V2 (022024)
RUBY GMBH uses the onlyfy one service (by XING) to process job applications. This Privacy Policy will inform you about the processing of your data by the onlyfy one service and by RUBY GMBH.
With regard to interaction within the company account of RUBY GMBH, RUBY GMBH and New Work SE have shared responsibility pursuant to Article 26 GDPR, as they jointly determine the purposes and means of processing pursuant to Article 4 (7) GDPR. The current version of the agreement on shared responsibility pursuant to Article 26 GDPR, which New Work SE concludes with companies that use onlyfy one, can be viewed here https://www.xing.com/terms/onlyfy-one to gain information on the key aspects of the agreement.
onlyfy one is part of the extensive XING service operated by New Work SE, which pursues the aim of improving and simplifying users’ working lives with a variety of applications (onlyfy one, as well as the XING social and jobs network, kununu, etc.), and creates a more fulfilling working world of work for individuals while boosting the performance of companies. As part of the extensive XING service, onlyfy one is an online platform on which or through which talent and companies meet.
With regard to data processing for which New Work SE is solely responsible or is responsible within the scope of the shared responsibility with RUBY GMBH, detailed information is available in the XING Privacy Policy at https://privacy.xing.com/en/privacy-policy. You will also find contact details for New Work SE, as well as for the New Work SE data protection officer there.
When submitting an application, you enter into a user relationship with New Work SE for the purpose of processing applications. In addition, you will receive support and New Work SE can present you with other opportunities in support of your career. A public profile will not be automatically created for you on the XING social and jobs network. The legal basis for New Work SE processing your data is, in particular, Article 6 (1)(b) GDPR (processing necessary for the performance of a contract).
You can pause the creation of your online application at any time and continue at a later point. Cookies are used for this purpose. The data you provide to create the user account, as well as any uploaded documents, are recorded in the company account of RUBY GMBH in onlyfy one. The data remains recorded even if an application is paused and/or not completed. In this case, your application is flagged as incomplete and the data remains visible to RUBY GMBH only.
The data you have provided as part of the online application can be read, edited, or updated in your candidate profile at any time.
If the calendar function is used, your data is processed during and for the purpose of setting appointments within the application process. The legal basis is Article 6 (1)(f) GDPR. The calendar function is provided by an IT service provider (Cronofy Ltd., United Kingdom). The United Kingdom is classified as a secure third country based on the adequacy decision of the European Commission. Further information on data protection at Cronofy is available here: https://www.cronofy.com/gdpr/ and https://docs.cronofy.com/policies/privacy-notice/
If you use the apply using WhatsApp function, your consent, which can be withdrawn at any time, forms the legal basis for communication (Article 6 (1)(a) GDPR). When applying via WhatsApp, all required applicant information is requested during a WhatsApp chat. The data is then sent directly to onlyfy one through a service provider, and is processed further there as part of and for the purpose of the normal application process.
The apply via WhatsApp function is provided by an IT service provider (PitchYou) that can gain access to your data for this purpose. More information is available here: https://www.pitchyou.de/en/pitchyou-gdpr. Candidate data from apply via WhatsApp are transferred to onlyfy one via an interface. Immediately after this transfer, candidate data are deleted from the apply via WhatsApp infrastructure in PitchYou. Further processing then takes place exclusively in onlyfy one.
Please note that you use your personal WhatsApp account for applications, and therefore we cannot rule out that messages will be transferred, to the USA in particular. WhatsApp data protection information, such as its processing or exercising of data protection rights with regard to WhatsApp is available here: https://www.whatsapp.com/legal/privacy-policy-eea.
Subject to your consent, your application will be sent from WhatsApp via the PitchYou infrastructure to onlyfy one. You have the right to withdraw your consent to this at any time. Either way, your application data will be deleted from the PitchYou infrastructure once transferred to onlyfy one, meaning that PitchYou will not process your data any further.
The FADP applies to circumstances which have an impact on Switzerland, even if said circumstances are initiated outside of Switzerland. Correspondingly, this privacy policy applies to information in line with the EU GDPR and the FADP. Here, EU GDPR terminology is used in favour of FADP terminology. However, FADP terminology is used if the FADP applies and the terminology differs from EU GDPR terminology in a given language. The About this site section on XING contains the name and address of our representative in Switzerland.
DATA PROTECTION INFORMATION FOR APPLICANTS
Data protection information regarding our processing of applicant data
pursuant to Art. 13, 14 and 21 of the General Data Protection Regulation (GDPR) for all companies of the Ruby Group*.
Dear applicant,
Thank you for your interest in our company. In accordance with the requirements of Articles 13, 14 and 21 of the General Data Protection Regulation (GDPR), we hereby inform you about the processing of personal data provided by you as part of the application process and, if applicable, collected by us, and your rights in this regard. To ensure that you are fully informed about the processing of your personal data as part of the application process, please take note of the following information.
Ruby GmbH
Michael Struck
Seidlstraße 5
80335 München
+49 89 12 50 952 10
info@ruby-hotels.com
www.ruby-hotels.com
PROLIANCE GmbH / datenschutzexperte.de
Leopoldstraße 21
80802 München
datenschutzbeauftragter@datenschutzexperte.de
We process your personal data in accordance with the provisions of the General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG), insofar as it is required for the employment relationship. The legal basis for this is Art. 88 GDPR in conjunction with § 26 BDSG, if the processing is necessary for the decision about initiating an employment relationship.
Furthermore, we may process your personal data if this is necessary for the fulfillment of legal obligations (Art. 6 (1) lit. c GDPR) or for the defense or assertion of legal claims. The legal basis for this is Art. 6 (1) lit. f GDPR. The legitimate interest is, for example, an obligation to provide evidence in proceedings under the General Equal Treatment Act (AGG).
If you give us express consent to process personal data for specific purposes, the lawfulness of this processing is based on your consent pursuant to § 26 (2) BDSG. Given consent can be revoked at any time with effect for the future (see Section 9 of this information).
If an employment relationship is concluded with you, we may process the personal data you have already provided as part of the application procedure pursuant to Art. 88 GDPR in conjunction with § 26 BDSG for the purposes of the employment relationship, insofar as this is necessary for the initiation, implementation or termination of the employment relationship. Furthermore, we may process such data for the purpose of exercising or fulfilling the rights and obligations of the representative body of employees resulting from a law, collective bargaining agreement, works agreement or a service agreement.
We only process data that is related to your application. This may be general data about you (name, address, contact details, etc.), information about your professional qualifications and education, information about professional training and other data that you may provide us with within the context of your application.
We process personal data which we receive from you by mail, e-mail or via the online-platform onlyfy.com during your application and our communication with each other.
Within our company, we only pass on your personal data to those areas and persons who require this data to fulfill contractual and legal obligations or to implement our legitimate interests.
We may transfer your personal data to affiliated companies to the extent that this is permissible within the scope of the purposes and legal bases set out in section 3 of this information.
If your personal data is processed on our behalf, this processing is performed based on data processing agreements pursuant to Art. 28 of the GDPR. In these cases, we ensure that the processing of personal data is carried out according to the provisions of the GDPR. The categories of recipients in this case are internet service providers and providers of applicant management systems and -software.
Otherwise, data is only passed on to recipients outside the company if this is permitted or required by law, if the transfer is necessary for processing and thus fulfilling the employment contract, if we have your consent or if we are authorized to provide information.
A transfer to a third country (outside the EEA) is not intended.
We store your personal data as long as this is necessary for the decision on your application. Your personal data or application documents will be deleted no later than six months after the end of the application process (e.g. upon notification of the rejection decision), unless longer storage is required or permitted by law. We store your personal data beyond this only to the extent that this is required by law or in a specific case for the assertion, exercise or defense of legal claims for the duration of a legal dispute.
If you have consented to a longer storage of your personal data, we will store it in accordance with your declaration of consent.
If an employment, training or internship relationship is established following the application process, your data will initially continue to be stored to the extent necessary and permissible and will subsequently be transferred to the personnel file.
After the application process, you may be invited to join our talent pool. This will allow us to consider you in our selection of applicants for suitable vacancies in the future. If you have given us your permission to do so, we will store your application data in our talent pool in accordance with your consent or future consent.
Every data subject has the right of access pursuant to Art. 15 GDPR, the right to rectification pursuant to Art. 16 GDPR, the right to erasure pursuant to Art. 17 GDPR, the right to restriction of processing pursuant to Art. 18 GDPR, the right to notification pursuant to Art. 19 GDPR and the right to data portability pursuant to Art. 20 GDPR.
In addition, you have the right to lodge a complaint with a data protection supervisory authority pursuant to Art. 77 GDPR if you are of the opinion that the processing of your personal data is not lawful. The right to lodge a complaint with a supervisory authority shall be without prejudice to any other administrative or judicial remedy.
If the processing of data takes place based on your consent, you are entitled to withdraw your consent to the use of your personal data at any time in accordance with Art. 7 GDPR. Please note that the withdrawal will only take effect in the future. Processing that took place before the revocation is not affected by this. Please also note that we may need to retain certain data for a period of time to comply with legal requirements (see Section 8 of this information).
Right to object
If your personal data is processed in accordance with Art 6 (1) lit. f GDPR to safeguard legitimate interests, you have the right, pursuant to article 21 GDPR, to object to the processing of this data at any time for reasons arising from your particular situation. We will then no longer process this personal data unless we can prove compelling reasons for the processing. These must outweigh your interests, rights and freedoms; or the processing must serve the assertion, exercise or defense of legal claims.
To exercise your rights, you can contact us using the contact details provided in section
The provision of personal data for the application process is voluntary. However, we can only consider your application if you provide personal data that is required for the application process.
The decision about your application / possible employment is not exclusively based on automated processing. Hence, no automated decision in individual cases within the meaning of Art. 22 GDPR takes place.
*Companies of the Ruby Group:
Ruby GmbH
Seidlstrasse 5
80335 Munich
Germany
Ruby Hospitality Netherlands B.V.
Amstelvlietstraat 4
1096 GG Amsterdam
Netherlands
Ruby Hospitality UK Ltd.
16 Great Queen Street
Covent Garden WC2B 5AH London
United Kingdom
Ruby Hospitality Ireland Limited
Upper Mount Street 38
D02 PR89 Dublin
Ireland
Ruby Hospitality Italy S.R.L
Corso Della Liberta 119
39100 Bozen
Italy
RG Realisation Sàrl
65 Rue du Rhône
1211 Genève 3
Switzerland
RS Realisierung GmbH
Marxergasse 17
1030 Vienna
Austria
Ruby Works Joint Venture GmbH
Seidlstrasse 5
80335 Munich
Germany
Ruby Hotels Ltd.
Pendergardens Block 17, Level 1
Triq Sant' Andrija, Triq Gdida Fi
San Ġiljan STJ 9023
Malta
