Data protecton agreement for applicants

(as per GDPR)

As part of any recruitment process, all companies of the Odlo Sports Group (“Odlo” in the following) collect and use that data to meet its data protection obligations.

What information do we collect?

We collect and process the personal data of applicants for the purpose of processing the application procedure.
In the course of your online application, we will store the personal data transmitted by you in the applicant database. This includes all data provided in the form such as salutation/title, surname, first name, nationality, date of birth, gender and the usual correspondence data such as postal address, telephone number and e-mail address. In addition, all documents submitted by you in connection with the application, such as letter of motivation, CV, work references or diplomas/certificates, are also recorded.
This is particularly the case if an applicant submits corresponding application documents to us electronically, for example by e-mail or via a web form on the website or via an integrated recruiting tool.
We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so.
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 does Odlo process personal data?

We need to process data to take steps at your request prior to 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 we are complying with its legal obligations. For example, it is mandatory to check a successful applicant's eligibility to work in Switzerland or the European Union before employment starts.
ODLO has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.
ODLO may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability.
We process such information to carry out its obligations and exercise specific rights in relation to employment. If your application is unsuccessful, ODLO may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before it keeps your data for more than for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.
We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you, employment background check providers to obtain necessary background checks.

How does Odlo protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long does Odlo keep data?

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. The periods for which your data will be held will be provided to you in a new privacy notice.
If no contract of employment is concluded, the application documents will be anonymised after 3 months and automatically deleted at the latest 12 months after notification of the decision to reject the application, provided that no other legitimate interests of ours stand in the way of deletion.
If admission to our talent pool takes place by mutual agreement, the data will be automatically deleted 12 months after admission to the talent pool. Other legitimate interests in this sense are, for example, a duty of proof in proceedings under the Equal Opportunities Act.

Your rights

In accordance with the applicable data protection regulations, you have the following rights with regard to your personal data processed by us:

INFORMATION

You have the right to obtain information about your personal data processed by us and to request a copy of such data. Components of the information are: Processing purposes, categories of data, their recipients or categories of recipients and, if possible, the planned duration of data storage or criteria for determining this duration.

CORRECTION, DELETION, RESTRICTION

In addition, you are entitled to demand that the data be corrected if it is incorrect or to demand that the data be deleted if it is stored in an inadmissible manner. If deletion - for various reasons - is not possible, you have the right to demand a restriction of the processing or blocking of your data.

REVOCATION

If the processing is based on your consent, you have the right to revoke your consent at any time. The lawfulness of the processing carried out on the basis of the consent until the revocation remains unaffected.

RIGHT OF OBJECTION

Insofar as the processing is based on Art. 6 para. 1 f) DSGVO (balancing of interests), you have the right to object to the processing of this data at any time. We will then no longer process this personal data unless we can demonstrate compelling reasons for protection that outweigh your interests worthy of protection. Or the processing is necessary for the assertion, exercise or defence of legal claims.

DATA TRANSFERABILITY

You also have the right to receive your data in a suitable, common and machine-readable format in accordance with Article 20 DSGVO.
If you wish to exercise any of these rights, please contact the HR Department at humanresources@odlo.com  
If you believe that Odlo has not respected your privacy rights, you can contact the data protection officer by e-mail: dataprivacy@odlo.com

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Odlo during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.