Applicant Privacy Notice Template for Austria

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Key Requirements PROMPT example:

Applicant Privacy Notice

"I need an Applicant Privacy Notice for our tech company's new AI-powered recruitment platform launching in March 2025, which will process applications across multiple EU countries but primarily in Austria, including automated screening and video interviews."

Document background
The Applicant Privacy Notice is a mandatory document under EU and Austrian data protection law, required whenever an organization collects personal data from job applicants. It must be provided at the time personal data is obtained from the applicant or, if obtained from other sources, within a reasonable period. The document ensures transparency in data processing activities during recruitment and helps organizations comply with their obligations under GDPR Article 13/14 and the Austrian Data Protection Act. It should be provided to all job applicants before or at the time they submit their application and should be easily accessible, typically through the company's careers website or application platform.
Suggested Sections

1. Introduction: Overview of the notice's purpose and the company's commitment to data protection

2. Data Controller Information: Company details and contact information of the data controller

3. Types of Personal Data Collected: Comprehensive list of personal data categories collected during the application process

4. Purposes of Processing: Detailed explanation of how and why the personal data is used

5. Legal Basis for Processing: Explanation of the legal grounds under GDPR for processing personal data

6. Data Retention: Information about how long application data will be stored

7. Data Recipients and Transfers: Information about who has access to the data and any international transfers

8. Data Subject Rights: Explanation of applicants' rights under GDPR and how to exercise them

9. Data Security: Overview of measures taken to protect personal data

10. Contact Information: Details for privacy-related queries and DPO contact information

Optional Sections

1. Automated Decision Making: Required if automated processing or profiling is used in the recruitment process

2. Special Categories of Data: Required if collecting sensitive personal data such as health information or diversity data

3. Third Country Transfers: Required if personal data is transferred outside the EU/EEA

4. Cookie Usage: Required if using cookies or similar technologies in the online application process

5. Video Interview Processing: Required if using video interview technology in the recruitment process

6. Background Check Information: Required if conducting background checks as part of the recruitment process

Suggested Schedules

1. Data Processing Activities: Detailed list of specific processing activities and their purposes

2. Third Party Processors: List of data processors involved in the recruitment process

3. Technical and Organizational Measures: Detailed description of security measures implemented

4. Retention Schedule: Detailed retention periods for different categories of application data

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Relevant Industries

Technology

Financial Services

Healthcare

Manufacturing

Retail

Professional Services

Education

Government

Non-Profit

Transportation

Energy

Construction

Media

Telecommunications

Real Estate

Agriculture

Hospitality

Entertainment

Relevant Teams

Human Resources

Legal

Compliance

Data Protection

Recruitment

Talent Acquisition

Information Security

Information Technology

Corporate Communications

Risk Management

Relevant Roles

HR Director

Privacy Officer

Data Protection Officer

Legal Counsel

Recruitment Manager

HR Manager

Compliance Officer

HR Business Partner

Talent Acquisition Specialist

HR Administrator

General Counsel

Privacy Manager

Chief Privacy Officer

Head of Human Resources

Employment Lawyer

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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