Job applicant privacy notice template
- Art. 19-20 FADP
- Art. 13-14 GDPR
- About 15 minutes
- Italiano · Deutsch · Français · English
In brief
Explains to job applicants how you process the data in their application and how long you keep them. You need it to inform applicants at the moment you receive their documents.
- Who it is for
- Job applicants. It is published on the vacancies page or sent with the acknowledgement of the application.
- To decide first
- How long you keep unsuccessful applications and whether you keep a talent pool for future vacancies.
- Afterwards
- Publish it where you receive applications and keep to the period stated: when it ends, delete the files.
What it contains
- 1Controller
- 2Data we process
- 3Purposes and basis
- 4Who has access to the data
- 5Retention period
- 6Your rights
- 7How to exercise your rights
- 8Changes
An excerpt
1. Controller
__________, __________
For questions about data protection: __________.
2. Data we process
- The data you send us: covering letter, curriculum vitae, photograph if enclosed, diplomas, employment references, contact details.
- The data we collect during the selection process: interview notes, results of any tests, assessments.
- Information provided by referees, whom we contact only with your agreement.
- Professional information that you yourself have made public, for example in an online professional profile, if relevant to the position.
We ask you not to send us data that are not needed to assess the application, in particular data on health, religious or political opinions or trade union membership. If the position requires particular information, for example an extract from the criminal record, we will ask you for it expressly and only in the final stage of the selection process.
The full text is generated on the platform, with your organisation's details already in place.
Related templates
- App privacy notice template
- Employee privacy notice template
- Website privacy notice template (FADP and GDPR)
Related question: What must a privacy notice contain?
A template is general information, not advice on your case: it must be adapted to your organisation. For a question on your case there is Advisorn's consulting. By Advisorn, updated on 20 October 2026.