Privacy Statement

We are pleased that you wish to apply for a job at NOVOMATIC AG.

We, NOVOMATIC AG, FN 69548b (the "Company"), process your personal data in the application process, in particular when you use our e-recruiting system "onlyfy" or the related website (hereinafter referred to as "onlyfy" or the "Website"). We handle your personal data confidentially and responsibly at all times. Your personal data is processed in compliance with the General Data Protection Regulation (DSGVO) and the Austrian Data Protection Act (DSG) as amended.

In this data protection declaration, we would like to inform you about the type, scope and purpose of data collection and use in connection with the implementation of the application procedure and explain the processing of your personal data and your associated rights in more detail.

Please read this data protection declaration carefully before applying to us.

1.1 Responsibility

The entity responsible for data processing within the meaning of Art. 4 (7) GDPR is the Company. For general enquiries, you can contact us by e-mail at the address given here (https://www.novomatic.com/impressum)

1.2 Contact Person Regarding Data Protection

If you have any questions about the processing of your personal data, please contact the responsible body by e-mail at hr-data-protection@novomatic.com.

2. Processed Data

2.1 What is personal data?

According to Art. 4 (1) of the GDPR, personal data is any information relating to an identified or identifiable natural person.

2.2 What data is processed?

2.2.1 Data processing within the scope of the application procedure

In the context of providing onlyfy, we process your personal data or categories of data (hereinafter "data") set out in detail below in order to carry out the application procedure as follows:

• Applicant master data (first name, last name, title, e-mail address, telephone number, address, date of birth, citizenship).
• Qualification data (covering letter, letter of motivation, curriculum vitae, previous activities, professional qualifications and skills)
• Possible potential analyses due to voluntary completion of online questionnaires
• Voluntary information, such as an application photo, information on disability or other information that you voluntarily provide to us in your application or upload voluntarily
• Additional questions depending on the job advertisement in question (e.g. driving licence)
• Communication between you and us, as well as comments and evaluations made about you in the course of your application process
• other data/data categories, e.g. job-related data made publicly available, e.g. a profile on professional social media networks such as XING or LinkedIn 
• Special categories of personal data ("sensitive data"): If you provide information in your application documents that contains special categories of personal data within the meaning of Art. 9(1) DSGVO (e.g. information that allows conclusions to be drawn about your sexual orientation; information about your health; information that allows conclusions to be drawn about your ethnic origin or religion), we will also process this data within the legally permissible scope

2.2.2 Technically necessary data processing by onlyfy

In the context of the use of onlyfy, the following additional personal data, which is automatically transmitted to our server by your browser, will be processed:

a) Usage data collected automatically via the browser

When you access the website, your Internet browser automatically transmits certain usage data for technical reasons. This information is stored separately from other data in so-called log files.

In this context, the following information is collected by onlyfy:

• Date and time as well as duration of access
• Browser type/version
• Operating system used
• URL of the previously visited website
• Data volume transferred
• GeoIP lookup, which is done on the basis of the IP address (Internet Protocol address).
• Name of the retrieved files
• Http status code (e.g. “request successful”)
• URL of the accessed web page
• Type of access (GET, POST)

The collection of this data is technically necessary in order to be able to offer and provide you with all the functions of onlyfy and to ensure its necessary stability and security. It is stored by onlyfy for a period of 12 months and then deleted. Data that must be retained for evidentiary purposes is exempt from deletion until the respective incident has been finally resolved.

Onlyfy uses cookies. These serve to make the online application more user-friendly and effective. These cookies are technically necessary to provide you with the full functionality of the website. Without the use of cookies, the operation of the website would not be possible.

The cookies used by onlyfy can be found in onlyfy’s privacy statement at:  https://onlyfy.com/de/datenschutz/.

2.2.3 Data processing during the feedback process

In order to optimize our application processes and improve ourselves as an employer, we offer you the opportunity to provide your personal feedback. For this purpose, we will send you a feedback questionnaire to the e-mail address you provided.  If you participate in the survey, our service provider onlyfy (see Section 5 “Transfer of data”) will record, based on your consent, your feedback, the position title and location of the position as well as the job category and, if applicable, the type of employment (e.g. temporary employment, part-time, etc.) for which you have applied.

This information is then transmitted anonymously to kununu GmbH and published there without your name being mentioned. Kununu cannot establish any reference to your person.

However, please note that third parties, e.g. your employer, may be able to identify you based on the information you provide. 

3. Reasons for Data Processing

3.1 Purpose 

Your personal data will be processed for the following purposes:

• To carry out the application procedure and personnel selection to fill vacancies, i.e. to initiate an employment contract or also to carry out a potential analysis (see also 2.2.1).
• To be able to offer and provide you with all the functions of onlyfy and to guarantee its necessary stability and security (see also 2.2.2) and
• To make the online application process more user-friendly and effective (see also 2.2.2).
• To obtain feedback from you on the application process (see also 2.2.3.).

3.2 Lawfulness

The lawfulness of the data processing pursuant to Art. 6 (1) DSGVO and Art. 9 (2) DSGVO results from the following:

• Consent to data processing for the purpose of carrying out the application procedure and personnel selection (Art. 6 para. 1 lit. a DSGVO)
• Consent to carry out a potential analysis via an online questionnaire (Art. 6 para. 1 lit. a DSGVO)
• Consent to inclusion in the applicant pool (Art. 6 para. 1 lit. a DSGVO);
• e. we store the application documents for a limited period of time beyond the current application procedure for consideration in subsequent application procedures.
• Consent to provide your personal feedback by means of a feedback questionnaire. For this purpose, only data that you have already provided in the application process will be processed (Art. 6 para. 1 lit. a DSGVO).
• the protection of the legitimate interests of the company or third parties in accordance with Art. 6 para. 1 lit. f DSGVO (see also 3.3.).

3.3 Legitimate interests

In certain cases, we process your data to protect a legitimate interest of ours or of third parties.

A legitimate interest exists, for example, if your data is required for the assertion, exercise or defense of legal claims in the context of the application process (e.g. claims under the General Equal Treatment Act).

In addition, your data is also processed for the legal reason of legitimate interest in order to be able to offer and provide you with all of the functions provided by onlyfy, as well as to ensure its necessary stability and security, and to make the online application more user-friendly and effective (see also Section 2.2.2).

4. Data Transmission

We do not transmit your personal data to third parties, but data transmission may take place exclusively in the following cases:

1. a) To internal offices (departments or divisions) of NOVOMATIC AG with reference to the respective vacant job advertisement.
2. b) To our external service provider New Work SE. New Work SE, Dammtorstraße 30, D-20354 Hamburg (hereinafter "New Work"), operates the e-recruiting system onlyfy cloud-based under the domain *.onlyfy.io (hereafter „onlyfy.io“), on which companies can place job advertisements and receive and manage applications.
3. c) Exclusively on the basis of your consent to our processor, Predictive Index LLC, 101 Station Drive, Westwood, MA 02090, USA. The processor will provide a questionnaire on its website for you to complete. The answers are then evaluated by the processor and the results are thereon transmitted to the NOVOMATIC AG Group company relevant to you. The Standard Contractual Clauses provided by the European Commission (Module 2, Controller to Processor) have been concluded with the processor. The personal data listed under point 2.2.1 are transferred to servers of the processor in the USA. We would like to point out that in the US the same level of data protection cannot be guaranteed compared to the EU.
4. d) In accordance with mandatory legal obligations, on the basis of an official or court order or on the basis of your consent.

New Work processes personal data within the scope of these hosting activities only on behalf of and for the purposes of NOVOMATIC AG and is therefore a so-called processor within the meaning of Art. 4 Z. 8 DSGVO.

Jobbase.io is the central platform for our applicant management. When using our online form, your personal data is recorded directly in jobbase.io. In the case of a postal or e-mail application, your data can also be transferred to the e-recruiting system.

 
5. Storage and Erasure

 (1) We store your personal data for as long as this is necessary for the decision regarding your application. If no employment relationship is established between you and us, we may also continue to store data, provided that this is necessary for the defense of possible legal claims. For this reason, it is acknowledged that such data may be kept for 7 months from the end of the application process.

Accordingly, as a rule, your data will be deleted 7 months after the end of the application process. The application procedure is considered completed either on the date of rejection of the candidate or on the date when the candidate is set to status “hired” in the system (onlyfy).

(2) If no employment relationship is established, but you have given us your consent for the further storage of your data (inclusion in the applicant pool), we will store your data until your consent is revoked, for a maximum of 3 years. If there is a specific reason, we may also store your data for a longer period for the purpose of defending possible legal claims.

(3) If you withdraw your application prior to the end of the application process, i.e. if you delete your data and your account, the stored data will be blocked for the period of the ongoing application process and finally deleted 7 months after the end of the application process.

(4) Results of questionnaires processed by Predictive Index LLC are automatically deleted from the servers of our processor after 90 days for applicants. The storage according to (1) to (3) is unaffected by this.

6. Information about your Rights

In order to exercise the rights defined in Sections 7.2 to 7.8, please send a request by e-mail to hr-data-protection@novomatic.com or, in case of a deletion request, use the corresponding function directly via your profile in onlyfy.

Enforcing your rights, it is possible that additional information will be requested to confirm your identity (e.g. the presentation of an official photo ID). This serves to protect your rights and your privacy so that no third party receives information about your data. NOVOMATIC AG will respond to all reasonable requests free of charge and as promptly as possible in accordance with the applicable law.

You can revoke your consent to future data processing at any time. This does not, however, affect the lawfulness of processing data on the basis of the consent prior to the revocation.  

You have the right

1. to receive confirmation as to whether or not your data is being processed by us and, if so,
2. to receive more detailed information about said data processing. This more detailed information relates, among other things, to the purposes of processing, categories of data, potential recipients, or the length of storage.

You have the right to rectify any incorrect data pertaining to your person. If the data we process is incorrect, we will rectify it immediately and inform you that this has been done.

In the event that you do not wish your data to continue to be processed, please contact us at hr-data-protection@novomatic.com or use the corresponding delete function directly via your profile in onlyfy. Provided that there are no legitimate Company interests or mandatory legal obligations to the contrary, we will delete your data immediately.

You have the right to restrict how we process your data in the following cases:

You have the right to (i) receive your data in a structured, commonly used and machine-readable format and (ii) freely transfer that data to another controller.

You have the right to object to your data being processed at any time.

For data protection reasons, we would like to point out that you have the right to file a complaint with a supervisory authority (in Austria: the Data Protection Authority, www.dsb.gv.at) if you believe that your data is being processed in violation of applicable law, in particular the GDPR.

The disclosure of personal data is neither legally nor contractually required, nor are you obliged to provide your personal data. However, in order to carry out the application process, the provision of personal data is mandatory. This means that if you do not provide us with personal data in the course of your application, we cannot carry out the application process.

You can pause the preparation of your online application at any time and resume it at a later point in time. For this purpose, the platform uses technically necessary cookies. During the application process, data is transferred to onlyfy.io. This means that data provided by you for the creation of the user account as well as uploaded documents are recorded at onlyfy.io. The data will remain captured even if you interrupt and/or do not complete an application. In this case, your application will be marked as incomplete. The data uploaded by you as part of the application remains visible to us.

Data that you have provided as part of the online application can be viewed, edited or updated by you in your candidate profile at any time.

Unless you make further changes to your candidate profile – for example, terminating an ongoing application, starting a new application, or changing the data of an existing application – your data will be deleted within 7 months of the end of the last active application process.

You yourself can request deletion of your candidate profile and application documents at any time. After the deletion request has been made, you will be informed of the exact deletion date, and your data will be automatically deleted according to the established terms of this privacy statement.

In the event that the privacy statement is amended, you can access the amended version via your candidate profile.

Date: 03/02/2023