Data protection declaration for the ÖBB job page (application, talent network and candidate profile)

1. General information

This data protection declaration explains how ÖBB Group processes your personal data when you

apply for a position on our job page or
join our talent network using the contact form or
create your candidate profile.

Your data is handled according to the General Data Protection Regulation (GDPR) and Data Protection Act as well as any other legal provisions for protecting personal data. Naturally, the data you submit will be handled carefully and confidentially.

You have the option of creating links to your profiles on selected social media platforms. This linking is voluntary and you acknowledge that by creating such a link, data entered by you on the platform will be transferred to ÖBB Group's applicant system and processed there.

DECLARATION OF CONSENT

Please read the data protection declaration carefully. By confirming on the ÖBB job page, you acknowledge this data protection declaration and thus give your consent to the corresponding data processing.

2. Data transfer options

2.1. Applying for a specific position

If you apply for a specific position, you can provide more detailed information about the position for which you are applying. Please refer to the specific job advertisement for more information on the required application documents.

In the course of your application, the following data will be collected and processed about you:

First and last name (mandatory)
Current place of residence (optional)
Email address (mandatory)
Telephone number (mandatory)
Birth date (optional)
Gender (mandatory)
Nationality (mandatory)
Gross salary expectations/year from-to (optional)
Available from (optional)
How did you learn about the position? (optional)
Application documents such as CV, cover letter, photograph, certificates, other documents and evidence
Consent/rejection to group-wide use of the application documents (mandatory selection)
Position desired
Application type and status
In the case of an application for selected operational functions: Results of knowledge checks, suitability and fitness checks
Application history
Correspondence
Evaluation of whether the applicant meets the requirements
Consent

If you have been recommended by an ÖBB Group employee, in the event of a successful application, the following above-listed data (first and last name, desired position, application type and status) will be sent to the Group company in which the employee recruiting you works to award a possible bonus for the recruiting employee.

If the medical service provider's professional clearance (see transmission recipient) is required following a medical examination, in individual cases a doctor may be given access to diagnostic data.

As part of the selection process, you may be provided with e-learning (information collection) via a link. This is an e-learning course on a specific subject or job description. The subsequent online knowledge check is evaluated on a personal basis. The result influences the further course of the selection procedure.

You acknowledge that you will be subject to comparison with the publicly available EU and US sanctions lists. If you are listed on one of these lists, we are obliged not to consider you in the further application process.

You can of course withdraw your application at any time. Details can be found in point 9 Retention period and deletions.

2.2. Joining the Talent Network – using the contact form

By registering in the Talent Network, we offer you the opportunity to provide us with your data so that ÖBB can send you specific job offers and invitations to recruiting events.

The following data are collected and processed:

First and last name (mandatory)
Email address (mandatory)
Telephone number (optional)
LinkedIn URL (optional)
Current place of residence (optional)
Current company (optional)
Current job title (optional)
CV (optional)

The ÖBB Recruiting Team regularly searches the Talent Network for suitable candidates and can inform you of applicable positions.

You can of course withdraw your membership at any time. Details can be found in point 9 Retention period and deletions.

2.3. Creating a candidate profile

Our job page offers you the opportunity to create a candidate profile with your email address and a password of your choice. A candidate profile makes your job search easier and allows you to track your applications.

The following data are collected and processed:

First and last name (mandatory)
Email address (mandatory)
Telephone number (mandatory)
CV (optional)

Of course, you can delete your candidate profile at any time. Details can be found in point 9 Retention period and deletions.

3. Purposes of use

Data provided to us along with documents and evidence provided in the appendix will only be used to carry out or initiate the application process with you in order to ensure optimal job recruitment within our entire organisation. In the case of internal ÖBB training or any necessary suitability and fitness tests, which may result from filling a position, the private e-mail address provided can be used for the invitation as well as required documents and information can be sent to it. Depending on the option chosen, your data may be used for record keeping and used for an alternative position in ÖBB Group.

Use occurs specifically by the ÖBB Group company to which you are applying or, in the case of further use, by the company offering the alternative position. These companies are also the responsible parties within the meaning of Article 4, Section 7 GDPR.

As long as you have not applied for a specific position, ÖBB Business Compentence Center GmbH acts as the data protection officer.

In any case, only ÖBB Group employees obliged to maintain confidentiality are entitled to use your data.

If you are accepted, your data will be used to prepare for your entry (e.g. ordering operating resources, introducing you to future colleagues - ÖBBuddy)

4. Disclosure to third parties

Data disclosed to us will neither be passed on by us to unauthorised third parties nor used for marketing purposes.

Data will be passed on

to the ÖBB company to which you have applied or – depending on the option selected – to other ÖBB companies having a similar open position,
to processors commissioned to support the application process or independent personnel consultants,
to the Public Employment Service Austria (AMS) for funding any application,
and, where appropriate, to social and continuing education funds in order to finance initial and advanced training,
in the case of applying for residence permits (Section 20h AuslBG), personal data may be forwarded to the Austrian Business Agency Österreichische Industrieansiedlungs- und WirtschaftswerbungsgmbH. The Immigration and Residence Service Center supports the application for residence permits.
For medical examinations and fitness tests, refer to WELLCON Gesellschaft für Prävention und Arbeitsmedizin GmbH and psychologists.

In individual cases, further details about any additional data transfers can be found in the specific job advertisement.

5. Legal basis

Data collected about you will be processed based on your consent (Article 6 Paragraph 1, Letter a GDPR), and in exceptional cases for overriding legitimate interests (Article 6 Paragraph 1, Letter f GDPR) or on the basis of pre-contractual measures (Article 6 Paragraph 1, Letter b GDPR).

Legitimate interests may, for example, consist of retaining documents from rejected applications for legal defence.

6. Conducting voluntary surveys

Please note that ÖBB Group may conduct surveys on a voluntary basis in order to optimise the application/onboarding process.

7. Options for viewing and changing data

You can view and change your provided data and profile at any time via the application platform. Please note that any changes to your registration may affect all your current applications.

8. Processors

If we use processors, they are carefully selected in advance. To ensure that your data is treated confidentially and securely, contracts with service providers include provisions for its protection.

For applications, ÖBB Group uses Cornerstone OnDemand Germany GmbH as its processor. In individual cases, maintenance access may be provided by individual subcontractors from third countries (e.g. India, USA).

Servers used by processors for data processing are located in data centres within the EU.

9. Storage period and deletions

If you have

joined our talent network or
created your candidate profile,

your data will be deleted one year after the last log-in.

If you have

applied for a specific position,

the application and specific documents submitted will be deleted seven months after your application has been decided and therefore will not be available for further applications thereafter.

When you create a candidate profile, you agree to its retention and use for an alternative position in ÖBB Group for 12 months.

You can also request the deletion of your candidate profile at any time by sending an email to oebbkarriere@oebb.at.

Please note that deleting your candidate profile results in the automatic deletion of all stored documents as well as all open and completed applications.

10. Data protection

Your data security is very important to us. The data and documents you provide are stored in databases. We take necessary and reasonable precautions to protect your data against loss, misuse, unauthorised access, manipulation and destruction.

Technical protection measures applied include password protection, logging, access controls, firewalls and anti-virus programs. Organisational measures used include the four-eyes principle, restricting data access for selected employees, random checks, confidentiality agreements and contractual commitments.

11. Cookies

Only cookies necessary for operational purposes and technical requirements are used on ÖBB Recruiting websites. These cookies are necessary

for you to use our websites as intended,
to have access to all functions, and
to carry out necessary authentication.

In accordance with legal requirements, use of these cookies is not subject to your prior consent.

12. Data protection officer

The data protection officer responsible for the ÖBB company named in the tender can be found here:

https://konzern.oebb.at/de/impressum/datenschutzbeauftragte

13. Your rights

You have the following rights regarding the data we store about you:

Right to be informed (the right to know which data has been processed about an affected person)
Right to rectification (the right to correct any incorrect data concerning you)
Right to erasure (the right to have personal data deleted, if such deletion is covered by the use cases provided for in Article 17 GDPR, for example in the case of unlawful processing of data)
Right to restriction of processing (the right of the data subject to request that the controller restrict the processing of personal data concerning him, provided the requirements of Article 18 GDPR are met)
Right to data portability (the right of the data subject to receive the data provided by him in an interoperable format)
Right to object (the right of the data subject to object to data processing, provided the requirements of Article 21 GDPR are met)

If you wish to assert your rights, please send an email to oebbkarriere@oebb.at or contact the responsible data protection officer (see point 12).

You also have the possibility to appeal to Austrian Data Protection Authority (DSB), Barichgasse 40-42, 1030 Vienna; Email: dsb@dsb.gv.at