Recruitment privacy notice
Processing of personal data, recruitment process
Applicants have the possibility to simultaneously apply to three positions within the BRIDGE-AI network. Therefore, all hiring institutions in BRIDGE-AI will have access to the application material submitted by each applicant. Access will be granted to the personnel responsible for the recruitment process, especially HR personnel and academic experts participating in the evaluation of the candidates’ merits, as well as members of relevant decision making bodies of each hiring institution.
The personal data processed during the recruitment procedure will be collected only from the applicants themselves, and will include:
- name and contact information
- motivation letter
- CV
- transcripts of studies, degree information and degree certificates
- contact information of professional referees able to provide recommendations
- the position(s) the applicant is apply for.
Aalto University will, on behalf of all hiring institutions within the BRIDGE-AI network, receive and collect the application documents as well as the identification data needed for the recruitment process. Aalto University will store the data during the recruitment process, and provide safe access to its recruitment system to the representatives of the other hiring institutions. In the first phase, the hiring institutions will jointly handle the applications to ensure the optimal matching of the skills of the applicants, their expressed interests, and the available positions. To accommodate each hiring institution’s own decision making and archiving needs, documents will be provided to the hiring institutions as necessary. After the application phase, Aalto University will store the application data on behalf of the hiring institutions. Aalto University’s data retention rules (Data Management Plan TOS) will be followed, and no information will be kept longer than necessary.
Even though the necessary information is gathered by one of the hiring institutions, the recruitment and study application processes will be conducted onwards according to each institution’s and university’s own processes and practices. Please find the privacy notices of each hiring institution to get more information on the legal basis for processing personal data as well as practices of processing personal data in their standard recruitment processes:
- Aalto University: privacy notice
- Icometrix: privacy notice
- Technische Universiteit Eindhoven: privacy notice
- Deutsches Zentrum für Neurodegenerative Erkrankungen: privacy notice
- Medizinische Universität Wien: privacy notice
- Université de Lausanne: privacy notice
- Universität Bern: privacy notice
Successful applicants will need to apply for the doctoral study right. Information concerning processing of personal data in a student application process and as a doctoral student is provided by each partner university (see for example Aalto: Data privacy notice for applicants | Aalto University).
The hiring institutions are joint controllers of your personal data. Should you have any questions concerning the processing of personal data in the recruitment process, please don’t hesitate to contact the coordinating organization, Aalto University at recruitmentbridgeai.nbe@aalto.fi.
Read more on your rights as data subject here: https://www.aalto.fi/en/services/privacy-notices#10-rights-of-the-data-subject.