Data Protection for Applicants

As an applicant

We process the data that you provide during the application procedure. This includes your name, address, telephone and mobile numbers, e-mail addresses and the personal data resulting from your application documents and during job interviews.

We process applicant data in accordance with the General Data Protection Regulation (GDPR) and the Portuguese law n.º 58/2019.

Personal data that you provide as part of the application procedure will be saved for a maximum of six months.

Your application documents are usually processed electronically when you send them to our HR department on our career portal, via email, or using our online form. Your data is exclusively used internally as part of the ongoing application procedure. No decision on the application is made automatically.  Your application data is transmitted to the group companies, namely ]init[ AG für digitale Kommunikation and ]init[ Digital Communication Portugal.

If we conclude an employment contract with you as an applicant, we will store the submitted data for the purpose of processing the employment relationship under consideration of statutory regulations, and in accordance with article 28 of Law n.º 58/2019.

If no employment contract is concluded between the controller and the applicant, your data will be stored for 6 months after completion of the application procedure, and will be deleted after these 6 months, provided that the deletion is not opposed by justified interests within the meaning of Art. (1) (f) of the GDPR. For example, there is a justified interest in archiving some of the data from recruitment files, for five years, broken down by sex, under the terms of Article 32 of the Labor Law.

You will be given the option to have your information stored for two yeas after the completion of the application procedure in accordance with Art. 6 (1) (a) of GDPR if you would like to be contacted by us about new job opportunities or internal events. Following the completion of the application procedure, you will receive a notification from us by email enabling you to give your consent. You are entitled to revoke your two-year consent to the storage of your data at any time, as well as to request rectification or limitation of access to your data. To do this, please contact career-dcp@init.pt. We store your data until consent is revoked.

If we contact you directly via your social media profile outside of an application process, and you are interested in a call, we will only store your profile to match it with vacant positions in our talent pool with your prior consent (Art. 6 (1) (a) of the GDPR). Should an application process follow, we will process your data as applicant data in accordance with Art. 6 (1) (b) of the GDPR (implementation of pre-contractual measures as part of the application process). 

If there is no current job opportunity at ]init[, we offer to store your data in our talent pool for a period of up to 2 years in order to inform you about alternative entry opportunities or internal events. You can give your consent in accordance with Art. 6 (1) (a) of the GDPR in response to our e-mail. You can revoke your consent at any time. To do so, please contact career-dcp@init.pt.

If we are unable to offer you a vacant position but, based on your profile, we believe that your application may be of interest for other vacancies within the ]init[-Group, we will transfer your application data to other subsidiaries, provided that you have given your express consent in accordance with Art. 6 (1) (a) and  Art. 7 of the GDPR.

The application data may be forwarded to the following companies:

• ]init[ AG für digitale Kommunikation
• Ironforge Consulting AG

You give us your clear consent to process you data in the application form by ticking the appropriate box (opt-in). In the case of such consent, you have the right to revoke it at any time with effect for the future by sending an e-mail to career-dcp@init.pt.

If you submit an application via our online form, the data entered by you and any files attached (application) are sent to our HR department. Only a small group of authorized employees in the HR department have access to your application. Please note that applications sent via email are not encrypted. We therefore ask you to refrain from providing any sensitive data.

If you complete an application using our online form, the data entered by you and any files attached (application) are encrypted and stored in our CMS for a short time before an email generated in the CMS with your data is sent to our HR department.

The e-mail box for online applications and our internal applicant management system are secured in such a way that only the employees responsible for applications can access your data. All our employees are obliged to maintain secrecy and to comply with data protection according to the GDPR and the Portuguese law n.º 58/2019. 

If you have any questions about the application procedure, please contact us at any time via career-dcp@init.pt.
 

Privacy for applying freelancers

We process applications and personal data entirely electronically.

We process the personal data that you yourself provide via our online form or send to our HR department by e-mail or that a recruitment agency sends to us with your consent. This includes your name, address, telephone and mobile phone number, e-mail address, and other information about your skills, industry expertise, and professional focus that is obtained from your application documents and during interviews. In addition, you can send us a personal message with further information via the application form. No decision on the application is made automatically.

We process applicant data in accordance with Art. 6 (1) (b) of the GDPR exclusively for the purpose of the application process (examination and implementation of pre-contractual measures as part of the application process).

If we conclude a service/work contract with you after completion of the application process, the transmitted data will be processed for the purpose of implementing the contractual relationship in compliance with the statutory provisions, Art. 6 (1) (b) of the GDPR.

If no commissioning should take place, your data will be stored for 6 months after completion of the application process. This is done in order to fulfill legal obligations or to defend against any claims arising from legal regulations. We are then obliged to delete or anonymize your data. In this case, the data is only available to us as so-called metadata without personal reference for statistical evaluations (for example, proportion of women or men in applications, number of applications per period, etc.).

If you are interested in being included in our freelancer pool, we will ask for your consent by e-mail at the end of the application process. In this case, we store your data for 2 years after receiving your consent in accordance with Art. 6 (1) (a) of the GDPR. You can revoke your consent at any time, as well as request rectification or limitation of access to your data. To do so, please contact career-dcp@init.pt.

When applying via our online form, the data you enter as well as files (application) are transmitted via TLS encryption and stored in a database. The database is managed by Personio SE & Co. KG, which offers a personnel administration and applicant management software. Personio is our processor in this context according to Art. 28 of the GDPR. A corresponding contract for order processing has been concluded between us as the controller and Personio. Only authorized employees from the HR department or employees involved in the application process have access to your data. All our employees are bound to secrecy and data protection according to the GDPR and the Portuguese law n.º 58/2019.

Please note that an application sent by e-mail is transmitted to us unencrypted before it is stored in the database. We therefore recommend applying via our online form and ask that you refrain from providing sensitive data when applying by e-mail.

If you have any questions about the application process, you can contact us at any time at career-dcp@init.pt.
 

Contact/inquiry

If you would like more information about an advertised position, have any questions about the application procedure, or want to know more about ]init[, you can give us a call or write us an email. We only process the data that you provide to us within your message. You can find the contact details on our careers page. You can contact us at any time if you wish to rectify your data, limit access or revoke your consent to the storage of data. The person responsible for managing application data in the company is: Tâmara Fernandes - tamara.fernandes@init.pt
 

You can find more information about your rights on our privacy policy page.

Right to lodge a complaint

According to Art. 77 GDPR, you have the right to lodge a complaint with a supervisory authority if you consider that the processing of data concerning you violates data protection provisions. The right to complain can be invoked, in particular, before a supervisory authority in the Member State of your habitual residence, your place of work or the place of the alleged infringement. In Portugal, you can submit a complaint to the National Data Protection Commission (CNPD) about data protection issues on their website: https://www.cnpd.pt/cidadaos/participacoes/.