T-System India Data Privacy Notice | Version 1| 

Data Privacy Notice
T-Systems ICT India Pvt. Ltd. (hereinafter TSIN) is a subsidiary of T-Systems International GmbH which provides its ICT services to global customers of T-Systems internationally. The company is a part of Deutsche Telekom AG. This privacy notice details out how your personal data will be processed by TSIN and what are your rights under applicable data privacy laws.
The system we use is provided by SmartRecruiters GmbH which is our data processor, and the personal data you provide is handled by TSIN. The data is processed to fill vacancies in the company. In addition to recruitment process by HR department, your data may be transferred to the respective persons and entities within the Deutsche Telekom group of companies for analysis and selection of candidates.

General information:
The protection of personal data of customers, suppliers/service providers, employees and any other persons takes top priority for all the companies within the Deutsche Telekom Group. On the account of the European General Data Protection Regulation (GDPR), Binding Corporate Rules on Privacy (BCRP) have been introduced throughout the Group. This regulatory framework provides standardized internal rules for handling personal data within the Deutsche Telekom Group.
1. What situations do we process your personal data in
We process your personal data in the following situations:
I. in connection with the realization of the hiring procedures for the TSIN vacant job positions,
II. in connection with your inclusion in the Deutsche Telekom communities (applies only in case you have given us consent for your inclusion in the communities), and
III. in connection with the creation of your employee account in the SmartRecruiters system.
1. What data is recorded, how is it used, and how long is it stored?
A) Technical characteristics: When you visit our websites, the web server temporarily records the domain name or your computer’s IP address, the file requested (file name and URL) by the client, the http response code, and the website from which you are visiting us.
Our partner, the SmartRecruiters website, temporarily records the domain name or IP address of your computer, the name of your ISP, the time you log in and log out, the type of device used to log in, the file requested by the customer (file name and URL), the http response code and the website from which you navigated to the site.

B) Personal data processed:
The main categories of personal data processed are:

• Master data (which includes name, date of birth, telephone number, e-mail address, information on limited work capacity, authorization to work at the job’s location).
• Candidate documents (references, certificates, CVs, data from LinkedIn / Facebook / Twitter profile)
• Education and qualification data (data on education, university, vocational qualifications)
• Organizational data in case of internal tenders (number of staff, cost centre, department)
• Contact and communication data (e-mail address, telephone number, IP address, other ID’s).
• Data processed in connection with the offer (job, recommended salary data, length of notice period, working hours, EG profile, seniority level).

C) Candidate profile: In order to make your application for various jobs in the SmartRecruiters system as easy as possible, you can create a candidate profile for your first application which is valid for all your applications. For this purpose, specify general data such as your name and contact data. These will apply for all your applications unless you update them in the meantime. In addition to your general profile, we will ask you specific questions as part of the actual application about the specific job you are applying for. This data is solely used for filling this one job unless you specify to use this data for other positions as well.

D) Applying:
In addition to general information (such as your name and contact details), you must provide your previous work experience and studies in the SmartRecruiters system, as well as upload your CV, indicate the amount of the expected benefit, indicate whether you have limited work capacity, or indicate that your profile can also be considered for other open positions as well, and you can leave a message for the Hiring Manager. You have the option of sending us information by connecting to your social media network (e.g., LinkedIn) and / or using “CV Parsing” (transferring certain information from your CV to our job portal).

E) Referring:
You have the possibility to be referred by a TSIN employee. For this purpose, you need to give your application documents (including name, CV, contact details) to this employee, who then uploads it in the application management system. You receive an email with which you can activate your application. If you do not activate your application within 30 days, your data is deleted from our application management system, and you will no longer be considered in the selection process. Your application is linked with the employee who uploaded it in the application system. This helps us in identifying that this employee has referred you. Furthermore, this employee can track the status of your application (invitation, rejection etc.) on an overview page but has no access to the details of the application process and personal data. In the case of certain jobs, further verification of the candidate and career path may be necessary. We inform you about such inspections in a transparent manner, within the framework of our job advertisements.

F) Recommendation by the employment agency:
Your personal data may also be entered into the application management system through one of our recruitment partners. In this case, you will receive an email upon receipt to allow us to further process your information. In case of a refusal or lack of your consent, your data will be deleted from our application management system 30 days after we become aware of it, and you will no longer be considered in the selection process.

G) How long do we keep your data?
The data in your application and the profile you have created will be stored for a maximum of 1 (one) year after the end of the application process. The data entered in the candidate profile will be deleted after retention period is over.
If you have not deleted the data, then
- Data will be retained for 1 Year in case of candidate was rejected, or the candidate has withdrawn its application, or the job was removed by the company.
- Data will be retained for 7 Year in case if the candidate is hired (accepted offer letter) for administration duties in connection with the recruitment procedure.
If during the registration you decided that the registered profile can be taken into account in other positions as well, our company can offer you additional positions.

H) Community Option: If you selected the option to be a member of a company community, then your data will be analysed to send appropriate company information, e-mail notification, newsletters and community communications as per different communities. The data stored for this purpose will be automatically deleted by our system 1 Month after unsubscribing from the newsletter. We will not send you any further newsletters after you unsubscribe.
2. Who is responsible for data processing? Who should I contact if I have any?
T-Systems ICT India Pvt. Ltd. is the data controller for your personal data and SmartRecruiters is the data processor.
If you have any queries, please contact our Data Privacy Officer:
E-mail address: [email protected]
Contact: +91 206 813 3903
3. What rights do I have?
It is your responsibility to ensure that the data provided by you is applicable and correct. You can edit your personal data in your account at any time.
You also have the right:
a) To request information on the categories of personal data concerned, the purposes of the processing, any recipients of the data, and the envisaged storage period
b) To request that incorrect or incomplete data be rectified or supplemented
c) To withdraw consent at any time but please not data can be processed on the grounds of legitimate interests of the candidates
e) To request the erasure or deletion of data in certain cases such as the purposes for which it was collected or is unlawfully processed, or you withdraw your consent
f) To demand, under certain circumstances, the restriction of data where erasure is not possible, or the erasure obligation is disputed
T-System India Data Privacy Notice | Version 1| Open
T-System India, 26 May 2023 4/4
g) To data portability, i.e., you can receive the data that you provided to us in a commonly used and machine-readable format such as CSV, and can, where necessary, transfer the data to others. However, any attachments that were added to the candidate profile will not be included in the report.
4. To whom, TSIN can pass my data on to?
To data processors and its sub processors and we can engage with DT group of companies to process data for recruitment within the legally defined scope. In this case, Deutsche Telekom group of companies also remains responsible for protecting your data. The data processor we use is SmartRecruiters GmbH, Dircksenstraße 47 10178 Berlin, which provides us with the application management system. Owing to legal obligations: In certain cases, we are legally obliged to transfer certain data to government authorities if required.

5. Where is my data processed?
Your data will be processed in India and mainly in Pune and Bangalore location. Data is also stored on the systems of data processor. In some cases, your data is processed in outside countries such as
a) if you have expressly consented to this,
b) or to the extent necessary for our service provision to you,
c) or to the extent required by law.

6. Data storage
The data is encrypted and stored in the Amazon Web Services data centres at Frankfurt, Germany, which is used by the data processor.

7. Data access
The persons responsible for filling up open vacancies and HR department at TSIN and some of our managers will have access to your data. According to privacy regulations and TSIN privacy policy and processes, necessary secrecy and safety standards are ensured in the data processing contracts. Employees having access to your data must not use it for other purposes and are subject to the obligation of secrecy. Your data is protected by encrypted transmission and storage from unauthorized access. Standardized data protection and safety concepts, including role and authorization concepts, data safety concepts as well as physical safety measures guarantee an appropriate level of data protection.
Consent to the processing of your personal data:
By clicking the checkbox, you declare that you have read the privacy notice and agree to the processing of your data in the manner described. Your declaration will be stored. You can request the deletion of your data at any time on the platform, however, if you have your applicant data deleted, your application can no longer be considered. If you do not consent to the above-mentioned terms, your application will not be stored or processed.