Processing when applying for a vacancy

In the event that you apply for a job via our website, we shall collect the following data:

  1. Title, last name, first name
  2. E-mail address
  3. Further information such as cover letter, curriculum vitae, certificates, etc.

Your data will only be used for the decision on whether to establish an employment relationship with you and is internally forwarded to the corporate recruiter. Your data may be shared internally with the respective management for recruitment purposes. If you do not apply for a specific vacancy (open application), we shall use your data with regard to any position vacant at the moment of your application, meeting your requirements. We are entitled to processing these data pursuant to Art. 88 GDPR.

In all cases we will erase your data after completion of the application process upon expiry of a retention period of 1 month, unless you have given your express consent to further have your data stored in our systems. For freelancers and independent contractors applicants the retention period applicable is 6 months.

When applying for open applications, we shall include your data into our data management system and store it there for maximal 6 months. This is performed on the basis of Art. 6 (1) f) GDPR. These data can be any time erased if so requested by you, insofar as there are no statutory retention responsibilities or we are not otherwise entitled to store such data.

As part of normal business, we hold and process a wide range of information, some of which relates to individuals who are applying to work for us. This page explains the type of information we process, why we are processing it and how that processing takes place.
We use the word “you” to refer to anyone within the scope of the Notice.

1. Origin of the Data

When you apply to work for us the initial data about you that we process is likely to come from you. Where necessary, we will require references and information to carry out background checks. Please note we may also receive data from third party recruiters, agents and similar organizations as a part of the recruitment process, or as a referral from one of our employees or clients.

2. Disclosures of personal data

Internal use
Your personal data will be seen internally by members of the Recruitment team, and respective managers where necessary for decision making regarding your application.
External use
We will only disclose your personal data outside the company if disclosure is consistent with a ground for processing onwhich we rely and doing so is lawful and fair to you.
Where necessary, we will also disclose your personal data if you consent, or where we are required to do so by law and in connection with criminal or regulatory investigations.
In some jurisdictions, we also use a third party ATS (applicant tracking system) which stores your personal data for us once you have made an application in order to enable the relevant Recruiting Manager to consider your application.

3. Retention of data

Our general approach is to only retain your personal data for as long as is required to satisfy the purpose for which it was collected by us or provided by you. If you become employed by us we will keep your personal data for the duration of your employment and for a period afterwards.
If you are unsuccessful in gaining employment with us, we will keep your personal data for a short period after informing you that you were unsuccessful and in any event, normally, for no longer than 1 month from your last contact with us.

4. Cross border transfers

The global nature of our business means that your personal data may be disclosed to other MaxGrip entities that may be located outside of the European Economic Area (“EEA”), including our entities in the Middle East and the United States of America. We then ensure your data receives an adequate level of protection.

5. Data Subject Rights

You have a variety of rights to exercise control over your personal data, including rights of access, erasure and objection. These rights are subject to certain exemptions which we may need to apply, and certain rights (such as erasure) only apply in limited circumstances. Further information on this and on other rights, see section 8 of the Data Protection Notice.

6. Automatic decision making

We don’t use automatic decision making within our recruitment processes.

7. Contact details

In processing your personal data, we act as a data controller. Our contact details are set out below:
Corporate Recruiter

Last updated: April 2020