on the kuenz-gmbh.onlyfy.io platform.

(4)  If you are no longer using your candidate profile and have not granted consent for continued data storage in the candidate pool, your personal data will be deleted within 7 months from creating the user account on the kuenz-gmbh.onlyfy.io platform.

(5)  You can delete your candidate profile and your application documents, submit a deletion request or request a restriction of processing with respect to the processing of your personal data at any time.

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

(1)  You can request information on whether we are storing personal data concerning you. Upon your request, we will inform you of what personal 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 personal data.

(2)  You also have the right to rectification or erasure of your personal data.

(3) Furthermore, you can demand that we restrict the processing of your personal data.

(4)  You have the right to object at any time, on grounds relating to your particular situation, to processing of personal data concerning you 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). 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 for the establishment, exercise or defense of legal claims.

(5) To exercise your rights, you can contact us by email at datenschutz@kuenz.com. We will process your requests as quickly as possible according to the statutory requirements and inform you of the measures we have taken or will take.

(6) You also have the right to lodge a complaint with the competent supervisory authority; in Austria this is: Die Österreichische Datenschutzbehörde, Barichgasse 40-42, 1030 Wien, Tel.: +43 1 52 152-0, E-Mail: dsb@dsb.gv.at.

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 obligated to provide the personal data. However, the provision of personal data is required for conducting the application process. In other words: if you do not provide us with any personal data along with an application, we cannot conduct the application process.

9. What happens if you interrupt your online application?

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

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

Your data will be deleted within 7 months after creating the user account on the kuenz-gmbh.onlyfy.io platform, unless you give us your consent to store your data in the candidate pool for a longer period.

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

11. Changes to this Data Protection Declaration

We reserve the right to amend this Data Protection Declaration from time to time. Please therefore always note the latest version of our Data Protection Declaration.