V2 (022024)
IIASA uses the onlyfy one service (by XING) to process job applications. This Privacy Policy will inform you about the processing of your data by the onlyfy one service and by IIASA.
With regard to interaction within the company account of IIASA, IIASA and New Work SE have shared responsibility pursuant to Article 26 GDPR, as they jointly determine the purposes and means of processing pursuant to Article 4 (7) GDPR. The current version of the agreement on shared responsibility pursuant to Article 26 GDPR, which New Work SE concludes with companies that use onlyfy one, can be viewed here https://www.xing.com/terms/onlyfy-one to gain information on the key aspects of the agreement.
onlyfy one is part of the extensive XING service operated by New Work SE, which pursues the aim of improving and simplifying users’ working lives with a variety of applications (onlyfy one, as well as the XING social and jobs network, kununu, etc.), and creates a more fulfilling working world of work for individuals while boosting the performance of companies. As part of the extensive XING service, onlyfy one is an online platform on which or through which talent and companies meet.
With regard to data processing for which New Work SE is solely responsible or is responsible within the scope of the shared responsibility with IIASA, detailed information is available in the XING Privacy Policy at https://privacy.xing.com/en/privacy-policy. You will also find contact details for New Work SE, as well as for the New Work SE data protection officer there.
When submitting an application, you enter into a user relationship with New Work SE for the purpose of processing applications. In addition, you will receive support and New Work SE can present you with other opportunities in support of your career. A public profile will not be automatically created for you on the XING social and jobs network. The legal basis for New Work SE processing your data is, in particular, Article 6 (1)(b) GDPR (processing necessary for the performance of a contract).
You can pause the creation of your online application at any time and continue at a later point. Cookies are used for this purpose. The data you provide to create the user account, as well as any uploaded documents, are recorded in the company account of IIASA in onlyfy one. The data remains recorded even if an application is paused and/or not completed. In this case, your application is flagged as incomplete and the data remains visible to IIASA only.
The data you have provided as part of the online application can be read, edited, or updated in your candidate profile at any time.
If the calendar function is used, your data is processed during and for the purpose of setting appointments within the application process. The legal basis is Article 6 (1)(f) GDPR. The calendar function is provided by an IT service provider (Cronofy Ltd., United Kingdom). The United Kingdom is classified as a secure third country based on the adequacy decision of the European Commission. Further information on data protection at Cronofy is available here: https://www.cronofy.com/gdpr/ and https://docs.cronofy.com/policies/privacy-notice/
If you use the apply using WhatsApp function, your consent, which can be withdrawn at any time, forms the legal basis for communication (Article 6 (1)(a) GDPR). When applying via WhatsApp, all required applicant information is requested during a WhatsApp chat. The data is then sent directly to onlyfy one through a service provider, and is processed further there as part of and for the purpose of the normal application process.
The apply via WhatsApp function is provided by an IT service provider (PitchYou) that can gain access to your data for this purpose. More information is available here: https://www.pitchyou.de/en/pitchyou-gdpr. Candidate data from apply via WhatsApp are transferred to onlyfy one via an interface. Immediately after this transfer, candidate data are deleted from the apply via WhatsApp infrastructure in PitchYou. Further processing then takes place exclusively in onlyfy one.
Please note that you use your personal WhatsApp account for applications, and therefore we cannot rule out that messages will be transferred, to the USA in particular. WhatsApp data protection information, such as its processing or exercising of data protection rights with regard to WhatsApp is available here: https://www.whatsapp.com/legal/privacy-policy-eea.
Subject to your consent, your application will be sent from WhatsApp via the PitchYou infrastructure to onlyfy one. You have the right to withdraw your consent to this at any time. Either way, your application data will be deleted from the PitchYou infrastructure once transferred to onlyfy one, meaning that PitchYou will not process your data any further.
The FADP applies to circumstances which have an impact on Switzerland, even if said circumstances are initiated outside of Switzerland. Correspondingly, this privacy policy applies to information in line with the EU GDPR and the FADP. Here, EU GDPR terminology is used in favour of FADP terminology. However, FADP terminology is used if the FADP applies and the terminology differs from EU GDPR terminology in a given language. The About this site section on XING contains the name and address of our representative in Switzerland.
YOUR PERSONAL DATA IN THE APPLICATION PROCESS
Information about data protection
We are pleased you have chosen to apply at the International Institute for Applied Systems Analysis (IIASA). Transparent and trustworthy handling of your personal data is an important foundation for successful collaboration. We wish to inform you how we process your data and how you can exercise your rights according to the General Data Protection Regulation (GDPR). The information below offers an overview of the collection and processing of your personal data in connection with the application process. Please read this Data Protection Declaration carefully before submitting your application.
The controller as defined by Art. 4 (7) GDPR is:
International Institute for Applied Systems Analysis (IIASA),
Schlossplatz 1, 2361 Laxenburg, AUSTRIAFor questions about data protection, please email dataprotection@iiasa.ac.at
2. What is personal data?
According to Art. 4 (1) GDPR, personal data is all data that refers to an identified or identifiable natural person.
The following data and data categories are processed within the application process:
Your personal data is used for purposes of selecting personnel to fill open positions, in other words for initiating a contract of employment. The necessity and the scope of data collection are determined according to the position to be filled, among other factors. More extensive data collection may be required if your desired position is associated with particularly confidential duties, entails significant responsibilities in the areas of human resources and/or finance, or requires certain physical and mental capabilities. The legal basis is Art. 6 (1) (b) GDPR.
b). Consent – 6 (1) (a) and Art. 9 (2) (a) GDPRIf you have declared to us your consent for processing specific personal data, this consent then forms the legal basis for processing of this data.
In the following cases, we process your personal data on the basis of your consent:
If we base data processing on your consent, you have the right to withdraw this consent at any time with future effect. Please inform us of this revocation by email to hr.staff@iiasa.ac.at. The legality of the processing of your data up to the time of revocation remains hereby unaffected.
c). Data processing based on a legitimate interest – 6 (1) (f) GDPRIn certain cases, we process your data to safeguard a legitimate interest of ours or of third parties. A legitimate interest applies, for example, if your data is required for the establishment, exercise or defense of legal claims in connection with the application process (e.g. claims according to the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidential purposes.
d). Feedback questionnaireTo optimize our application process and to improve as an employer, we offer you the opportunity to provide personal feedback. For this purpose, we will send a feedback questionnaire to you at the specified email address. If you participate in the survey, our service provider Prescreen (see item 5 “With whom is your data shared?”) will collect the feedback, position title, location of the position, job category and type of employment for which you have applied. This information will then be shared with kununu GmbH and possibly other verified evaluation platforms and published there without inclusion of your name. Kununu cannot establish a relationship to your person. However, please note that other parties, such as your employer, may be able to identify you based on the information provided in the published feedback.
Your data is primarily processed by our Human Resources department. In some cases, other internal and external parties also participate in processing the data.
Internal parties could be specialized areas or departments or the works council of our company.
Our external service provider is Prescreen International GmbH. Prescreen International GmbH, Mariahilfer Straße 17, 1060 Vienna (hereafter “Prescreen”), operates the e-recruiting system Prescreen under the domain *.jobbase.io (hereafter “jobbase.io”), where companies can post job ads as well as receive and manage applications.
As part of these activities, Prescreen processes personal data solely on behalf of and for the purposes of IIASA and is therefore considered a processor according to Art. 4 (8) GDPR.
Jobbase.io is the central platform for our applicant tracking. When using our online form, your personal data is entered directly into jobbase.io. When an application is submitted by post or email, your data may also be transferred to the e-recruiting system.
The provision of personal data is required neither by law nor by contract, nor are you obligated to provide the personal data. However, the provision of personal data is required for conducting the application process. In other words: if you do not provide us with any personal data along with an application, we cannot conduct the application process.
You can interrupt the creation of your online application at any time and continue it later. The platform utilizes technically necessary cookies for this purpose. Data is transmitted to jobbase.io during the application process. In other words: data you have provided for creation of a user account and any uploaded documents are entered into jobbase.io. The data remains here if you interrupt and/or do not conclude an application. In this case, your application is marked as incomplete, but the data remains visible to our company, to a limited extent.
You can view, edit or update the data you have provided within the context of the online application at any time in your candidate profile.
If you make no further changes in your candidate profile, such as concluding an ongoing application, starting a new application or changing the data of an existing application, your data will be deleted within six months after completion of the last active application process.
You can submit a request for erasure of your candidate profile and your application documents at any time. After the request for erasure has been submitted, you will be informed of the exact erasure date, and your data will be automatically deleted according to the conditions established in this Data Protection Declaration.
IIASA is not responsible for the data processing described below; the controller in this case is Prescreen:
Prescreen International GmbH,
Mariahilfer Straße 17, A-1060 Vienna.If you have questions for Prescreen International GmbH concerning data protection law, please contact datenschutz@prescreen.io.
a). Automated collection of usage dataWhen accessing the domain jobbase.io, your web browser automatically sends certain usage data for technical reasons. This information is stored separately from other data in log files. Prescreen collects the following information:
This data is technically required in order to offer the functions of the e-recruiting system and to ensure the stability and security of the system. It is stored by Prescreen for a period of 12 months. Data that must be further retained for evidential purposes is excepted from the erasure until final clarification of the respective case.
The legal basis for processing of the data is Art. 6 (1) (f) GDPR.
b). CookiesPrescreen uses cookies. These serve for making the online application more user-friendly and efficient. The cookies are technically required in order to make this website available to you. It would not be possible to operate the website without using the cookies. There is therefore no option to refuse use of the cookies.
The legal basis for processing of the data is Art. 6 (1) (f) GDPR
The following cookies are used by Prescreen:
Provider | Cookie | Purpose | Duration of storage |
Prescreen | PHPSESSID | This cookie serves identify the user during the use of Prescreen. The cookie is absolutely necessary for correct functionality of the website. The cookie is valid only until closing of the browser. | Until the browser window is closed (session cookie). |
Prescreen | REMEMBERME | This cookie serves to restore an expired session. The cookie is absolutely necessary for correct functionality of the website. | The cookie is valid for 2 weeks. |
