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Information on the Processing of Personal Data
(Austria)

1. Introduction

CoolPeople Switzerland GmbH, UID CHE-367.502.928, with its registered office at Kreuzstrasse 26, 8008 Zürich, Switzerland (hereinafter "CoolPeople", the "Controller", or "we"), pays due attention to the protection of your personal data.

 

CoolPeople Switzerland GmbH is part of the CoolPeople group, which operates in the field of providing professional IT and other technology services, IT resources, recruitment and staffing services. In the course of these activities, we process personal data of candidates and IT specialists, external contractors, our clients' contact persons, business partners, suppliers, website visitors, and other individuals who communicate with us.

 

The purpose of this document is to inform you, in accordance with the Swiss FADP — and, where applicable, the GDPR — about which personal data we process, for what purposes, on what basis, to whom we disclose them, and what rights you have.

 

We observe the principles of lawfulness, good faith, proportionality, purpose limitation, accuracy and data security (Articles 6 and 8 FADP).

 

2. What personal data we process

Depending on the category of data subject to which you belong (see Section 6): identification data (name, title, date of birth, and for entrepreneurs the UID/commercial register number); contact data; professional data (position, qualifications, education, courses and certifications, experience, language skills); cooperation data (availability, financial expectations, project preferences); billing and payment data; communication data; and technical website data (IP address, generally anonymised for statistics; browser and OS type; activity on the website).

We generally do not process sensitive personal data (Art. 5(c) FADP). Where this is necessary in an individual case for a specific placement or assignment, we process such data only with your explicit consent or on another statutory basis.

 

3. Purposes of processing

Provision of services (matching IT specialists with clients, provision of IT capacity and technology services); recruitment; communication with clients and candidates; performance of contractual obligations; management of business relationships; marketing; compliance with legal obligations (accounting and taxation); protection of legal claims; and the operation, security and traffic measurement of the website.

 

4. Basis of processing

Under Swiss law, private controllers may process personal data provided they comply with the processing principles (Art. 6 FADP) and do not unlawfully infringe the personality of the data subject. Where processing exceptionally requires justification (Arts. 30–31 FADP), we rely on a justification ground — in particular your consent, an overriding private or public interest, or a statutory basis. For the provision of our services, we regularly process data in the context of pre-contractual steps and contract performance.

 

Where the GDPR applies (Art. 3(2) GDPR), we additionally rely on the legal bases of Article 6(1) GDPR: performance of a contract (b), legal obligation (c), legitimate interests (f) and consent (a). You may withdraw any consent at any time; the lawfulness of prior processing is unaffected.

 

5. Sources of personal data

Directly from you; from our clients (contact details of their staff); and from public sources and professional platforms (in particular LinkedIn and job portals) where we search for candidates. Where we do not collect data directly from you, we inform you in accordance with our duty to inform (Art. 19 FADP; where applicable Art. 14 GDPR), as a rule upon our first communication with you.

 

6. Categories of data subjects

Candidates and IT specialists; external contractors; employees and contact persons of clients; business partners; suppliers; website visitors; and other individuals who communicate with us.

 

7. Who processes your personal data

We process your personal data as a controller, as we determine the purposes and means of the processing.

For internal administrative purposes, we may transfer your personal data to other companies of the CoolPeople group on the basis of our legitimate interest under Article 6(1)(f) GDPR in conjunction with Recital 48 GDPR. The group companies are in particular:

 

Czech Republic

  • CoolPeople Technology a.s., ID No.: 290 34 400, with its registered office at Na Strži 2097/63, Krč, 140 00 Prague 4
  • CoolPeople Holding s.r.o., ID No.: 05288398, with its registered office at Na strži 2097/63, Krč, 140 00 Praha 4
  • CoolPeople Personal s.r.o., ID No.: 24158216, with its registered office at Na strži 2097/63, Krč, 140 00 Praha 4
  • CoolPeople Services s.r.o., ID No.: 24138011, with its registered office at Na strži 2097/63, Krč, 140 00 Praha 4

 Slovak Republic

  • CoolPeople s.r.o., ID No.: 45 614 903, with its registered office at Karadžičova 8, Bratislava - mestská časť Ružinov 821 08
  • CoolPeople Personal s.r.o., ID No.: 56 871 201, with its registered office at Karadžičova 8, Bratislava - mestská časť Ružinov 821 08

 Austria

  • CoolPeople GmbH, FN 446661f, with its registered office at Mariahilfer Straße 71, 1060 Vienna

 Poland

  • CoolPeople Sp. z o.o., NIP 8952014114, with its registered office at ul. Żelazna 2, 40-851 Katowice

 

Status of the group companies. The individual group companies generally act as separate controllers, each determining the purposes and means of processing for its own activities. Where a specific processing operation involves the joint determination of purposes and means (e.g. a jointly operated candidate database), the companies concerned would act as joint controllers under Article 26 GDPR and conclude a corresponding arrangement; where one company acts exclusively on the instructions of another, it acts as a processor under Article 28 GDPR. The specific arrangement will be confirmed according to the actual circumstances of the group.

 

We also disclose your personal data to processors and other recipients, in particular:

 

  • providers of IT and cloud services and systems;
  • providers of recruitment and relationship-management tools (ATS/CRM);
  • providers of accounting, tax and legal services;
  • public authorities, where required by law.

8. Disclosure and transfers abroad

We primarily process your personal data in Switzerland and the EEA. However, recipients – in particular processors and group companies – may also be located in other countries. The group companies are established in the Czech Republic, Slovakia, Poland and Austria (EU/EEA with an adequate level of data protection). Certain service providers (e.g. providers of cloud and analytics services such as Google or Meta) may also transfer personal data to the USA or other countries, or access it from there.

Where a recipient is located in a country without an adequate level of statutory data protection, we ensure an adequate level of protection through appropriate safeguards – in particular the European Commission's Standard Contractual Clauses (with the Swiss addendum or the adjustments required for the revFADP) – unless the recipient is already subject to a recognised protection mechanism (e.g. the Swiss-U.S. Data Privacy Framework) or we can rely on a statutory exception (Art. 17 revFADP; Art. 49 GDPR), such as your explicit consent, the performance of a contract or the assertion of legal claims.

9. Retention period

Only as long as necessary and thereafter as required by law or corresponding to our legitimate interest: for the contractual relationship and the running of limitation periods; for the period required by commercial and tax law (generally ten years, Art. 958f CO); candidate data based on consent for 3 years or until withdrawal; cookies as set out in Section 14.

 

10. Data security

We take appropriate technical and organisational measures (Art. 8 FADP) to ensure the security of personal data. Processing is carried out only by authorised persons bound by confidentiality; access rights are managed and reviewed regularly.

The CoolPeople has implemented an information security management system in accordance with the ISO/IEC 27001:2022 standard, which is regularly audited by an accredited certification body.

 

11. Obligation to provide personal data

In the context of our business relationship, you must provide the personal data required for the initiation, conclusion and performance of a contract or a placement or assignment. Without this data, we will generally be unable to conclude or perform a contract or to offer you suitable positions and projects.

12. Automated individual decisions and profiling

We do not make any solely automated individual decision that has legal effects on you or significantly affects you (Art. 21 FADP; where applicable Art. 22 GDPR). For marketing and website operation we may use cookies and measurement/targeting tools (see Section 14). We may also evaluate personal data partly in an automated manner to inform you about suitable positions, projects and services (profiling), without this resulting in decisions that significantly affect you.

 

13. Your rights

Under Swiss law you have in particular the following rights, exercisable at any time via the contact details in Section 15:

 

  • the right of access (Art. 25 FADP) — as a rule within 30 days and generally free of charge;
  • the right to data release and portability (Art. 28 FADP) — release of the data you have provided in a common electronic format, or its transfer to another controller, where we process it in an automated manner and with your consent or in direct connection with a contract;
  • the right to rectification of inaccurate data (Art. 32(1) FADP);
  • the right to have the processing contested and to request deletion or destruction of the data (Art. 32(2) FADP), where no justification ground applies;
  • the right to withdraw consent.

 

Where the GDPR applies, you additionally have the rights it provides (access, rectification, erasure, restriction, portability, objection; Arts. 15–21 GDPR).

 

The supervisory authority in Switzerland is the Federal Data Protection and Information Commissioner (FDPIC / EDÖB), Feldeggweg 1, 3003 Bern, www.edoeb.admin.ch. Where the GDPR applies, you may also contact the competent supervisory authority in your EU/EEA Member State of residence.

 

We may ask you for additional information to verify your identity.

 

14. Cookies and similar technologies

Our website uses necessary cookies (session identifier, storage of consents) and analytical and marketing cookies and tools, in particular Google Analytics, Facebook Pixel and the Leady tool. You may set and change your preferences at any time via the cookie settings on our website:

Update your consent 

Where consent is required for non-essential cookies (in particular vis-à-vis visitors from the EU/EEA), we obtain it via our cookie banner. These services may transfer personal data abroad (see Section 8).

 

15. Contact details, representation and updates

  • E-mail: dpo@coolpeople.ch
  • Address: CoolPeople Switzerland GmbH, Kreuzstrasse 26, 8008 Zürich

 

Representative in the EU (Art. 27 GDPR): to the extent that we offer services to individuals in the EU/EEA and are thereby subject to the GDPR, we designate a representative in the Union: Milan Čálek, dpo@coolpeople.cz. A representative in Switzerland under Art. 14 FADP is not required for us as a Switzerland-based company.

 

We may update this statement from time to time. The current version is always available on our website.