Recruitment Privacy Policy*

Stand: May 2018

*Only applicable to european recruitment processes  

On 25 May 2018, the new European General Data Protection Regulation (GDPR, DSGVO in German) comes into effect. For this reason, we would like to inform you about the use of your personal data.

As part of our recruitment process, Kiron Open Higher Education collects and storages personal data related to application documents that reach us. We are committed to process your data in a diligent manner and to being transparent about what kind of information we collect from you, while complying to our data protection obligations.

What kind of information does Kiron collect from applicants?

In order to assure an effective recruitment process, we may collect the following personal information from candidates:

  • your personal information: name, address and contact details (phone number and email address)
  • Information about your professional qualification (skills, work experience, employment background)
  • Information about your salary expectations
  • Information about your willingness to relocate to one of our localities
  • Information about your entitlement to work in the country where the position your applied for is based Germany or in one

We collect this data through a variety of sources that could include checking the information from your CV or resumes, letters of reference that you share with us, email communication or through interviews.

We may also chose to collect more information about your professional background from third parties through reference calls.  Nonetheless, we will only seek information from third parties from final candidates and will inform you beforehand. Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why do we need to process personal data?

The reason we need to collect personal data from you is to be able to do a first assessment of the profiles that reach us before entering into a contract with you.

We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that you are aware of the requirements you would need to comply to before accepting a job offer from us, such as if you are eligible to work in the country where the position is located before employment starts. Kiron Open Higher Education has a legitimate interest in processing personal data in a timely manner and for keeping any relevant records during the recruitment process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide which profile suits the job best. We pride ourselves in having a fair recruitment process, which is the reason why we don’t collect information about ethnic origin, sexual orientation, religion or belief.

In case your application is unsuccessful, we may ask for your consent to keep your personal data in our Talent pool. Talent pool is a database where we store the applications of the potential candidates that are not a part of current recruitment process and could further be considered for future suitable job position openings.  This includes the applicants that have applied for an existing job opening, unsolicitedly sending us their application, recommended by an employee or sourced by recruiters. You have a right to ask for amendments to your files or receive a copy of your stored application upon request. We will get back to you every 12 months to renew your confirmation. You are free to withdraw your consent and receive assurance that all your data is deleted at any time.

Who has access to your personal data?

Your information may be shared internally for the purposes of the recruitment process. This includes members of the HR and recruitment team, interviewers involved in the recruitment process and managers responsible for the supervision of the future employee.

We will only share your data with third parties in case your application for employment is successful. In those cases, we will share your data with former employers with the single goal of obtaining references regarding your employment background.

How does Kiron Open Higher Education protect your data?

We take the security of your data seriously. We have internal processes in place to make sure data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their hiring responsibilities.

For how long does Kiron Open Higher Education keep your personal data?

After submitting your application to one of our job offers, we will keep your personal data storage on our HR software for a maximum of 12 months. In case your application is unsuccessful, we will inform you of it and your personal data will be deleted 6 months after receiving a rejection from our side.

In case your application is unsuccessful, but we decide to keep your personal data in our Career Pool for consideration for future employment opportunities, you will be asked to give us your consent first. If you agree that we keep your personal data in our Carrer Pool, we will store it for a maximum of 12 months. You are entitled to withdraw your consent at any time. At the end of that period, or once you withdraw your consent, your data will be deleted or destroyed.

If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment.

Your rights

We want to ensure you are aware of your rights regarding your data. You can request:

  • to access and obtain a copy of the data we have from you,
  • for us to change incorrect or incomplete private information
  • For us to delete or stop processing your data, especially if the data is no longer relevant for recruitment processes (when you have another job offer and is no longer interested in taking part in our recruitment process, for example)

If you would like to exercise any of these rights, please contact privacy@kiron.ngo.

What if you do not provide personal data?

You are under no obligation of providing personal information to Kiron Open Higher Education gGmbH during the recruitment process. However, if you choose not to provide us with personal information, we may not be able to process your application properly and may decide not to process it at all.