Privacy Notice

Zalando cares about your privacy and would like you to be familiar with how we collect and process information about you. Zalando’s central application management system is a service of the Zalando SE. The application management system allows you to apply directly to vacancies at the Zalando SE as well as its affiliates, in particular Connected Retail GmbH, Tradebyte Software GmbH, Tradebyte Software Ltd, Zalando CuCa Ops Excellence SE & Co. KG, Zalando Customer Care DACH SE & Co. KG, Zalando Customer Care International SE & Co. KG, Zalando Finland Oy, Zalando Ireland Ltd., Zalando Logistics Gießen SE & Co. KG, Zalando Logistics Mönchengladbach SE & Co. KG, Zalando Logistics Operations France SAS, Zalando Logistics Operations Italy S.r.l., Zalando Logistics Operations Netherlands B.V., Zalando Logistics Operations Polska sp. z o.o., Zalando Logistics Operations Spain S.L.U., Zalando Logistics SE & Co. KG, Zalando Logistics Süd SE & Co. KG, Zalando Lounge Content Solutions SE & Co. KG, Zalando Lounge Logistics Polska sp. z o.o., Zalando Lounge Logistics SE & Co. KG, Zalando Lounge Operations Bydgoszcz Polska Sp. z o.o., Zalando Lounge Service GmbH, Zalando Marketing Services GmbH, Zalando OpCo Polska sp. z o.o., Zalando Payments GmbH, Zalando Stores Experiences & Clearance Solutions GmbH & Co. KG, Zalando Studios Berlin GmbH, Zalando Sweden AB, Zalando Switzerland AG, (in the following: the Zalando Group). 

If you are a Zalando-Group-internal applicant please additionally inform yourself at our Employee Privacy Platform (EPI) in particular for the topic: ‘Central People & Organisation’.

The protection and legally correct collection, processing, and use of your personal data are important for us. In order for you to feel safe when completing and sending us your online application, we comply with all legal data protection requirements when handling your application.

Please read the following information about our data protection regulations:

1. RESPONSIBLE ENTITY - Controller

The entity responsible for collecting, processing, and using your personal data in accordance with data protection law is the Zalando SE, Valeska-Gert-Str. 5, 10243 Berlin, Germany.

2. COLLECTING, PROCESSING, AND USING YOUR PERSONAL DATA

2.1. PERSONAL DATA DEFINITIONS

Personal data means any information that relates to an identified or identifiable individual person. This includes your name, your telephone number, your email address, your gender information, your picture, as well as other application data that you share with us in the course of your application. All terms in this privacy information that are defined by the GDPR shall have the same meaning afforded under the GDPR.

2.2. WHAT PERSONAL DATA WE COLLECT FROM YOU

For the purposes of managing your online application, we collect, process, and use your personal data that you have disclosed to us via the online application form or by sending us your CV. In general, you decide yourself which data you are willing to enter and share with us. The fields that are mandatory include your first name and surname, email address, phone number. However, if you do not provide us with your personal data relevant to the application process, like data on your education or employment history, we may not be able to process your application or assess it properly. In your application you may provide us a link to your profile on Linkedin, XING or similar job sites or social media sites. We also receive personal data from you in the interviews that we hold where we discuss your background and profile.

We discourage you from providing us personal data that may be considered sensitive personal data like your racial or ethnic origin, marital status, political opinions, religion or other beliefs, health, criminal record or trade union membership. In general, we do not require and discourage you from providing a photo in your CV. Where necessary for a particular position and in accordance with the law, we may ask you for data relating to your health or other data considered sensitive (e.g. a medical certificate confirming that you are medically fit to fulfill the work requirements).  If you provide us with this information, we will handle this information responsibly and we will need your explicit consent to process it. 

Whenever you access the online application form, your internet browser will transmit user data that is stored in so-called server log files. The stored data includes the following details: The data and time of the visit, the name of the accessed page, your IP address; referrer URL (the URL from which you access the Zalando application site), the amount of data transmitted, as well as product and version details of your browser.

Your IP address will be deleted or made anonymous immediately after the end of visit so that it can no longer be attributed to you or an identified or identifiable natural person. We then analyse these log files in anonymous form for the purposes of improving the quality and user friendliness of our online application processes and managing our server capacity.

If you disclose any personal data relating to other people (e.g. referrals, references in your CV) in your application, you must have consent of these individuals, that permits you to provide us this information and use it in accordance with this privacy information.

Zalando regularly proactively looks for candidates for our open positions online and may then process your personal information on platforms like LinkedIn, XING, developer platforms or other sites where you have published your profile within the terms you agreed to at the platforms. We may then use this data to evaluate whether you are suitable for any open positions we might have. 

2.3. HOW DO WE USE YOUR PERSONAL INFORMATION

2.3.1. Talent Acquisition / Recruitment

We collect and process the personal data about you in order to process your application and assess your application against our open positions, (Art. 6 (1) (b) GDPR). This also includes using the data to contact you. 

The application data you provide is made available to the recruiter managing the position you applied for. We may also share your application with other Zalando Group companies or persons in charge of departments with open vacancies or other functional areas that fit your applicant profile (Art. 6 (1) (f) GDPR). 

In cases where you provided us with sensitive information, we will need your consent  to process this information (Art. 9 (2) (a) GDPR). We recommend you against providing any sensitive information in your application. Providing sensitive data may in fact prevent Zalando from processing your application. Zalando does not require sensitive personal information to process job applications and providing such data without necessity or valid consent might lead to deletion of the related files and documents.

We may also use personal data about you for our legitimate business interest (Art. 6 (1) (f) GDPR), such as in the context of satisfaction surveys pertaining to the recruitment process, in order to improve or modify our services and operations. 

We may in case of validated indication process your data after the application process to defend against legal claims as long as it is necessary but no longer than the claim can be asserted or enforced, based on Article 6(1)(f) of the GDPR. Additionally, we are required to verify your data against sanctions lists in certain cases (Article 6(1)(c) GDPR). 

During the application process for positions that are risk-sensitive, we may validate the information you provide and obtain additional relevant security information if specific concerns arise related to the role. This process may involve consulting publicly accessible resources, such as search engines, news outlets, and public profiles you have created. The legal bases for this are Article 6(1)(a) and Article 6(1)(f) GDPR. Please note: Zalando does not employ any fully automated decision-making processes, including any profiling in the sense of Art. 22 GDPR. 

Your application will be deleted automatically six months (legally-stipulated retention period) after the end of the application process. Please note that requesting an earlier deletion of your data could be considered withdrawing from still on-going application processes and the legal retention period might still apply.

2.3.2.  Talent Pool

Upon invitation by our recruiters, you can join our talent pool after the completion of the application process. Should you wish to use that option, we will ask for your consent, in order for your data (like contact information, qualifications, years of professional experience etc.) to be stored by us for a period of 24 months.

Your consent is not open-ended. At the end of the 24-month period, we will ask you again whether you still want to be part of our talent pool. You have the option to withdraw your consent: if you do so, your data will be deleted automatically. Of course, if we don’t hear from you, we take that as signifying lack of interest, and we will delete your data accordingly.

You can always request us to delete your data from our talent pool by sending an email to datenschutz@zalando.de. Please note that doing so does not necessarily mean that we will not contact you again in the future. Please note that requesting deletion removes your data from our internal Talent Pool. However, if you maintain a public professional profile (e.g., on LinkedIn or Xing), our active sourcing team may independently encounter your profile again in the future. In such cases, any contact is based on your currently public information, not on the data you previously asked us to delete.

2.3.3.  Diversity and Inclusion

At Zalando we want to foster inclusivity and diversity in recruiting and developing talent by providing equal opportunities independently of gender. For this purpose we process gender information separately from other personal data you provide. Your gender information is not used for decision-making, and neither the recruiter nor other individuals involved in the respective recruiting process have access to it. We process gender information only in anonymised form, and for statistical purposes only.

2.4. SERVICE PROVIDERS AND CROSS-BORDER DATA TRANSFERS

We use Service Providers to process your personal data. We choose Service Providers with due care to make sure that your data is properly stored and handled.

For our application management we use the services of Workday Ltd., The King's Building, May Lane, Dublin 7, Ireland (“Workday“). 

For interview scheduling implementation we may use the services of Etch Mobile, Inc, (d.b.a. GoodTime) 1 Daniel Burnham Ct. #720, San Francisco, CA 94109 („GoodTime“). For this purpose, your data is stored and processed on servers of GoodTime, located in the USA. 

For survey implementation we use the services of Qualtrics, LLC, 400 West Qualtrics Drive, Provo UT, 84606 USA („Qualtrics“). For this purpose, your data is stored and processed on servers of Qualtrics, located in Frankfurt, Germany.

For any transfers of your personal data from the EEA to countries that are not considered as providing an adequate level of protection by the European Commission (like the USA) we have put in place adequate measures such as Standard Contractual Clauses adopted by the European Commission to protect your personal data. You may obtain the copy of these measures by contacting us via the contact information provided below.

2.5. SOCIAL PLUGINS

Social media functions may be integrated into Zalando’s services. These may include messenger services and so-called social plug-ins or social logins, such as “login with Facebook”. If you activate or use these functions and are a member of the relevant social network, we may receive data from their respective operators which allows us to identify you. We usually receive the following data from social networks:

• your public profile information (e.g. name, profile picture)
• Information on the type of device you are using
• the account ID of your profile with the relevant network (e.g. Facebook ID)

You can find more detailed information in the relevant providers’ terms of use and privacy policies. Please also take into account the notice on the processing of social network data in connection with social network functions under “Info on websites and apps”.

Zalando currently uses Facebook’s Messenger service and social plug-ins/logins from the following social networks:

• Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland (“Facebook”). You can find the link to Facebook’s Data Protection Declaration here: Facebook’s privacy policy.
• X Corp. (formerly Twitter) , which provides X and the Services, with its registered office at 865 FM 1209, Building 2, Bastrop, TX 78602 U.S.A. You can find the link to X’s privacy policy here: https://x.com/en/privacy.

Pinterest Inc., 651 Brannan Street, San Francisco, CA 94103, USA (“Pinterest”). You can find the link to Pinterest’s privacy policy here: Pinterest’s privacy policy.

2.6. INFORMATION ON COOKIES

For an overview of all the cookies we use please click here.

3. SECURITY

All of your data transmitted to us is encrypted automatically (SSL encryption). Suitable technical and organizational measures are in place to ensure that your personal data is handled confidentially and securely in accordance with the legal requirements.

4. UPDATES TO THIS PRIVACY POLICY

Further development of our websites and apps and the implementation of new technologies to improve our service for you may require changes to this privacy policy. We therefore recommend that you re-read this Data Protection Declaration from time to time.

5. YOUR RIGHTS

You have the following legal data protection rights under the relevant legal conditions: Right to information (Article 15 GDPR), right to deletion (Article 17 GDPR), right to correction (Article 16 GDPR), right to restriction of processing (Article 18 GDPR), right to data portability (Article 20 GDPR), right to lodge a complaint with a supervisory authority (Article 77 GDPR), as well as the right to object to particular data processing measures (Article 21 GDPR).  If you have given consent for the processing of your data, you may withdraw it at any time. Withdrawal has no effect on the admissibility of the processing of your data which took place before the withdrawal.

6. CONTACT INFORMATION 

If you have any questions regarding this Privacy Policy or our handling of your data, please contact our Data Protection Officer.

Data Protection Officer

Zalando SE

Valeska-Gert-Str. 5

10243 Berlin

Telefax: +49 (0)30 2759 46 93

E-Mail: datenschutz@zalando.de

You also have the right to lodge a complaint with data protection authorities. The responsibilities of the data protection authorities depend on the seat of the competent authorities. You may, however, contact the data protection authority, which will then forward your complaint to the responsible authority. The authority responsible for Zalando is the Berlin Commissioner for Data Protection and Freedom of Information, Alt-Moabit 59-61, 10555 Berlin, Germany.