Privacy Notice for the Recruitment Process

Dear Job Candidate,

The following document sets out the rules under which GFT Group (henceforth as: GFT) operates and processes the personal data of job applicants and Talent Community subscribers. Your personal data for job application purposes and for participating in the GFT Group Talent Community is processed based on your explicit consent (separate for each of the purposes) which you can withdraw it at any time.

 

Contact details:

• The Controller of Your personal data is GFT Company to which you applied to.

 

You can find the list of GFT Companies, with all contacting details HERE.

• In case you decided to joint to GFT Talent Community and/or make your profile available to all GFT recruiters worldwide controllers of your data through joint-controlment are:

 

GFT Technologies SE

Schelmenwasenstr. 34

70567 Stuttgart

T: +49 711 62042-0

F: +49 711 62042-101

Email: info@gft.com

Internet: www.gft.com

Chief Privacy Officer: Ernst O. Wilhelm

 

and  others GFT Companies. You can find the list of GFT Companies, with contacting details HERE.

 

If you are interested in exercising your rights regarding the personal data gathered for job application purposes and participating in the Talent Community, please contact us through hr.subjectrequest@gft.com.

 

You can contact us for the submission of complaints regarding our privacy practices through dataprotection.poland@gft.com.

 

Source of your personal data:

If you applied directly to GFT, we obtained your personal data from you. Whereas if you applied under the "Employee Referral Program" ("Employee Referral Program"), the source of your personal data is GFT Employee or GFT Contractor who referred you.

 

Base and purpose of data processing as well as scope of data:

Your personal data will be processed with the purpose of enabling you to undergo the recruitment process for the job position for which you applied or want to apply as well as for the purpose of joining the GFT Talent Community; and to provide you with information about ongoing recruitment activities and job-related opportunities. Also, as GFT aims to provide equal and fair conditions during the recruitment process, we gather data to analyze the process. Joining the GFT Talent Community is optional and provides our recruiters with the possibility to stay in touch with you directly and contact you through agreed communication channels (e.g. email notifications or telephone contact about new job postings and job campaigns). GFT Talent Community members can also be invited to free training opportunities in the areas of their professional interest.

Your personal data are processed based on your consent stated by your action expressed by submitting your application; and to take steps at the request of the data subject prior to entering into a contract; and for the purposes of the legitimate interests pursued by the controller which is providing the equal working environment.

Please be aware that if you apply for a job position outside of the GFT recruitment platform, a job candidate profile will be created for you and filled out with data you provided us with. A job candidate profile is required to process your application. Joining the GFT Talent Community is optional and you can do it through checking the “Let’s stay in contact for future career opportunities (Join Talent Community)” option in the profile settings, or through the dedicated consent for such a purpose.

To create a job candidate profile, at minimum, the following data needs to be provided: name, surname, country, email address and CV document. Aside from the abovementioned data, we might process personal data such as your gender, nationality as well as other data which you will include inside your application documents (e.g. CV, cover letter, certificates) and/or you decided to share with us as part of your application (e.g. past work experience, education).

 

International data transfers and data sharing

By default, your job candidate profile is only available to the Company to which you are applying. Nevertheless, through User settings, it is possible to make your profile available to all GFT recruiters worldwide (you can find the list of GFT Companies HERE). You can adjust your settings at any time.

 

Your data will be hosted on an external cloud platform provided by SAP:

SAP Deutschland SE & Co.KG

Hasso-Plattner-Ring 7

69190 Walldorf, Germany

 

Data hosting is done inside European Economic Area.

In the case of joining the Talent Community, the visibility that you are part of the community is inherited by the general visibility settings of the profile. As described earlier, you are free to adjust them at any point in time to match your privacy preferences.

This notice and our practices are designed to ensure an adequate level of protection for personal data in every country where we operate. This means that even in countries whose laws would provide for less protection for your information, GFT will still handle your information in the manner described here. There are a variety of tools that GFT use and procedures that GFT follows to keep your data safe and secure, for instance:

• the country in which your data is being processed may be approved by the European Commission or a relevant data protection authority;
• the recipient might have signed up to a contract based on “model contractual clauses” approved by the European Commission, obliging them to protect your personal data.

Regardless of the above, GFT implemented technical and organizational measures (e.g.: need-based rights of access, data anonymization) to secure confidentiality, integrity and availability of your data.

 

Automated decision making and profiling

GFT does not use your personal data for profiling or automated decision-making processes.

 

Use of Artificial Intelligence (AI) in Recruitment

As part of our commitment to providing a fair, efficient, and transparent recruitment process, GFT may use Artificial Intelligence (AI) technologies to assist with certain aspects of the process. Specifically, AI tools may be used to:

• Generate transcripts of interviews conducted with candidates;
• Summarise interview discussions to support interviews conducted with candidates;
• Analyse and summarise information contained in CVs and other application documents.

These AI- driven processes are designed to support our recruiters during interviews, increase the efficiency of recruitment processes, and improve the overall recruitment experience. All personal data processed by AI tools will be handled in accordance with applicable data protection laws and the safeguards described in this Privacy Notice. The use of AI does not involve automated decision-making or profiling; final decisions regarding recruitment are always made by human recruiters.

If you have any questions or concerns about the use of AI in our recruitment process, please contact us at hr.subjectrequest@gft.com.

 

Data retention and deletion

GFT keeps your personal data for no longer than reasonably necessary and we only retain your data for purposes described in this document.

Your job candidate profile will be deleted when:

1. you fail to accept this Data Protection Statement within 6 months of creating the profile;
2. if you joined Talent Community and you did not log into your profile for 2 years (will not happen if you are participating in an ongoing recruitment process);
3. If you did not log in into your profile for 6 months and are not part of the Talent Community (will not happen if you are participating in an ongoing recruitment process);
4. you actively delete the profile through the available User Settings (possible at any point of time);
5. you request profile deletion by contacting us through hr.subjectrequest@gft.com.

Please be aware that the deletion of your profile will be understood as withdrawing from the job application process you are part of as well as from the GFT Talent Community.

Aside from deletion of the candidate profile, we regularly perform partial data erasures. Your job applications will be deleted after 6 months (in the case of GFT United States based entities – 12 months), counting from the day of closing the recruitment process you participated in.

Please remember that, as a candidate, you also have the right to withdraw from the job application process at any time. Withdrawing from the chosen recruitment process does not delete your job candidate profile but only the application itself. Similarly, you can join or leave the GFT Talent Community at any time through the appropriate User settings. This does not delete your profile but only influence the type of communication you will/will not receive from us.