Processing of (personal) data by the entity in charge of the online application process
General information
This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.
The controller
The controller under data protection law is:
Companjon Services DAC
The Lennox Building, Richmond, St Richmond,
Dublin 2, DO2 FK02
Phone: +353 1 5925333
Commercial register entry number:
Registration Court:
Data Protection Officer: Sorcha Hoban
Personal data collected as part of the application process
Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.
Fundamentals and purposes of processing personal data collected from application documents and during the application process
If you apply to us electronically, i.e. via e-mail or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.
By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.
In particular, the following data is collected during this process:
name (first and last names)
e-mail address
phone number
LinkedIn profile (optional)
channel through which you found us
Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and reference letters. These may contain additional personal data such as date of birth, address etc.
Only authorized HR staff and/or staff involved in the application process have access to your data.
The personal data is stored, for the purpose of filling the vacancy for which you have applied and related legitimate business purposes.
Your data will be stored for a period of up to 365 days after the application process has been concluded. We keep the data for this length of time for the purposes of maintaining an audit trail of the persons we have considered for employment and for use in the event that for legal reasons we need to verify the process of evaluation for a given individual. After this period, we will delete or anonymize your data. In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time etc.).
Furthermore, where you have provided your consent, we may store your data for up to 2 years after the application process has been concluded for the purpose of adding it to our Talent Pool in order to identify any other vacancies that may be of interest to you. This includes, for example, applications for apprenticeships or internships and to keep you up to date about our recruiting programmes.
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment and in accordance with the Companjon Employee Privacy Notice.
Disclosure of data to third parties
Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under article 28 of the GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.
Rights of data subjects
If we as the controller process personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR.
To assert your rights as a data subject in relation to the data processed during this online application process, please refer to our Data Protection Officer (see item 2).
Concluding provisions
We reserve the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.
In addition to this data privacy statement, please view our general data policy.
For the sole purpose of maintaining security on its website platform, Personio acts as data controller of very limited data collected for the purposes of monitoring internet activity e.g. IP addresses and date stamps and this is explained below.
Use of Microsoft Teams Premium for Interview Transcriptions
Purpose and Scope
As part of our commitment to enhancing the efficiency and accuracy of our recruitment processes, we utilize Microsoft 365 Teams to transcribe interviews. This tool enables us to convert spoken language into text, assisting in record-keeping and evaluation.What data is processed?
The Microsoft 365 Teams system captures audio and video data during interviews and generates corresponding transcriptions. These transcriptions may include personal information shared by interview participants. This data is processed solely for purposes related to note taking in the recruitment process. The data will be used to support the interviewers’ assessment but not for the purposes of any automated assessment or decision-making.How is the data stored and for long?
All transcriptions are stored securely within our Microsoft 365 environment. Data security is ensured through encryption both in transit and at rest, adhering to Microsoft’s robust privacy and security standards. The data is securely automatically deleted after 120 days and in line with our data retention policiesWho has access to the data?
Access to transcriptions is strictly limited to authorized personnel involved in the recruitment process. We do not share this data with third parties.Your rights as a data subject
As an interview participant, you have the right to:- Request access to your personal data processed by us.
- Request corrections to any inaccurate or incomplete data.
- Request deletion of your data, where applicable.
- Object to the processing of your data in Co-Pilot transcription.