Zühlke employs people throughout the Group. In order to get to know and hire new employees for the companies, it is necessary to process personal data.
In this privacy policy we, the companies of the Zühlke Group (hereinafter referred to as Zühlke, we or us), explain how we collect and otherwise process personal data in connection with candidates (applicants) and prospects (potential applicants) across our recruitment portal Workday. For applications that come via website www.zuehlke.com, the privacy policy and cookie policy for the website additionally apply.
This privacy policy is compiled based on Regulation (EU) 2016/679 (GDPR) and the FADP (Switzerland), considering data protection laws that apply locally where our companies are located. For simplicity, we refer to GDPR provisions in some places. If your personal data is processed outside the scope of the GDPR, these references do not apply.
Zühlke uses Workday as groupwide Human Capital Management (HCM) system (hereinafter the platform). The platform enables people who are interested in Zühlke as an employer to create a prospect profile to apply for vacancies at Zühlke. Based on the information stored in the profile, Zühlke can assess the suitability of a prospect for vacancies at Zühlke and provide information on vacancies at Zühlke and/or general information about Zühlke as an employer.
In addition, Zühlke uses the SaaS solution of Paradox, which is an add-on to the platform. Paradox has the following functionalities enabled: “Chat to apply” and “Interview scheduling”. “Chat to apply” allows the candidate and Zühlke recruiting to chat, exchange information, upload documents needed in the application process via WhatsApp or Email. Offering and maintenance of the integrated WhatsApp functionality is part of Paradox's SaaS offering and managed by latter. “Interview scheduling” allows automated interview scheduling between the candidate and Zühlke representatives appointed to the recruiting of the appropriate position.
Zühlke is responsible for processing your personal data. The responsibility for processing your personal data rests with the Zühlke Group company that posted the job advertisement and which therefore processes your personal data via its services or via its communication with you and decides on the purposes and means of this data processing. The following companies are part of the Zühlke Group:
We process the following personal data:
If you want to register on our platform, you will need to provide registration data to log in to our portal, and we will store this data (e-mail address & password).
We store data that you or a recruitment agency commissioned by you and on behalf of you, submit in a candidate profile. (Such as name, contact details including phone number and email address and any other additional information) we also ask for the candidate to provide data regarding Gender to help us measure our DE&I efforts yet this is wholly optional.
We store any supplementary internal comments that Zühlke adds to a candidate profile. Examples would be notes from interviews or screening calls.
Zühlke processes your personal data for the following purposes:
Zühlke processes your personal data based on various principles:
If you have any questions, please get in touch with the relevant contact referred to above.
Cookies are small data files that are placed or accessed on your device when you visit websites or other digital properties. Some digital properties, such as mobile applications, might use similar but different technologies (such as pixels or SDKs). For ease of reference, we use the term cookie to include these technologies too. On our Workday careers portal, the following cookies are utilised, depending on whether you choose to accept them or not:
Cookie / other tracking tool name: __cflb
Cookie / other tracking tool name: __cf_bm
Cookie / other tracking tool name: PLAY_SESSION
Cookie / other tracking tool name: OTZ
Cookie / other tracking tool name: __Host-3PLSID
Cookie / other tracking tool name: LSID
Cookie / other tracking tool name: __Host-GAPS
Cookie / other tracking tool name: ACCOUNT_CHOOSER
Cookie / other tracking tool name: __Host-1PLSID
Cookie / other tracking tool name: SIDCC
Cookie / other tracking tool name: __Secure-3PAPISID
Cookie / other tracking tool name: __Secure-3PSIDCC
Cookie / other tracking tool name: SSID
Cookie / other tracking tool name: OSID
Cookie / other tracking tool name: __Secure-1PSID
Cookie / other tracking tool name: NID
Cookie / other tracking tool name: HSID
Cookie / other tracking tool name: __Secure-OSID
Cookie / other tracking tool name: APISID
Cookie / other tracking tool name: SID
Cookie / other tracking tool name: __Secure-3PSID
Cookie / other tracking tool name: __Secure-1PSIDCC
Cookie / other tracking tool name: SAPISID
Cookie / other tracking tool name: wd-browser-id
Cookie / other tracking tool name: timezoneOffset
Cookie / other tracking tool name: wday_vps_cookie
Cookie / other tracking tool name: CALYPSO_CSRF_TOKEN
Cookie / other tracking tool name: _cfuvid
You can exercise certain rights in relation to data concerning you that is processed by us. In particular, you have the following rights:
You can address all requests to exercise your rights to the controller directly (see Section III for contact details). Requests can be exercised free of charge; they will be processed by us as quickly as possible and within one month of receiving your request, at the latest.
If your personal data is disclosed abroad, this will only take place in countries that have a recognised equivalent data protection standard or where specific guarantees have been given.
You should expect your data to be transferred to all countries in which the Zühlke Group is represented by Group companies (see section II) and to other countries in Europe and the USA where the service providers we use are located (see section X). In case we should transfer personal data from EU to Zuhlke Group companies outside the European Economic Area (EEA), the transfer will only be performed if it was confirmed by the respective authorities that this third party country has an adequate level of data protection or if standard data protection clauses exist.
If you have any questions, please get in touch with the relevant contact referred to above (see section III. 2.).
Your personal data will be processed where the companies of Zühlke are located. If third parties are involved in processing as auxiliary parties (processors), for example to process commercial administrative services and in connection with IT services (within the Zühlke Group or in the case of external IT service providers), it is likely that processing will take place outside of Zühlke locations. This may be in Switzerland, the UK, the EU or in third countries.
Tools from third parties based in third countries, e.g. the USA, may be integrated into our IT Landscape or to provide services. If these tools are enabled, your personal data may be shared with the servers of the companies in question. However, any personal data processed will be stored in a European cloud.
We run checks on all auxiliary parties from a variety of different angles (data protection, data security, IT, legal) and conclude appropriate data protection contracts, including current EU standard contractual clauses, before we use third-party services. US companies are also checked to see whether they participate in the Privacy Framework Program.
The following main providers are used:
Below you will find further information of the third-party providers used:
If you would like more detailed information, you can contact the controller at any time (see Section III).
As a rule, we delete your data from the time at which the purpose for processing no longer applies. In the event of an objection to processing based on a legitimate interest or consent, we will delete your data from this point in time, unless another permission for processing continues to exist, for example in the case of legal storage obligations, a legitimate interest to enforce our own legal positions, etc. Below are the detailed rules for the different use cases.
If the user requests to delete their candidate profile and there was no application, the data will be deleted. Otherwise, the candidate profile data will be stored for a limited period from the date of the last application (see A):
If the user wants to delete their prospect profile, a data deletion request is needed. Otherwise, the candidate profile data will be stored for a limited period from the time of the last login to the platform (see B):
We store data that candidates themselves, or recruitment agencies commissioned by the candidate and on behalf of the latter, submit in a candidate profile.
If a candidate is successful, we transfer the data to our HCM system.
If a candidate withdraws the application they have submitted or the application is unsuccessful we will continue to store the data for a certain period:
We store data that prospects themselves, or recruitment agencies commissioned by the prospect and on behalf of the prospect, submit in a prospect profile.
If a user of the platform requests to delete their prospect profile, the data is deleted. Otherwise, the data will be stored for a certain period from the time of the last login to the platform:
We store any supplementary internal comments that Zuhlke adds to a candidate profile. These are notes from job interviews. These internal comments are not visible to candidates on the platform.
If a candidate is successful, we transfer the data to the personnel file.
If a candidate withdraws the application they have submitted, or the application is unsuccessful, we will continue to store the data for a certain period of time:
This privacy policy is currently valid and was last updated on 05/08/2024.
It may become necessary to amend this privacy policy due to the further development of our platform or offers referred to above, or due to changes in legal or official requirements. The current privacy policy can be accessed at any time on our platform.