We are committed with privacy of the candidates, so the information below describes how we process your personal data in the recruitment processes.
1. Data Controller
Our HR team in Spain manages recruitment activities for different companies. One of the following controllers can be the company which is posting a job or the one you are applying for:
Owner: Kapsch TrafficCom Transportation S.A.U. (hereinafter, “KTT”)
Registered Office:
Anabel Segura 16, Vega Norte, Edificio 3 - Planta 3
Alcobendas 28108 Madrid
CIF: A78107349
Owner: Kapsch TrafficCom Arce Sistemas, S.A.U. (hereinafter, “KTAS”)
Registered Office:
Plaza de Euskadi, nº 5
Bilbao 48009 Vizcaya
CIF: A48061543
Their contact data:
Telephone number: +34 91 048 67 51
E-mail: ktt-hr-spain@kapsch.net
Data Protection Officer: spaindataprotection@kapsch.net (hereinafter “DPO”)
2. Purposes of the data processings, categories of personal data processed, retention period and security measures.
For what purpose will we process your personal data?
KTT/KTAS will process the user’s data, manually and / or automatically, for the following specific purposes:
- Saving on the cloud based server of the data you enter into the applicant profile, during your registration. KTT/KTAS will store them only for the process of your application. The data entered in your applicant profile will be processed by the KTT/KTAS Human Resources team.
- In the event of an application for a position, associating the application with the respective group company and processing your data in order to assess and manage your job application, as well as carry out the necessary actions for the selection and hiring of personnel.
- Managing open or current recruitment processes in which the candidate could fit due to their profile. In this sense, KTT/KTAS could contact you to offer positions that fit your profile.
- In case of having your consent, storing your applicant data in an applicant pool where Kapsch companies can search for suitable applicants, and upon opening of a position, inform you of a suitable job opening arising at a later time in one of the group companies.
- Performing anonymous statistical reports regarding access and activity developed by users on the Platform.
- Management of the exercise of the rights granted by the legislation on data protection.
What categories of personal data do we process?
In accordance with the aforementioned purposes, KTT/KTAS process the following categories of personal data:
- Identification and contact data: name, surnames, postal address, email address, telephone.
- C.V., which can include academic and professional data as training / qualifications, student history, professional experience, membership in professional associations or associations.
The user guarantees that the information provided is true, accurate, complete and up-to-date, and is responsible for any damage or loss, direct or indirect, that may be caused as a result of breach of such obligation.
The provision of the minimum required data by the tool is necessary, so that their non-contribution will impede the continuity of the selection process. But you are free to decide which data you enter in the specified fields of the applicant profile and which documents you upload. Furthermore, it is solely your obligation to manage, update and/or delete the data.
Your application will be stored in a Workday Inc., hosted cloud-based solution that is located in the European Union.
For how long do we store your personal data?
KTT & KTAS’ Human Resources Department will retain your identification and contact data & CV during three years, to carry out the purposes for which your data were collected.
If you are unsuccessful in applying for a position and gave us the consent, KTT/KTAS might save your applicant data in an applicant pool in which Kapsch companies can search for suitable applicants if a position opens up within one of the companies of the Kapsch Group or Joint Ventures in which KTT/KTAS is a member (you can find an updated list of these companies in the attached document).
In the case of the personal data provided us in relation to the job offers in which you wish to subscribe, the personal data will be stored also for three years, from the date of the last update. After this period, without having been updated, the data will be deleted, unless you indicate otherwise.
If you have requested your “Right to be forgotten” then KTT/KTAS will purge (delete) your application data and profile, including any notes and information collected during the application process. KTT/KTAS reserves the right to keep anonymized data about your application for statistical reporting needs only.
Which security measures do we implement to take care of your personal data?
From the commitment of KTT/KTAS with the protection of personal data and the privacy of users, it will carry out the technical security measures necessary to avoid its loss, manipulation, diffusion or alteration, as for example:
- Encryption of communications between the user’s device and the Kapsch Group servers
- Encryption of information on Kapsch Group own servers
- Encryption of the login for your user account (username and password). KTT/KTAS does not capture your device, IP address or other technical information
- Logical control access to the data and restricted access to third parties
3. Data recipients and data transfers
The recipients of your application are restricted only to Kapsch employees who need to see your information.
KTT/KTAS informs you that, Kapsch Partner Solutions GmbH (in Vienna, Austria) and Kapsch TrafficCom Transportation Argentina S.A. (in Buenos Aires, Argentina) will also have access to your data, but only as part of a technical support function. They do not modify or process your application data unless it is in the contest of technical support. Changes are only done under the visibility of the Human Resource Recruiting team. Any changes they make is automatically captured in an audit trail within the platform.
Kapsch TrafficCom Transportation Argentina S.A. will provide the maintenance services of the platform from outside the European Union. KTT/KTAS regularizes this international transfer in accordance with commitment to the protection and security of the personal data of the users.
Additionally, KTT/KTAS informs you that certain data, can be transferred to companies of the group located outside the European Economic Area (EEA) such as the United States and Mexico, only with the purpose of approval of a candidacy, during the recruitment process for global departments. Kapsch entities in those countries follow the IT corporative network and security technical measures.
Only with your consent KTT/KTAS will shared your data with another group companies in case your data will be used for other companies’ positions.
As concerns the sharing of your applicant data with a Kapsch company outside of the EU/EEA, please note that risks may arise from the necessary transmission of the data. This is the case because no adequacy decision exists with respect to these countries and no specific guarantees can otherwise be provided to compensate for deficits with respect to the level of data protection. No or insufficient statutory regulations and standards for the protection of your personal data exist in these countries.
4. Legitimation
The legal basis for the processing of the data included on the Applicant profile is Art. 6 para. 1 point b GDPR and therefore concerns processing for the performance of a contract or prior to entering into a contract. When you applied via https://kapsch.wd3.myworkdayjobs.com/onestepahead_kapsch and created an applicant profile, you automatically provided us with permission to process your applicant data in our IT infrastructure.
By submitting your application, you send to us a corresponding inquiry for processing of your applicant data within the framework of the application, which requires the described data processing.
With regard to the processing of the voluntarily provided (including particularly sensitive) data, we base the processing on your explicit consent according to Art. 6 para. 1 point a in connection with Art. 9 para. 2 point a GDPR, which you gave as part of the online form.
The legal basis for the processing of your data in an applicant pool or sharing your data with other Kapsch company (inside or outside EU/EEA) and third parties (KTT Joint ventures and KTAS Joint ventures), is Art. 6 para. 1 point a GDPR and therefore your consent and the handling of your application by us. Consent may be withdrawn at any time. However, in those cases in which consent is withdrawn, this will not affect the legality of prior treatment.
5. User's rights
You can send a letter to KTT/KTAS’ DPO in Anabel Segura 16, Vega Norte, Edificio 3 - Planta 3, Alcobendas, 28108 Madrid or through the e-mail address spaindataprotection@kapsch.net, including a copy of your identity card. At any time and for free, the following rights:
- Revoke the consents granted, without specifying reasons. The revocation of the consent shall not effect the legality of the processing that took place based on the consent up to the time of revocation.
- Obtain confirmation about whether KTT/KTAS is processing personal data that concerns him or not.
- Access your personal data.
- Rectify inaccurate or incomplete personal data.
- Request the erasure of your data under certain circumstances, such as when your data has not being processed according to the data protection requirements or when you have not been successful in applying for a position. Your “right to be forgotten” can be requested or de-requested anytime during the application process or afterwards by contacting your Kapsch recruiter via email or sending a request via email to: kps.info@kapsch.net.
- Obtain from KTT/KTAS the limitation of data processing when any of the conditions provided in the data protection regulations are met.
- In certain circumstances and for reasons related to your particular situation to the processing of your data, the interested subjects may object to the processing of their personal data. KTT/KTAS will cease processing the data, except for compelling legitimate reasons, or the exercise or defense of possible claims.
- Request the portability of personal data, to send to you -or, if technically feasible, to a third party designated by you, a copy of your data in a structured, commonly used and machine-readable format.
- Claim before the Spanish Data Protection Agency, when the interested subject considers that KTT/KTAS has violated the rights that are recognized by the applicable regulations on data protection.