Privacy Policy & Terms of Use

Data Protection Notice for Applicants

As of: 21 July 2026

Information on the collection of personal data of applicants by Trenkwalder Personaldienste GmbH (Art. 13, Art. 14 GDPR)

For ease of reading, this data protection information does not use multiple gendered forms simultaneously. All references to persons apply equally to all genders.

This data protection information provides a framework for the processing of personal data by Trenkwalder Personaldienste GmbH in accordance with the provisions of the General Data Protection Regulation of the European Union (GDPR) and the Austrian Data Protection Act (Datenschutzgesetz, DSG).

1. Contact details of the controller and of the Data Protection Officer

The controller responsible for the processing of your personal data is:

Trenkwalder Personaldienste GmbH

Rennweg 97-99, Kern 8/6. OG

1030 Vienna, Austria

E-mail: infoaustria@trenkwalder.com

Telephone +43 (0)5 0707 1000

Commercial Register Court: Vienna Commercial Court

Commercial Register number: FN 456381 z

If you have any questions regarding the processing of your personal data within Trenkwalder Personaldienste GmbH, please feel free to contact our Data Protection Officer:

Trenkwalder Personaldienste GmbH

Data Protection Officer

Rennweg 97-99, Kern 8/6. OG

1030 Vienna, Austria

For requests concerning your rights as a data subject under the GDPR, please use the following e-mail address: datenschutzAT@trenkwalder.com

2. Which categories of data do we use and where do they come from?

The categories of personal data processed include in particular

• your master data (such as first name, surname, name affixes)

• contact details (e.g. your private address, e-mail address, (mobile) telephone number)

• this may also include special categories of personal data such as health data, if you include these in your CV

• professional career and educational background; list of projects

• language skills and other job-related abilities

• social security number, national identifier or other identification number issued by the authorities

• date of birth

• gender

• bank account information

• nationality and status regarding your work permit

• information on benefits

• tax information

• information from references, and

• information in your CV or your application, information you provide about your professional interests, as well as other information about your qualifications

and, where a legal basis exists (for data relating to criminal matters within the meaning of Art 10 GDPR, within the framework of § 4 (3) DSG) or you have expressly consented:

• disabilities and health-related information

• results of drug tests, criminal record checks and other background checks. In addition, the following data may be collected and processed:

• user name and password if you register on our websites

• information you provide to us about friends or other persons, together with the request that we contact them. (We assume that the other person has given prior consent to this transfer)

• other information you provide to us, e.g. in surveys or via the „Contact“ function on our pages.

In addition, data are generated in the application process which do not originate from you but are created by us:

• your details regarding the individual requirements of the position and the status of their fulfilment; the resulting degree of match with the position (see section 10)

• your answers from the supplementary form or the initial telephone interview (see section 11.1)

• evidence submitted by you (e.g. certificates, driving licence)

• your salary expectation as well as the distance and travel time to the place of work calculated from your address

• internal notes by our recruiters on the progress of your application, insofar as such are prepared in individual cases

Should an employment or service contract be concluded with you, we collect, process and store personal data that you have provided to us as an employee or self-employed consultant, or that arise during your employment or service relationship, insofar as this is necessary to fulfil our contractual and/or legal obligations, in accordance with the provisions of the GDPR. Your personal data are generally collected directly from you within the scope of the application process.

In certain constellations, due to legal provisions, your personal data are also collected from other bodies (in particular authorities). In addition, we may have received data from third parties (e.g. job placement).

Should we, in an individual case, not collect your personal data directly from you, we will inform you beforehand. Processing may also take place by electronic means. This is the case in particular when an applicant transmits corresponding application documents to us by electronic means, for example by e-mail or via a web form located on the website.

3. Legal basis and purpose of data processing

We process, collect and store personal data for the following purposes in particular:

• to provide you with job offers and projects and to offer you work;

• to provide you with additional services such as training and further education measures, career counselling and support in professional reorientation;

• to determine your suitability as an applicant or freelancer and your job-relevant skills;

• to carry out data analyses, such as (i) analysis of our database of applicants and employees; (ii) assessment of individual performance and abilities, including assessment of work-related skills; (iii) identification of skills shortages; (iv) use of information in order to show individuals potential opportunities, and (v) analysis of trends in recruitment practice in the pipeline;

• to provide you with information about possible available positions;

• to inform you about special events, campaigns, programmes, offers, surveys, competitions and market research;

• to respond to individual enquiries;

• for the operation, evaluation and improvement of our business (including development, improvement, analysis and enhancement of our services; management of our communications; carrying out data analyses; carrying out accounting, auditing and other internal functions);

• to protect against fraud and other unlawful acts, claims and other liabilities; and

• to comply with and enforce applicable legal requirements, relevant industry standards, contractual obligations and our policies.

The processing is carried out in compliance with the GDPR, the DSG and other relevant laws (e.g. ArbVG, BEinstG, GlBG). Primarily, the processing serves the handling of the application procedure; the primary legal basis is Art 6 (1) b GDPR. Within the scope of the application, we also obtain consent pursuant to Art 6 (1) a GDPR (see Section 4). Where necessary, we process data on the basis of Art 6 (1) f GDPR in order to safeguard legitimate interests of ours or of third parties (e.g. authorities) - in particular in the investigation of criminal offences as well as for the purposes of group management, internal communication and administration (so-called small group privilege). In individual cases, we are obliged under the European anti-terrorism Regulations 2580/2001 and 881/2002 to check your data against the 'EU terror lists'. The legal basis for this is compliance with a legal obligation (Art 6 (1) c GDPR). For processing that goes beyond the purposes mentioned, we will inform you beforehand.

4. Consent

For processing your application for the position for which you have applied, we do not need consent; the legal basis is Art 6 (1) b GDPR (see Section 3). We obtain consent only for the following two purposes that go beyond this. Both are voluntary and independent of each other - you can also grant only one of them.

4.1 Inclusion in our talent pool

So that we can offer you suitable positions beyond your current application, we require your consent pursuant to Art 6 (1) a GDPR. The text reads:

“I consent that Trenkwalder Personaldienste GmbH stores my personal data beyond the application for which I submitted them, matches them with further open positions and informs me about suitable job and project offers. My data will be stored for this purpose for thirty-six months from the granting of this consent and then deleted, unless I consent again. I can withdraw this consent at any time without giving reasons with effect for the future.”

4.2 Special categories of personal data

If your documents contain information about your health or other special categories of personal data within the meaning of Art 9 (1) GDPR, we process these only with your explicit consent pursuant to Art 9 (2) a GDPR. The text reads:

“I expressly consent that Trenkwalder Personaldienste GmbH processes the special categories of personal data contained in my application documents pursuant to Art 9 (1) GDPR - in particular health data - insofar as this is necessary for the assessment of my application. I can withdraw this consent at any time without giving reasons with effect for the future.”

Providing such data is voluntary. If you do not give this consent, we will remove the relevant information from your documents; your application will not be treated less favourably as a result.

4.3 Withdrawal

You can withdraw each of the two consents at any time individually, without giving reasons and with effect for the future - informally in text form by e-mail to datenschutzAT@trenkwalder.com. A withdrawal has no effect on your ongoing application; it merely ends the processing for the respective withdrawn purpose. The lawfulness of the processing carried out until the withdrawal remains unaffected.

5. Access to data

We disclose personal data that we have collected about you only in accordance with this data protection information and with generally applicable data protection requirements.

We disclose your data in individual cases as follows: (i) to subsidiaries and to companies affiliated with us; (ii) if you are an applicant or freelancer, to clients that have vacant positions or projects or that are interested in placing our applicants or freelancers; and (iii) to other persons, such as e.g. job advisors and subcontractors, with whom we cooperate in order to find a position or project for you.

In addition, we may disclose your personal data (i) where we are required to do so by law or legal obligation; (ii) to courts, law enforcement and other public authorities on the basis of a lawful order or a lawful request for information; and (iii) where we consider disclosure to be necessary or appropriate in order to prevent physical harm or financial loss, or in connection with an investigation into suspected or actual fraudulent or illegal activities. We also reserve the right to transfer personal data we hold about you if we sell or transfer all or part of our business or assets (including in the event of a restructuring, dissolution or liquidation).

In addition, to fulfil our contractual and legal obligations we use, in part, various service providers. A list of the contractors and service providers used by us with whom there are not merely temporary business relationships can be requested from us if needed.

6. Data subject rights

As a data subject you may assert the following rights pursuant to Art 15 to Art 22 GDPR:

• The right of access: Data subjects have the right to request access to the personal data concerning them that we process, in order to verify whether their personal data are being processed in accordance with the law.

• The right to rectification: Data subjects have the right to request the rectification of inaccurate or incomplete data stored about them, in order to protect the accuracy of this information and to adapt it to the data processing.

• The right to erasure: Data subjects have the right to request that we erase information about them and no longer process these data.

• The right to restriction of processing: Data subjects have the right to request that we restrict the processing of their data.

• The right to data portability: Data subjects have the right to request data portability, which means that the data subject can receive the personal data originally provided in a structured and commonly used format, or that the data subject can request the transfer of the data to another controller.

• The right to object: Data subjects have the right to object at any time, on grounds relating to their particular situation, to the processing of their data insofar as this is based on a legitimate interest (Art 21 (1) GDPR).

• The right not to be subject to automated individual decision-making: Data subjects have the right not to be subject to a decision based solely on automated processing, including profiling, where that decision produces legal effects concerning them or similarly significantly affects them.

• The right to lodge a complaint with a supervisory authority: Data subjects have the right to lodge a complaint with a supervisory authority, in particular in the Member State of their habitual residence, place of work or place of the alleged infringement, if they consider that the processing of their personal data infringes the GDPR.

If the processing is based on consent pursuant to Art. 7 GDPR, data subjects can withdraw their consent at any time.

If you require further information about the processing of your personal data or wish to assert your rights as a data subject, please contact datenschutzAT@trenkwalder.com.

7. Storage of your data

We process and store your personal data for as long as this is necessary to fulfil our contractual and legal obligations. With regard to the storage of applicant data, the following applies additionally:

If we or a client conclude an employment contract with an applicant, the transmitted data are stored for the purpose of handling the employment relationship in compliance with the statutory provisions.

If no employment contract is concluded or no placement takes place, we automatically delete your application documents seven months after notification of the rejection decision. This period is based on the fact that claims under the Equal Treatment Act (GlBG) can be asserted in court within six months of the rejection of the application, and we need your documents until the expiry of this period plus one month to defend against legal claims (Art 17 (3) e GDPR).

If you have granted the consent under Section 4, we store your data, deviating from this, for thirty-six months, in order to be able to submit suitable job and project offers to you even after completion of the first application phase. You can withdraw the consent at any time without giving reasons with effect for the future; after a withdrawal, we delete your data after expiry of the aforementioned seven months.

If, in an individual case, a claim is asserted against us or proceedings are pending, we store the documents until the legally binding conclusion of the proceedings.

8. Transfer of data

The GDPR guarantees an equally high level of data protection within the European Union. When selecting our service providers, we therefore rely on European partners where possible. Only in exceptional cases do we have data processed outside the European Union, and exclusively under the conditions of Art 44 et seq. GDPR - for example on the basis of an adequacy decision of the European Commission or suitable safeguards such as the standard data protection clauses. Which of the services used in the application procedure bring about a third-country transfer can be found in the overview in Section 11.

9. Obligation to provide data

Within the scope of the application procedure, you must provide those personal data that are necessary for the establishment of the employment relationship or that we are legally obliged to collect. In individual cases, there is a legal obligation of the applicant to provide certain data (e.g. health certificate, criminal record certificate, etc.). Without these data, we or our clients for whom the placement is carried out will not be able to perform the employment contract with you.

10. Profiling and automated decision-making

Within the scope of the application procedure, we use an AI-supported system that automatically matches your details with the requirements of the advertised position and determines a degree of match from this (profiling within the meaning of Art 4 (4) GDPR). The legal basis is Art 6 (1) b GDPR. In addition, a module (Scorlina) prepares advisory notes on possible conspicuous features in your profile (e.g. gaps in the CV or frequent job changes). This profiling too serves exclusively to prepare the decision by the recruiting team and does not replace it; the notes are assessed independently by the responsible person.

A decision based solely on automated processing that produces legal effects concerning you or similarly significantly affects you (Art 22 GDPR) does not take place. A natural person always decides on invitation, placement or rejection, independently reviewing the automatically determined result and being able to deviate from it. The result serves exclusively to prepare this decision.

You can request the degree of match and the underlying details from us at any time and request the correction of incorrect details.

11. Online application procedure

11.1 Procedure, channels used and voluntary nature

After receipt of your application, we match your details with the requirements of the advertised position. If we lack details that we need to assess your application, we contact you automatically and ask you to supplement these: by e-mail with a link to an online form, if a mobile telephone number has been provided and consent has been granted additionally by WhatsApp message (see below), in some cases also by an automated telephone initial interview using a computer-generated voice (AI). Your answers are recorded electronically and forwarded to our recruiting team for further processing. The automated telephone initial interview is recorded and transcribed; this is done on the basis of your consent (Art 6 (1) a GDPR, see Section 11.2).

You are not obliged to respond and can instead supplement the details by telephone or in person at one of our offices. If you do not wish to be contacted via WhatsApp, please inform us informally; we will then contact you exclusively via the other channels. The legal basis is Art 6 (1) b GDPR (performance of pre-contractual measures). For the automated evaluation of your details, see Section 10.

For the interview, in addition to the in-person appointment at the offices, we offer the possibility of conducting the interview online. Participation in online interviews is voluntary. You can end an interview at any time, decline further interviews and withdraw your consent without disadvantages. The online interviews are not recorded or stored. Of course, you can also conduct the interview in person on site or by telephone - this has no adverse effects on your application. The interviews are conducted exclusively by persons who are responsible for filling vacant positions and who safeguard the confidentiality of your data.

11.2 Overview of the tools and service providers used

In the application and placement process, we use our AI-supported platform “Lina”. Lina automates parts of the application process: communication with applicants, capture of application documents, matching of requirement profiles as well as the initial telephone contact. All processing operations described below take place within the scope of application management.

Functions and data processed

Candidate communication: Automated communication via WhatsApp and e-mail. You receive a personalised link to a questionnaire through which you can provide supplementary details and submit documents (e.g. CV). Contact data (telephone number, e-mail address), message contents and the application documents submitted by you are processed.

Voice-controlled call agent: An AI-supported telephone agent calls you and conducts a structured initial conversation. The conversation is processed in real time by a generative speech model; at the beginning of the call you are informed about the use of AI and the recording. The recording and transcript are used exclusively for the specific application process. Telephone number, conversation contents, recording and transcript are processed.

Requirement matching (Matching): Automatic matching of the position requirements with your candidate profile on the basis of extracted attributes; a degree of match is calculated from this. The profile attributes extracted from your documents are processed.

Supplementary assessment (Scorlina): A supporting module points out possible conspicuous features to the recruiting team (e.g. gaps in the CV, frequent job changes). The output is exclusively advisory.

Candidate portal (Talina): A self-service portal through which you can register, create a profile and build your CV via AI chat. Your registration and profile data are processed.

Purposes and legal bases

Performance of the application procedure: The core processing serves the performance of the application procedure and pre-contractual measures at your request; the legal basis is Art 6 (1) b GDPR.

Process optimisation: Insofar as the processing additionally serves efficient pre-selection and the optimisation of our placement processes, we rely on our legitimate interest (Art 6 (1) f GDPR). The balancing of interests is documented; you can object to it pursuant to Art 21 GDPR.

WhatsApp channel and conversation recording: The use of the WhatsApp channel and the recording of the initial conversation are based on your consent (Art 6 (1) a GDPR), insofar as this is obtained; alternatively, e-mail and a conversation without recording are available. A granted consent can be withdrawn at any time with effect for the future.

Special categories: If your documents contain special categories of personal data (e.g. health information, photograph), we process these only insofar as this is permissible under Art 9 (2) b GDPR in conjunction with labour law provisions or you have consented (Art 9 (2) a GDPR).

No solely automated decision

The degree of match of the matching and the notes from Scorlina are preparatory and supporting. The decision on inclusion in a selection procedure, the invitation to an interview and the placement is always made by a human from the recruiting team. A decision based solely on automated processing - including profiling - producing legal effects concerning you or similarly significant effects within the meaning of Art 22 (1) GDPR does not take place. You have the right to request an explanation of an automatically generated proposal and to present your point of view.

Processors and third-country transfer

To provide the functions mentioned, we use specialised service providers as processors within the meaning of Art 28 GDPR, in particular for AI analysis, real-time speech processing, telephony, messaging, hosting and authentication. Storage and processing take place on the cloud infrastructure of Amazon Web Services in the EU region (Frankfurt, eu-central-1).

Individual services process data outside the EU or do not provide an EU-specific endpoint; this concerns in particular the real-time speech processing of the call agent. Insofar as personal data are transferred to third countries, we base this on the EU Standard Contractual Clauses (Art 46 (2) c GDPR) and, where necessary, on supplementary protective measures.

Storage period and rights

Recordings and transcripts are used exclusively for the specific application process and are deleted in accordance with the general deletion periods of application management (see Section 7). Your data subject rights, in particular access, rectification, erasure, restriction, data portability, objection (Art 21 GDPR) as well as withdrawal of consent, are governed by Section 6.

A complete, continuously updated overview of the tools and service providers used - with purpose, data categories, server location and transfer safeguards - is given by the following overview:

If you have questions about this data protection notice, please contact our data protection officer named under point 1.