Last revised: March 2021
The Luxembourg Institute of Science and Technology (hereafter “LIST”, “We”) is committed to ensure the highest standards of data protection in compliance with the applicable legislation, notably with reference to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereafter “GDPR”).
The present document aims at illustrating what personal data we collect about you in the course of the recruitment process, the reason why LIST uses your data and, as the case may be, share your data and the applicable retention periods. Additionally, the notice also provides you with information regarding your rights, how to exercise them and whom you can contact in case of any query.
The present notice is directed to individuals that submit their job application at LIST (hereafter “Candidate”, “you”).
Please note that we have in place a separate Staff Privacy Notice that applies to the processing of personal data of current and former collaborators
The data controller is LIST, having its registered office at 5, Avenue des Hauts-Fourneaux L-4362 Esch-sur-Alzette, Luxembourg.
LIST is responsible for collecting and processing your personal data in relation to your job application at LIST and the related recruitment process.
Our contact details are set out in Section 12 (“Your rights and how to exercise them”) below.
LIST may collect your personal data either directly from you, when you submit your job application, or from third parties, such as a recruiter acting on your behalf in the context of the recruitment process or from a LIST’s employee referring you.
Further information about you may also be obtained in the course of the recruitment process (for instance, during job interviews). LIST may also collect information about you from publicly accessible sources (such as LinkedIn).
Please note that in case you provide us with the personal data of another person (such as referees), you are responsible for ensuring that this person is made aware of the content of this privacy notice and that the person has given you his/her consent for sharing his/her personal data with LIST. We will not contact your referees without your explicit consent.
We collect personal data about you in the course of our recruitment activities.
Please find here below a detailed list of personal data we may collect and process. This may include but is not limited to:
As part of your job application documentation, LIST will not ask you to provide any special category of data (such as race or ethnicity, religious or philosophical belief, political opinions, trade union membership, sexual orientation, genetic data, health data). Please do not disclose this information with us.
In case of successful outcome of the recruitment process, the abovementioned categories of personal data will form part of your employment file with LIST. You will receive more information about how LIST collects and process the personal data of its collaborators through our Staff Privacy Notice.
Please find here below a list of the purposes for which LIST collects and processes your personal data:
Please find here below a list of the legal basis on whose grounds LIST collects and processes your personal data:
In order to fulfil the purposes mentioned in Section 6 (“Purposes and legal basis for processing”), your personal data may be disclosed internally to our Human Resources Department and to other staff members who are involved in the recruitment process (such as interviewers or managers).
Additionally, LIST may transfer your personal data to:
The recruitment software provided by Skeeled allows LIST to perform reviews of Candidates’ CV with the help of algorithms. These algorithms help us to prioritize the applications that best match the requirements included in the job opening.
However, we make sure that the results derived from this automated review are always complemented by the review of our HR Department and do not, in any case or situation, exclude such human intervention.
In case of disclosure of your personal data to the subjects mentioned in section 7, LIST shall engage to take appropriate steps to ensure that third parties will apply adequate protection to this data as required by the applicable data protection legislation.
Some of the mentioned recipients of your personal data may be located in countries outside the European Union or the European Economic Area (EU/EEA). In such cases, transfers to a county outside EU/EEA may take place when the European Commission has decided that the third country ensures an adequate level of protection.
In the absence of this adequacy decision, LIST will only proceed to such transfer after having implemented appropriate safeguards to protect your personal data (such as the use of standard contractual clauses adopted by the European Commission) or where a derogation established by art. 49 of the GDPR exists (such as your explicit and informed consent).
Further information about the mentioned transfers and the safeguard measures applied by LIST can be obtained by contacting us at firstname.lastname@example.org
In case of unsuccessful job application, your personal data will be retained by LIST for an initial period of 12 months from the date of the closing of the recruitment process, on the basis of our legitimate interests consisting in the establishment and defence of our legal rights.
At the end of the said 12 months, you will receive an automatic message, giving you the option to ask for your data to be deleted or to confirm your consent for an additional storage of your data for 12 months. After this prolongation, your data will be permanently deleted from our systems.
In case of successful outcome of the recruitment process, your personal data will form part of your employment file with LIST. Therefore, different retention periods will apply. You will receive more information about how LIST collects and process the personal data of its employees through our internal Staff Privacy Notice.
With regards to your personal data collected and processed by LIST, you may exercise at any time the following rights:
You may exercise any of these rights by contacting our Data Protection Officer (DPO):
Please be aware that our website may contain links to other websites, that are not governed by this privacy notice. We encourage users to review the privacy notice of each website before disclosing any personal data.
LIST may make changes to this privacy notice from time to time, to reflect our current privacy practices or to comply with changes in the applicable data protection legislation. LIST encourages you to regularly visit this page in order to remain informed on how LIST collects and processes personal data.