Privacy policy for applicants

Introduction

Responsible handling of your personal data is important to us. Protecting your privacy is very important to us. We handle the data that we process in order to carry out our work with care. We ensure the greatest possible data security when handling the information technologies used and only collect the data that is absolutely necessary.

We take appropriate technical and organizational security precautions (e.g. encryption and/or pseudonymization of your personal data, instructions, confidentiality declarations and controls) to protect your personal data against manipulation, loss, destruction or access by unauthorized persons. These measures are based on international standards and are regularly reviewed and adapted where necessary.

Our employees receive regular data protection training and are obliged to comply with special confidentiality obligations. In addition, compliance with data protection is continuously monitored. This also applies to the data processors commissioned by us. 

In this privacy policy, we explain how we collect and process personal data, for what purpose this is done, who has access to your personal data, how long we process your data and who is responsible for this topic internally.

Translations are provided for information purposes only. In the event of discrepancies or conflicts between a translation and the German version, the German version shall prevail.

1. information on data protection

In the following, personal data refers to all information that relates to an identified or identifiable natural person (e.g. name, date of birth, email address, IP address). Information that is anonymized or aggregated and cannot (or can no longer) be used to identify a specific person is not considered data.

Data processing includes any handling of personal data, e.g. the collection, storage, use, disclosure, modification, archiving or deletion of data.

The legal basis and purpose for the processing of your data is primarily the initiation and/or execution of the employment contract. In addition, we base the processing of the data on the existence of a legal basis / legal obligation and/or consent (by the person or a person authorized by you) as well as on the overriding legitimate interest of e3 AG (i.e. in particular to pursue the described purposes and associated objectives and to be able to carry out corresponding measures).

The processing of your personal data is based on the principles of correctness, lawfulness, transparency, data minimization, proportionality, accountability and data security.

Our privacy policy is based on the requirements of the revised Swiss Data Protection Act (revDSG), the Ordinance on Data Protection (DSV) and, where applicable, other applicable data protection laws (e.g. the European General Data Protection Regulation (GDPR)). These data protection provisions do not contain an exhaustive description of our data processing; individual matters are regulated in whole or in part by specific information (with or without reference to these data protection provisions).

2. exceptions to the obligation to provide information under data protection law

There are exceptions to the obligation to provide information under data protection law. This does not apply if the information is not possible or requires a disproportionate effort, if you are already informed about the data processing, if the processing is provided for by law or if we are legally obliged to maintain confidentiality.

3. data categories / areas of application

Data on suitability for the employment relationship

This involves information about the employee's professional and personal qualifications, such as work experience, school, vocational and additional training, language skills relevant to the job and periods spent abroad.

When you apply for an open position with us, we process your data to carry out the application process. Without this data, we will not be able to assess your application and decide whether you are suitable for the position in question.

For example, we use your contact details to arrange appointments with you. We collect personal information, such as that contained in your CV, and process data from job references or training certificates. In addition to this absolutely necessary data, you have the option of providing us with additional information for the application process. We use the data provided to us to assess the application and make a decision. As an applicant, you have the opportunity to find out about vacancies and apply electronically via the e3 careers page. 

Your application data will only be shared with persons involved in the application process, such as recruiting managers or supervisors. In addition, your data may be disclosed to authorities if there is a corresponding legal obligation to disclose it.

Other purposes

We also process your data for other purposes, e.g. as part of our internal processes, for quality assurance and to protect the data, secrets and assets of e3 AG or those entrusted to e3 AG (see section 7).

4. collection of data

Direct data collection

• Personal data is primarily collected directly from the applicant (e.g. as part of the recruitment and onboarding process).

Data from / with third parties or public bodies

• In certain cases, we collect your data from third parties or receive your data from third parties or public bodies and process it to the extent permitted by law. For example, we process data that we receive from public authorities or vested benefits institutions in order to have the necessary data for the conclusion or execution of a contract.
• Insofar as this is permitted, we also obtain certain data from publicly accessible sources (e.g. debt collection register, commercial register) or receive such data from authorities or other third parties.

5. disclosure of the data

Fundamentals

We protect your data and do not sell it to third parties.

Your data may be disclosed to data processors and third parties under certain circumstances (e.g. if necessary for the conclusion or execution of a contract or for other purposes specified in this privacy policy). These recipients are contractually obliged to comply with the currently applicable data protection legislation and to maintain confidentiality and, if necessary, secrecy. Your data may also be disclosed to other controllers or cooperation partners (see section 7). 

We also reserve the right to disclose data if confidential data is involved. In many cases, the disclosure of secret data is necessary in order to execute contracts or provide other services. As a rule, confidentiality agreements do not exclude the disclosure of such data, not even to service providers. However, taking into account the type of data and the circumstances, we ensure that these third parties handle the data appropriately.

Disclosure of data to third parties (not exhaustive)

We work together with contract data processors who process your data on their own or in joint responsibility with us. These data processors include any natural or legal person, authority, institution or other body that does not belong to e3 AG. In particular, we include the following categories: 

• When issuing certificates and references
• Authorities and official bodies in Switzerland and abroad 
• Other parties in potential or actual legal proceedings 

6. duration of storage

Retention periods

Processing is permitted in the context of recruitment. The data will generally be deleted 6 months after the end of the application process. If you agree, your application documents may be stored in the candidate pool of our internal HR system for future vacancies. You can ask us to permanently delete your data at any time afterwards. Otherwise they will be kept for 1 year.

If your application is followed by the conclusion of an employment contract, the data will continue to be stored and used for the usual organizational and administrative process and for the implementation of the employment relationship. You will find more information on this on the relevant intranet page after you join us.

7. responsible person / data protection officer / representative

Responsible for the data processing that we operate here, data protection officer according to Art. 37 GDPR and representative in the EEA according to Art. 27 GDPR:

e3 Holding AG
Crispin Tschirky
Binzstrasse 24
8045 Zurich
crispin.tschirky@e3ag.ch
info@e3ag.ch
+41 44 400 46 56
https://www.e3ag.ch/kontakt/

In addition to e3 AG, the following companies of e3 Holding AG reserve the right to process your personal data:

• e3 Software Services AG, Binzstrasse 24, 8045 Zurich
• Silicon mountains GmbH, Binzstrasse 24, 8045 Zurich
• e3 CSS AG, Binzstrasse 24, 8045 Zurich

If you have any data protection concerns, you can send them to the above-mentioned contact address for all companies of e3 Holding AG (but if possible, please specify which company you are referring to).

The supervisory authority is:

Federal Data Protection and Information Commissioner, FDPIC
Feldeggweg 1
3003 Berne
https://www.edoeb.admin.ch/edoeb/de/home.html

8. changes

We may amend this privacy policy at any time without prior notice. The current version published on our website shall apply. If the privacy policy is part of an agreement with you, we will inform you of the change by e-mail or other suitable means in the event of an update.

9. general privacy policy

We also refer to the General privacy policy.