Data protection declaration/information in accordance with Art. 13 GDPR regarding the processing of your personal data in the application procedure as an employee of the University of Applied Sciences for Health Professions Upper Austria

Below we inform you in accordance with Art. 13 GDPR which personal data we collect in the event of your application via the career portal, what we use it for, how we process it and how you can contact us if you have any questions. We treat your personal data confidentially and in accordance with the statutory data protection regulations.

In accordance with the University of Applied Sciences Accreditation Ordinance (FH-AkkVO) of the Agency for Quality Assurance and Accreditation Austria, universities of applied sciences are obliged to carry out an application procedure for the admission of teaching and research staff. An application procedure is also carried out for other positions, e.g. in management and administration, in order to objectively select the most suitable persons.

The University of Applied Sciences for Health Professions Upper Austria processes the respective application data for the purpose of carrying out application procedures in the course of personnel advertisements, for the purpose of keeping a record of your applicant data in case we do not currently have a suitable position to offer and you have consented to keeping a record, and, if necessary, for the purpose of transferring it to your personnel file to carry out necessary measures in connection with the establishment of your teaching or employment relationship. The legal bases are, on the one hand, Art. 6 (1) b) and f) GDPR and, on the other hand, in cases explicitly provided for, your consent in accordance with Art. 6 (1) a) GDPR. Without the processing of your data, your application cannot be considered in the application process, as otherwise your suitability cannot be assessed.

If we are unable to offer you a vacant position, we will retain your personal application data for 12 months, provided we have your express consent to do so. Specifically, the University of Applied Sciences for Health Professions Upper Austria processes the following applicant data for this purpose:

• First name and surname
• Address (street, house number, postcode, town)
• Telephone number
• E-mail address
• Information that you provide to us via the document upload (e.g. CV, letter of motivation, certificates, etc.)
• Indication of how you became aware of the University of Applied Sciences for Health Professions Upper Austria
• Other, optional information

If you have not given us your consent, if there are no legal provisions preventing deletion or if storage is not necessary for the purpose of providing evidence, your application data will be deleted 7 months after your application has been rejected. In the event that a teaching or employment relationship is established, the required data will be transferred to the personnel file; data that are not required will be deleted 7 months after completion of the application procedure. You will receive separate information about the data stored in the context of the teaching or employment relationship.

You also have the option of registering for our Job Alert by entering your e-mail address. The purpose of the Job Alert service is to regularly send you current job offers by e-mail. To use the Job Alert service, we collect the following data:

• E-mail address

For this purpose, we use a double opt-in procedure, whereby you will receive a confirmation e-mail after entering your e-mail address. If you confirm this e-mail within 7 days, you consent to receiving Job Alerts. Otherwise, your registration data will be deleted automatically. If you confirm this Job Alert subscription, we will store your e-mail address until you unsubscribe from the Job Alert. You may withdraw your corresponding consent at any time by using the unsubscribe link at the end of each newsletter.

As part of the application procedure, the data you enter will be transmitted to the following carefully selected processors who are contractually obliged to provide comprehensive data protection:

• The IT service provider of the University of Applied Sciences for Health Professions Upper Austria, which provides the entire IT infrastructure used in all areas of the University of Applied Sciences for Health Professions Upper Austria.
• rexx systems GmbH, Süderstraße 75-79, D-20097 Hamburg, an external IT service provider that provides this career portal. After you enter and submit your data, it will be transmitted in encrypted form to a server of rexx systems GmbH.
• If an interview/hearing with external experts takes place in your application procedure, your application documents will be transmitted to them in advance so that they can prepare for the interview/hearing.

In the course of your application, we require your informative CV for detailed information about you and your career. We also require further data, such as a cover letter, training and employment references, which you can upload directly in the career portal. In addition, data from the entire application procedure, such as interviews, are processed. Your personal data are collected directly from you as part of the application process.

We do not use any automated decision-making/profiling procedure.

As a means of communication, the University of Applied Sciences for Health Professions Upper Austria uses various Microsoft Office 365 applications of Microsoft Ireland Operations Limited, a certified processor of the University of Applied Sciences for Health Professions Upper Austria. Apart from technically necessary transmissions to Microsoft Corporation for the functioning of the apps, data are not transmitted to third-party recipients. Microsoft is contractually obliged to transmit data to a third country (USA) only in exceptional cases of technical necessity for system maintenance. In such cases, standard contractual clauses are agreed for the transmission and technical security measures (encryption of the data) and organisational security measures (policies to safeguard use) are taken. We also point out that, on 10 July 2023, the European Commission adopted an adequacy decision pursuant to Art. 45 (1) GDPR for the EU-US Data Privacy Framework. Accordingly, organisations or companies in the USA that are registered on a public list under the self-certification option of the Data Privacy Framework provide an adequate level of protection for data transfers. The University of Applied Sciences for Health Professions Upper Austria relies on its legitimate interest pursuant to Art. 6 (1) f) in conjunction with Art. 46 GDPR for this data processing.

For application interviews that take place by video conference, the University of Applied Sciences for Health Professions Upper Austria uses the software “Microsoft Teams”. The video conference is not recorded. In some areas of the University of Applied Sciences for Health Professions Upper Austria, the “Microsoft Bookings” app is used for appointment scheduling. This app enables you to select a suitable appointment via a link sent by e-mail and by providing your name and e-mail address. Both “Microsoft Teams” and “Microsoft Bookings” are products of Microsoft Ireland Operations Limited. The statements made above regarding “Microsoft Office 365” apply. The University of Applied Sciences for Health Professions Upper Austria relies on consent pursuant to Art. 6 (1) a) in conjunction with Art. 46 and Art. 49 GDPR for this data processing.

This website of the career portal (rexx systems GmbH) uses so-called “cookies”, which serve to make the website more user-friendly, more effective and more secure. Cookies are small text files that are stored on your computer system. We would like to point out that some of these cookies are transferred from the external service provider’s server to your computer system; these are usually so-called “session cookies”. “Session cookies” are characterised by the fact that they are automatically deleted from your hard drive at the end of the browser session. Other cookies remain on your computer system and enable the career portal operator to recognise your computer system the next time you visit (so-called persistent cookies). When accessing the career portal website, users are informed about the use of cookies and their consent to the processing of the personal data used is obtained. No personal data are stored in the cookies used. Only anonymised information is transmitted on the basis of the cookies. You can of course reject cookies at any time, provided your browser allows this. Please note that certain functions of this website may not be available or may only be available to a limited extent if your browser is set not to accept cookies.

The legal bases for possible processing of personal data by means of cookies and their storage period may vary. Where you have given your consent, the legal basis is Art. 6 (1) a) GDPR. Where data processing is carried out on the basis of overriding legitimate interests, the legal basis is Art. 6 (1) f) GDPR. The stated purpose then corresponds to the legitimate interest.

Technically necessary cookies serve to simplify the use of websites. The data collected by technically necessary cookies are not used to create user profiles. Analysis cookies are used to improve the quality of the websites and their content. Through the analysis cookies, the operator of the career portal receives information about how the website is used and can thereby continuously optimise its offering regarding the functionality of the website.

Cookies are stored on and transmitted from the user’s device. Therefore, users also have full control over the use of cookies. By changing the settings in your internet browser, you can deactivate or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are deactivated for our website, it may no longer be possible to use all functions of the website in full.

On the career portal website, data are collected and stored for marketing and optimisation purposes using the web analysis service software Matomo (www.matomo.org). Usage profiles are created from these data under a pseudonym; cookies are used for this purpose. Cookies are small text files that are stored locally in the cache of the website visitor’s internet browser. The cookies enable the internet browser to be recognised. The data collected using Matomo technology (including your anonymised IP address) are transmitted to the server of the career portal operator and stored for usage analysis purposes, which serves to optimise the website. The information generated by the cookie in the pseudonymous usage profile is not used to personally identify visitors to this website and is not merged with personal data about the bearer of the pseudonym. You can prevent the use of cookies and thus participation in tracking by making the appropriate settings in your browser software; however, in this case you may not be able to use all functions of this website in full.

The legal basis for the processing of users’ personal data is Art. 6 (1) a) GDPR. The processing of users’ personal data enables an analysis of users’ browsing behaviour. By evaluating the data obtained, information about the use of the individual components of the website can be compiled. This helps to continuously improve the website and its user-friendliness. Data are collected and stored only after express consent pursuant to Art. 6 (1) a) GDPR. The storage period is 4 years.

Cookies are stored on the user’s device and transmitted by them to the career portal operator. You therefore also have full control over the use of cookies. By changing the settings in your internet browser, you can deactivate or restrict the transmission of cookies. Cookies that have already been stored can be deleted at any time. This can also be done automatically. If cookies are deactivated on the career portal operator’s website, it may no longer be possible to use all functions of the website in full. Further information on the privacy settings of the Matomo software can be found at the following link: https://matomo.org/docs/privacy/.

You have the option to withdraw a declaration of consent at any time. This withdrawal may be made without giving reasons and results in the cessation of the processing of your personal data. The withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal.

In addition, you have the right to information, rectification, erasure or restriction of the processing of your stored data, the right to object to processing and the right to data portability in accordance with the requirements of data protection law.

To exercise these rights, we request that you contact the Data Protection Coordinator of the University of Applied Sciences for Health Professions Upper Austria by e-mail at datenschutz@fhgooe.ac.at. Furthermore, pursuant to Article 77 GDPR, you have the right to lodge a complaint with the supervisory authority if you believe that the processing of your personal data by the controller is not lawful.

Competent supervisory authority: Austrian Data Protection Authority, Barichgasse 40–42, 1030 Vienna, Austria.