Oracle Recruiting Cloud Privacy Statement and Consent Declaration
This Oracle Recruiting Cloud (hereafter named “ORC”) Privacy Statement and Consent Declaration (hereafter named “Privacy Statement”) deals with the job application tool Oracle Recruiting Cloud used by the Kempinski and the related career websites of Kempinski (hereafter named “Career Website”). Kempinski Hotels S.A., its affiliates, as well as all hotels and residences run under the Kempinski brands and managed by Kempinski, (hereafter named “Kempinski” “we” or “us”), are committed to ensuring the protection of privacy and personal information submitted during the application process. When an applicant for a job (hereafter named “Candidate”) or a recruiting agent on behalf of a Candidate (hereafter named “Recruiter”) submits an application for a role at any unit operated by Kempinski or its affiliates, or Kempinski corporate or regional office, it will be necessary to provide personal data about the Candidate concerned that may be subject to legal protection and the information provided will be processed by an online tool hosted by a third party. The purpose of this Privacy Statement is to outline the type of information we collect, how we process and store such information and to obtain the approval of the Candidate to the collection and use of the personal data of the Candidate as it pertains to the application for employment with Kempinski.
For the purpose of this Privacy Statement and Consent Declaration personal data mentioned includes any individual element of information concerning the personal or material circumstances of an identified or identifiable individual including, but not limited to mandatory information such as name, contact details, location address, gender, citizenship, eligibility to work in certain countries and notice period, as well as additional information you may volunteer to further provide information on your application, such as work competencies, work experience, education and certifications, references, cover letter, job preferences, personal context in case of relocation, and related uploaded documents.
Data storage and processing
The applications submitted and related personal data will be stored in Kempinski’s global recruitment database hosted by a third party. The data will be stored in Oracle’s data centres based in Europe and may be stored on servers in the relevant jurisdiction of the job location you apply to, if so required by local law. The recruiters using the Kempinski application globally will be able to access and process the information provided and may download parts of it, e.g. the CV, onto their work stations as part of their recruitment duties.
Access and sharing of personal data
The data may be accessible by Kempinski human resources talent and recruitment managers as well as department hiring managers; located either in our corporate, respective regional offices or hotels and residences. We take reasonable care to protect the personal data transmitted to us and the data stored on our servers.
In accordance with legal requirements, the data may be shared with – or accessible by – selected service providers and third parties for support purposes. For example, the data may be accessible by Oracle’s support centres based anywhere in the world solely for the purpose of ensuring support and service maintenance of the system 24 hours a day, 7 days a week. According to the Oracle service standards in place at any given time, the security of the data will be protected by appropriate technical and organisational measures to ensure the security of the data against unauthorised access or disclosure, loss or misuse at all times, accessed and managed exclusively by authorised Oracle personnel. Security measures include restrained direct database query, established and enforced application access rights, encrypted data transmissions outside the Cloud Service. Any data shared with selected service providers and third parties for support purposes such as the above will be under the responsibility of that third party who will be responsible to use appropriate measures to ensure the protection and security of the data.
We will not sell nor share the personal data provided with any third party without the Candidates’ consent (provided by the Candidate itself or the Recruiter on its behalf) unless required to do so by law.
It is the responsibility of the Candidate respectively the Recruiter to ensure that it uses the appropriate level of care when sharing information with us. If a Candidate or Recruiter believes that the interaction with Kempinski is no longer secure or safe, in cases such as a breach of a personal account, the Candidate, respectively the Recruiter, shall notify us immediately.
As far as permitted by local laws and legislations, Kempinski disclaims any liability for the misuse, illegal access, disclosure, alteration, or loss of information delivered to us through our Career Website.
Use of personal data
The personal data provided by a Candidate or Recruiter will be used exclusively to administer, process and evaluate the application of the concerned Candidate or to assess its suitability for available roles based on the profile created.
If a Candidate or a Recruiter provides the details of a reference or any other third party e.g. educational institution as part of the Candidates’ application, it authorise us to contact the said person or organisation to validate any information provided and related to the relevant work experience and qualifications of the Candidate. The submitting Candidate or Recruiter warrants to us that it has such authorisation.
During the recruitment process we may ask the Candidates or Recruiters to provide us with additional information or request additional consent allowing us to conduct pre-employment checks to further assess the Candidate’s qualifications and suitability for the role it applied for or for other roles. If a consent to a pre-employment check by a third party is provided, the personal data concerned will be controlled by the data protection policy of that third party, and it is the Candidate’s, respectively the Recruiter’s, responsibility to read and agree on the data treatment conditions of such third parties.
The contact information provided by the Recruiter or Candidate may be used during the application process or in future to update them on the progress of the application and to notify them of relevant employment opportunities or news about Kempinski.
Update or deletion of your data
The data provided will be kept on file for five years for recruitment purposes.
We encourage the Candidates to keep their profile up to date. They may edit or update their personal information on the application website at any time by logging onto their profile. They may also delete their personal data completely from our system at any time before, during or after submitting their application.
Kempinski reserves the right to remove any profile altogether or other information. This includes any documents a Candidate or Recruiter might have uploaded, that may also be deleted by Kempinski at any time without any reason.
If you require further information regarding our Privacy Statement or our dealing with personal data in connection with the Career website you can contact us at the following address: firstname.lastname@example.org
Kempinski Hotels S.A.
For the attention of the Human Resources Department
Rue Henriette-et-Jeanne-Rath 10
Additional Information for Candidates and Recruiters
If you are a Candidate: You certify that the completed information provided in the application by yourself or via a Recruiter, including the information stated on your CV, and provided in any interview(s) and certificates is true and correct, and that you have the lawful right to provide it. You understand that falsifying information may disqualify you from employment and, if hired, may be grounds for employment termination subject to local legal requirements. You understand that the application and indicated employment preferences do not constitute a guarantee of future employment and that Kempinski’s recruitment process may include phone, skype and/or face-to-face interviews as well as other assessments, references, and background checks. You further understand that no candidate with Kempinski would ever be asked to pay any monetary amount to the respective employer in order to secure a job.
If you are a Recruiter: You are responsible for obtaining the concerned Candidate’s consent and providing him with all the information set out in this Privacy Statement, and you warrant towards Kempinski that you have such consent and provided such information. You, as a Recruiter, may provide this Privacy Statement to the Candidate to enable you to inform the Candidate and obtain the consent, or you may inform the Candidate and obtain the consent otherwise; this is solely the responsibility of you. You also confirm that the consent of the Candidates you refer is provided voluntarily. You have been informed that the Candidates you refer have the right to withdraw their consent to the processing of their personal data at any time, but that this will limit the capability of Kempinski to effectively manage their application. A withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal. You have further been informed that in case of the withdrawal of the candidates’ consent to the processing of their personal data they have the right to obtain from Kempinski the erasure of their personal data without undue delay and Kempinski has the corresponding obligation to comply with this without undue delay. Also, any information, that is found to be incorrect or incomplete, can be corrected as described under the above section “Update or deletion of your data”.
You confirm that the consent is provided voluntarily. Candidates have the right to withdraw their consent to the processing of their personal data at any time, but this will limit the capability of Kempinski and Associates to effectively manage the application. A withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal. In case of the withdrawal of the consent to the processing of personal data Candidates have the right to obtain from Kempinski and Associates the erasure of their personal data without undue delay and Kempinski and Associates has the corresponding obligation to comply with this without undue delay. Also, any information, that is found to be incorrect or incomplete, can be corrected as described under the above section “Update or deletion of your data”. If you are a Recruiting Agency, you confirm that the Candidates you refer have not only consented to this Privacy Statement and Consent Declaration but have also been informed about the content of it and in particular about their rights in relation to this Privacy Statement and Consent Declaration.
By clicking “I Accept” and submitting an application on the Kempinski Career Website platform you acknowledge that you have read the above Privacy Statement and consent to us collecting, storing, processing and disclosing the personal data provided to evaluate the application of the concerned Candidate in accordance with the process outlined above. You understand that the processing of the personal data provided and the consent are necessary to administer, process and evaluate the application of the concerned Candidate, and Kempinski will process the personal data in accordance with relevant data privacy legislation for the purposes previously described.
Who is my data controller, and which entities might my data be shared with?
The data controller for your information is your potential future employing entity you apply for, but may also be any other entity related to Kempinski and Associates using the System globally in their respective locations, for example, in corporate and regional offices or hotels and residences, to enable global placement of interested candidates.