Privacy notice for applicants

1. Introduction

Thank you very much for your interest in Hapimag! We are delighted to hear that you would like to apply for a position in our company or group. The company to which you have sent your application is responsible for your personal data.

This privacy notice describes the way in which we process your personal data (“personal data” or “data”) in connection with your application. We take the protection of your data very seriously and always process it in accordance with the applicable laws.

2. Collection of your personal data

We collect your personal data either from you directly or via third parties, such as recruitment agencies or headhunters, LinkedIn, Indeed Ireland Operations Limited, YOURCAREERGROUP Schweiz AG (HotelCareer), JobCloud AG (jobs.ch), The Predictive Index (provider of software for personality tests) or from publicly accessible sources.

3. Purpose of the collection and processing of personal data

We process your applicant data for the purposes of handling your application and/or carrying out the application process, including checking and evaluating your skills and qualifications and assessing your suitability for the position (or for other vacancies within our company, where applicable) for which you have applied, and for the purpose of communicating with you.

To ensure that we comply with all legal and regulatory requirements, we process certain data about you for the following purposes:

• Reference checks
• Background checks 
• Public register checks 
• Conflict checks
• Credit checks
• (If required) Criminal record checks
• Other due diligence checks as required by applicable law and regulations

These measures serve to fulfil our legal obligations and ensure the security and integrity of our company.

In the event of legal disputes or to assert claims, we process your data for the following purposes:

• To assist with the processing and settlement of disputes
• To comply with orders from courts, authorities or other public bodies
• To enforce our contractual agreements
• To establish, exercise or defend legal claims

These measures are necessary in order for us to fulfil our legal obligations and protect our rights.

Your personal data will not be used for the purpose of automated decision-making.

4. Legal basis for processing

The legal basis for the processing of your data in connection with your application is Article 328b of the Code of Obligations (CO) in conjunction with Article 6 and Article 8 of the Federal Act on Data Protection (FADP) and Article 6 of the General Data Protection Regulation (GDPR).

Depending on the above-mentioned purposes for using your personal data, the processing is necessary (i) to handle your application, (ii) to comply with our legal obligations or (iii) to protect our legitimate interests (e.g. to exercise or defend legal claims) or the legitimate interests of third parties (Hapimag Group) that receive your personal data, except where outweighed by your interests, fundamental rights and freedoms. In addition, the data may be processed on the basis of your express consent.

5. Processing of personal data

As part of the application process, we process all data that you provide to us or make available to us. In particular, we process the following categories of your personal data:

• Master data (e.g. first and last name, gender, date of birth)
• Contact details (e.g. home address, e-mail address, telephone number, language)
• Application documents (e.g. employment and character references, certificates, CV)
• Information on professional development and acquired knowledge (e.g. training and further education, professional experience, technical and language skills)
• For applications submitted via our online portal (jobs.hapimag.com): data concerning the user’s basic information and usage (e.g. IP address, name of the retrieved file, date and time of retrieval, amount of data transferred, notification of successful retrieval, web browser).
• Findings from personality tests for additional consideration as part of the selection process

6. Forwarding of the data collected

Once your application has been received, your applicant data will be checked and evaluated by the HR department, the resort manager/hiring manager or the externally appointed recruiter. Applications that match the job profile will then be forwarded internally to the head of department or the hospitality coordination team for the vacancy in question. In addition, your application may be forwarded to other companies within the Hapimag Group if this is necessary in order to assess your suitability for the position to be filled. Within the company or group of companies, only those persons who require your applicant data for the proper handling of the application process will have access to it. As part of the application process, we also commission cloud and communication service providers (e.g. Raidboxes, the host of jobs.hapimag.com) and transfer personal data to these service providers in connection with this. These service providers are contractually obliged to exercise the same care as we do when processing personal data.

7. Time limits for erasing data

If your application is unsuccessful, we will generally store your data for six months after the application process has ended, unless you have consented to your personal data being stored for longer. After this period has expired, your data will be routinely deleted from our systems. If we have your data in paper form, we will destroy it in accordance with data protection regulations, taking special precautions while doing so.

If an employment relationship is established with you, your data will be stored for the purpose of conducting the employment relationship.

8. Data transmission to other countries

If you apply for a position at Hapimag AG in Switzerland, your personal data will generally only be processed in Switzerland or Austria. If you apply for a position in one of our area offices, resorts or restaurants, or if your data is used to compile statistics, it will be processed either in Switzerland or Austria and forwarded to the Group companies responsible for the application and to the affiliated companies of Hapimag AG. The exchange of data between the countries of the European Community and Switzerland takes place within a data protection-compliant framework due to the similarly high level of data protection. In addition, your personal data may be transmitted to Turkey or Morocco on the basis of standard contractual clauses.

9. Rights of applicants

As a data subject, you have certain rights, such as the right of access, the right to rectification and the right to erasure of your personal data as well as the right to restrict its processing, the right to data portability or the right to object to the processing of the personal data in question, as well as the right to file a complaint with the competent supervisory authority. These rights, in particular the conditions for asserting them, are governed by Article 12 et seqq. of the GDPR and Article 25 et seqq. as well as Article 32 of the FADP.

10. Controllers and representatives in the EEA

Controller

Hapimag AG
Sumpfstrasse 18 
6312 Steinhausen
Switzerland
Telephone: +41 41 767 80 00
E-mail: [email protected]

If you have any questions or concerns about data protection, you can also contact our legal department/data protection at [email protected].

Representative in the EEA

Hapimag Gesellschaft m.b.H.
Neudeggergasse 16-18
1080 Vienna
Austria
Telephone: +43 1 402 62 40
E-mail: [email protected]