Candidate privacy notice

Last modified 23 April 2020

This privacy notice describes how Avaloq Group AG and its affiliates may process your personal data when you decide to apply for a job at Avaloq.

We may modify this privacy notice from time to time and will place any updates on this website.

1. RESPONSIBLE PARTY FOR THIS SERVICE

In this privacy notice we explain how we collect your personal data, what we do with it, for what purposes and on what legal basis this is done, and your associated rights and entitlements.

In this privacy notice the term ‘we’, ‘us’ or ‘our’ means the Avaloq entity with whom you are interacting, for example the entity managing the Service you are using.

2. SUBPROCESSORS

HR Campus AG:
- Recruitment services (hosted from Switzerland)

TMF Services India Private Limited (only if you addressed your job application to Avaloq India Private Limited):
- Recruitment services (hosted from India).

3. SERVICE DESCRIPTION

You can submit your job application by visiting our career portal (“Service”). If you decide to apply for a job vacancy posted by us, these privacy notice provisions will apply to our processing of your personal data.

You must create an account by entering a personal username and password to submit your job application. The information marked with an asterisk is required for us to consider your application for a job vacancy you have applied for. You can decide whether to enter other personal data using the optional fields to better match your application data with the respective job vacancy

4. SELF-SERVICE

You can edit or erase your application data at any time on your own using the self-service portal. You can access the self-service portal.

The self-service portal is not accessible if your application has expired. This means we have erased the personal data you gave us.

5. DEFINITION OF PERSONAL DATA

Personal data is any information relating to an identified or identifiable individual (e. g. a name, an address, a telephone number, date of birth or an email address).

6. PERSONAL DATA RELATING TO YOUR JOB APPLICATION

We may obtain and process personal data when you submit your job application, including:

  • your name and contact details (e.g. salutation, first name and last name, email address, phone number, city and ZIP code, country of residence, nationality);
  • your account details (such as username and password);
  • your CV data (e.g. qualifications, experience, information relating to your employment history, skills and experience);
  • your correspondence details if you contact us;
  • traffic data (such as your internet usage); and
  • information on your use of the Service.

Additional personal data may be collected should you wish to provide further information to better match your application data with the job vacancies listed on the Service.

7. PERSONAL DATA RELATING TO OUR HIRING DECISION

We may obtain and process hiring-related personal data to determine your qualifications for employment and to make a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying out reference and background checks (where applicable and legally permissible) and generally managing the hiring process and communicating with you about it.

8. LEGAL BASES FOR PROCESSING YOUR PERSONAL DATA

We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interest is the recruitment of staff for our business purposes.

Our background checking relies on your separate consent and is executed in compliance with applicable laws and regulations. The copies of your criminal records and debt register extracts will be thereafter screened accordingly.

9. PURPOSES OF PROCESSING

We will only collect your personal data for our recruiting and hiring purposes.

We use information held about you in the following ways:

  • to consider your application in respect of a role for which you have applied;
  • to consider your application in respect of other roles;
  • to communicate with you in respect of the recruitment process;
  • to assess your skills, qualifications and background for a particular role; and
  • to help us improve our Service.

10. ERASURE AND STORAGE OF DATA

The use of the Service or the recruitment process can be discontinued by us or you at any time.

Your personal data will be completely and permanently erased within three (3) months after the job vacancy you have applied for has been filled unless you have consented to a longer retention period. If you have consented to a longer retention period, your data will be completely and permanently erased within thirty-six (36) months of your data submission. Alternatively, you can visit the self-service portal and submit an erasure request. We will execute your request and erase the data pursuant to our erasure practices. Any personal data in the Service will be erased without undue delay. Any erasure undertaken will anonymize your data and render it unidentifiable.

Personal data that must be retained by us for legal reasons will be blocked in accordance with the applicable data protection regulations.

11. COOKIES

Information on the cookies we use and their functions can be found in our Cookie Statement.

12. INFORMATION SECURITY

We use a variety of technical and organizational security measures, including encryption, to maintain the security of your personal data.

Your personal data is transmitted over a secure connection with state-of-the-art encryption methods and contained behind secured networks, and is only accessible by a limited number of people who have special access rights to these systems.

We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.

13. INTERNATIONAL DATA TRANSFERS

The personal data we collect or process in the context of this Service will be stored in Switzerland. Applications addressed to Avaloq India Private Limited will be stored in India.

Some of the recipients with whom we share your personal data may be located in countries other than the country in which your personal data was originally collected. The laws in those countries may not provide the same level of data protection compared to the country in which you initially provided your data. Nevertheless, when we transfer your personal data to recipients in other countries, we will protect that personal data as described in this privacy notice and in compliance with applicable law.

We do not sell, rent or trade your personal data.

14. YOUR RIGHTS

To the extent required by applicable law and subject to legal limitations, you have the right to:
(i) have access to your personal data;
(ii) have inaccurate data corrected or removed;
(iii) the erasure of your personal data;
(iv) restrict the processing of your personal data;
(v) lodge a complaint with a competent data protection authority;
(vi) object to the processing of your personal data on compelling legitimate grounds relating to your situation.

If you would like to exercise your rights, please:

use the self-service portal; or
contact us using our contact details below and:

  • let us have enough information to identify you;
  • let us have proof of your identity and address; and
  • let us know the information to which your request relates.

15. FEEDBACK

If you wish to provide feedback or if you have questions or concerns, or wish to exercise your rights related to your personal data, please contact our Data Protection Officer at: dataprotection@avaloq.com.