The CA Immo company to which you are applying (hereafter ‘CA Immo’ or ‘we’) processes your personal data as part of the application process. You can view the companies of the CA Immo Group to which you can apply here. This data privacy policy sets out the details of data processing.

Unless otherwise stated in this data privacy policy, we (or our processors) collect personal data directly from you; we do not obtain such data from third parties.
We are conscious of the importance of personal data, so we do not generally pass such data to third countries or international organisations. If, despite this, your data should be transferred to a third country in a specific case, we will expressly notify you in this data privacy policy and inform you of the measures we have taken to guarantee the necessary protection level for your data. We do not use your data for the purposes of automated decision-making or profiling.

1. Scope and purpose of data processing

CA Immo processes your personal data in order to facilitate the application process. 
CA Immo processes this data in the course of various application procedures: 

• Applications via CA Immo’s online New Work SE applicant portal (accessible via https://caimmo.jobbase.io/ or the widget installed on the CA Immo website);
• You contact CA Immo in another way, such as by submitting application documents via email and/or post;
• CA Immo commissions a recruitment agent, who passes on your data to the company;
• You take part in a CA Immo assessment centre;
• You are directly approached by employees of CA Immo; or
• You are placed with us through the myAbility Talent® programme.

1.1. General data

In the course of the stated application process(es), the following data may be collected in order to process your application for a certain position:

• Applicant master data (e.g. first name, surname, title, email address, telephone number, address, date of birth, citizenship)
• Qualification data (covering letter, personal statement, CV, previous positions, specialist qualifications and expertise, e.g. in the form of project lists, references, etc.)
• General application questions (envisaged salary, notice period, etc.)
• Voluntary information, e.g. application photo, other details voluntarily provided or uploaded as part of your application
• Additional details depending on the position advertised (e.g. driving licence)
• Communications between yourself and CA Immo; comments and assessments made on you during the application process
• If applicable, test results where case studies or similar testing procedures are carried out (e.g. Excel tests)
• Other data/data categories, e.g. public job-related data, including profiles on professional social media networks such as XING or LinkedIn
• Special categories of personal data according to article 9 subsection 1 of the GDPR, e.g. health information (such as a disability) or information allowing conclusions to be drawn regarding sexual orientation, ethnic origin or religion where this is voluntarily provided by applicants.

You are not obliged to provide personal data to CA Immo. If you do not provide the required data, however, CA Immo may be unable to perform or continue with the application process under certain circumstances.

1.2. Further information concerning applications via email and/or post

If you apply via email and/or post, the documents provided will be imported to our online applicant portal in digital form. To this end, the data specified under point 1.1. is processed; if necessary, CA Immo will manually add extra information that you provide as part of the application process. You will be given access to the online applicant portal, which enables you to inspect the application documents and the details of your application.

1.3. Data imports from XING or LinkedIn as part of an application

It is possible to import your data straight to the online applicant portal from your XING or LinkedIn profile. The legal basis for the processing of this data by CA Immo is our legitimate interest in rendering the service explicitly requested by yourself (article 6 subsection 1(f) of the GDPR). No data is transferred to Xing or LinkedIn, or imported automatically from Xing or LinkedIn, unless you expressly request this via the link provided.

1.4. Data processing where a recruitment agent is commissioned

In the case of certain vacancies, we commission recruitment agents to search for suitable candidates. As part of their assignment, recruitment agents provide us with appropriate candidate profiles. In another step, CA Immo holds interviews with selected candidates before making a final selection. Recruitment agents are controllers under the terms of the GDPR in the search processes we use. Depending on the application procedure, we work with different recruitment agents. For more information on the recruitment agents we work with in your case, please contact our 
Data Protection Officer (dsb@caimmo.com) directly. For information on the processing of your data by recruitment agents, please contact the agents directly.

The documents provided will be imported to our online applicant portal. For this purpose, the data provided will be processed and manually supplemented by CA Immo as necessary. You will be given access to the online applicant portal, which enables you to inspect the application documents and the details of your application. 

1.5. More information on direct contact with candidates

In the event that we directly and actively contact you to draw your attention to a vacancy, your data will be processed as soon as you voluntarily submit your details (CV, personal statement, etc.) to CA Immo. The documents provided will then be imported to our online applicant portal. For this purpose, the data provided will be processed and manually supplemented by CA Immo as necessary. You will be given access to the online applicant portal, which enables you to inspect the application documents and the details of your application. 

1.6. Data in connection with the myAbility Talent® programme

The myAbility Talent® programme gives candidates with special needs the chance to attend a Job Shadowing Day and subsequently complete a work placement with us. Candidate profiles are passed to us via myAbility Social Enterprise GmbH, an independent controller under the terms of the GDPR. Please forward any questions on the processing of your data by myAbility Social Enterprise GmbH to the company itself. 

1.7. Processing of usage data via the online applicant portal

As regards the processing of your usage data when using the online applicant portal, we refer to the general data privacy policy for the website and the relevant notes on cookies.

2. Legal basis

Your application data will be processed until the application process is completed on the basis of the pre-contractual relationship according to article 6 subsection 1(b) of the GDPR.

When the application process is complete, your application data (points 1.1 to 1.6) will be processed on the basis of our legitimate interest under article 6 subsection 1(f) GDPR for documentation purposes where a legal action is defended or asserted.

The legal basis for keeping your applicant details on record so that we can notify you of any other relevant positions is your explicit consent in line with article 6 subsection 1(a) GDPR. You may revoke your consent at any time without stating a reason by demanding the deletion of your data via the applicant portal or by emailing dsb@caimmo.com.

3. Duration of storage

Your application data is stored for the duration of the application process. At the end of the application process, your data will be retained for a further six months before being deleted, unless you do not consent to the retention of your data.

If you expressly request the retention of the data and documents you have supplied and consent to this in the online applicant portal, your data will be retained for a period of one additional year from the date of your consent being granted. No more than two weeks before the expiry of this deadline, we will offer to extend the retention period of your data. In addition, your data may be stored for an extended period in individual cases where necessary to assert, exercise or defend legal actions.

4. Internal recipients

In line with CA Immo’s established structure of centralised HR, your data will be processed by both CA Immobilien Anlagen AG and by CA Immo Deutschland GmbH (‘HR Group’) as processors for the company advertising the vacancy.

Depending on the application process, personal data may also be processed within the CA Immo Group (e.g. owing to potential cross-company reporting lines for the vacancy in question). You can view the companies of the CA Immo Group here. For more details, please email dsb@caimmo.com.

5. External recipients

Our online applicant portal is provided by New Work SE, Strandkai 1, 20457 Hamburg, Germany (hereafter ‘New Work’). New Work is responsible for processing your data jointly with ourselves. For more information on joint responsibility, click here. 

The following processors are used by the joint controllers for processing purposes:

• New Work Austria XING Kununu onlyfy GmbH, Schottenring 2-6, 1010 Vienna, Austria
• Amazon Web Services EMEA SARL, 38 avenue John F. Kennedy, L-1855, Luxembourg
• Adobe Systems Software Ireland Ltd, 4-6 Riverwalk, Citywest Business Campus, Saggart, Dublin 24, Ireland
• TalentBait GmbH, Hermannstrasse 13, c/o WeWork, 20095 Hamburg, Germany

6. Your rights

As a data subject, you have the following rights as regards the processing of your personal data:

6.1. Right to revoke consent

Where we process your data on the basis of your consent, you are entitled to withdraw your consent at any time. As soon as we receive notice of your revocation of consent, we will no longer process such data. However, note that revocation of consent does not affect the legitimacy of data processing activities carried out up to the point of revocation.

6.2. Right to be informed

You have the right to be informed of what personal data is being processed, and in particular the origin and categories of the data processed, the storage period, the recipients to whom your personal data is (or has been) disclosed, the purpose and the type of processing. On request, we will provide you will a copy of the personal data concerning yourself that we are processing.

Please note that in accordance with article 4 subsection 6 of the Data Protection Act 2018, no information needs to be disclosed where this would jeopardise the business or trade secrets of the responsible party or third parties.

6.3. Right to rectification

If we process data concerning yourself that is incorrect or incomplete, you may demand the correction or completion thereof; this can also be done by means of a supplementary declaration.

6.4. Right of deletion

You are entitled to demand that we delete your personal data. We will delete your data as long as this is legal under article 17 GDPR. 

We would like to point out that there is no right to deletion where, in particular, we are obliged to process data in order to meet a legal obligation or to assert, exercise or defend a legal action.

6.5. Right to restrict processing

Where it is unclear whether the data concerning yourself is incorrect or incomplete or is being processed unlawfully, you may demand that we restrict the use of your personal data.

6.6. Right to object

Even where your personal data is correct, complete and processed by ourselves in line with the law, you are entitled to object to the processing of this data in special cases, thereby providing a justification. You can also object if you receive direct advertising from us and no longer wish to receive such communications in future.

6.7. Right to data portability

When we process the personal data that you supply to us, you may, under certain circumstances, demand that we provide this data to you in machine-readable format. Where technically feasible, you may also instruct us to send this data to a third party of your choice.

6.8. Right to complain

Although we make every effort to protect and uphold the integrity of your data, differences of opinion concerning the way we utilise your data cannot be ruled out. If you believe that the processing of your data is in violation of the GDPR, you may contact our Data Protection Coordination Team or lodge a complaint with the Austrian data protection authority.

7. Contact

For all matters relating to data protection, and in particular the assertion of your rights, please write (by letter or email) to 

• the CA Immo company to which you are applying, or
• our Data Protection Officer (dsb@caimmo.com).