Colosseum Dental Group Privacy Notice for Applicants
Version 2.0/October 2025
1 Introduction
At Colosseum AG and the legal entities of the Colosseum Dental Group (hereafter “Colosseum Dental” or “we” and “us”), we understand that your privacy is important and that you care about how your personal data is used. We respect and value your privacy and will only collect and process personal data in the manner and for the purposes as described in this document and that is consistent with our obligations and your rights under the applicable legislation and regulations, including as applicable but not limited to the European Union General Data Protection Regulation (EU) 2016/679 (“GDPR”), UK 2018 Data Protection Act (“UK GDPR”) and the Swiss Federal Act on Data Protection (“FADP”).
2 Purpose and scope of this Privacy Notice - Whose personal data do we process?
This Privacy Notice intends to explain how we collect and process your personal data in the context of job applications and recruiting related activities in our recruitment system, Workday. Further, this Privacy Notice explains what your rights are in this respect. This Privacy Notice only covers your application and recruitment process. Once we have accepted your application, you will be provided with our internal privacy notice for employees.
This Privacy Notice applies to you as a potential candidate (hereafter “you”, “candidate” or “data subject”) interested in a job at Colosseum Dental.
3 Identity and contact details of the data controller
Colosseum AG, as the parent entity, acts as the data controlling for the recruitment system. The respective recruiting legal entity of the Colosseum Dental that is hiring for the specific position acts as joint controller with Colosseum AG, determining how your personal data is processed for application and recruitment purposes. This joint controller arrangement is established in accordance with Art. 26 GDPR.
You may contact the recruiting legal entity directly about anything related to your personal data and/or data protection, including exercising your data subject rights as mentioned below in section 8.
For general data protection inquiries, you may also contact our Group Privacy Officer
Email address: dataprotection@colosseumdental.com
Postal Address: Colosseum AG, Talstrasse 70, 8001 Zurich, Switzerland
4 What personal data do we collect and for what purposes do we process it?
We process your personal data for application and recruitment purposes as listed below.
A. Job Application and Recruitment
In case you are interested in a position at Colosseum Dental and apply to a dedicated job advertisement, we process your personal data for the application and recruitment process.
Categories of personal data processed may include:
Personal details, such as name, date of birth, gender, nationality, languages, address, telephone number and email address;
National identification number;
CV/resume and (additional) education and/or employment history;
Professional certificates;
Appraisals;
References;
Information on your legal and disciplinary history, and – depending on the position and where legally permitted – criminal records;
Government issued information, such as your residency status and travel and/or immigration documents from which we can establish your right to work;
Information from your professional social media account(s), if shared by you;
Your response to interview questions and interview notes;
Scheduled interview details;
Test results;
Any other information you voluntarily share with us (e.g. including a photo within the CV).
In the event that we decide to offer you a position, we may request you to undergo a health check and provide our insurance company with the results, where required for social security and insurance reasons.
Your personal data could be obtained directly from you, from publicly available sources or, upon your approval, from the following third parties:
Recruitment agencies;
Your former employers and references;
Providers of your education and/or training about your education program and completion.
Purposes of processing:
We will process your personal data described above in our systems during the application and recruitment process for the following purposes:
To establish whether you are suitable for and meet the relevant requirements for fulfilling the position you apply for;
For our administration of the application and recruitment process;
To contact you / to communicate with you;
For references and background checks for the final selected candidates (if applicable as per country);
To enter a contract with you;
To avoid re-assessment of applicants;
For recruitment related reporting and analytics.
Legal basis for processing:
We will process your personal data in order to take steps to possibly enter into an employment or other contract with you, Art. 6.1 (b) GDPR/UK GDPR and to evaluate and process your application and be able to demonstrate what the process has been like as part of our legitimate business interest of recruiting personnel and compliance with legal obligations, Art. 6.1 (f) and (c) GDPR/UK GDPR. For certain personal data and in certain countries, we will rely on your consent to process the data.
Data retention:
In case you accept a position within Colosseum Dental, we will include your application data in your employee file.
If you opt in by giving your consent, we will retain your personal data for a twelve-month period so that we can contact you in the event of another vacancy that suits your profile. You may withdraw your consent at any time, after which we will delete your personal data as soon as reasonably possible.
If you are not offered or do not accept a position within Colosseum Dental and have not opted in for extended retention, we will erase your data as soon as reasonably possible after the job application procedure has ended or in accordance with local applicable laws. Your personal data will only be retained for a longer period if this is necessary for defending our interests in the context of possible judicial proceedings (for example in case of a dispute) or to be able to comply with legal requirements.
If we receive unsolicited applications, we will review whether such applications match with any need of Colosseum Dental or any open position that we might have within our Group. If we do not have any position that fits the profile, we will keep such unsolicited applications for a duration of twelve months, or for a duration according to local applicable laws, should a position open in the future.
B. Job Alerts
You may want to be informed about upcoming job advertisements matching your preferences (“Job Alert”). We process your personal data from the Job Alert to be able to send you relevant job advertisements.
Categories of personal data processed include:
Your search criteria (e.g. location, job category);
Email address.
Purposes for processing:
We will process and store your personal data in our system in order to contact you about jobs that might match your interests.
Legal basis for processing:
We will process your personal data in order to fulfil our legitimate interest in finding the best employees and in some cases based on explicit consent, Art. 6 (1) (f) and (a) GDPR/UK GDPR
Data retention:
We retain your personal data until you unsubscribe from your Job Alert(s). If you request that your data be deleted, all Job Alerts will be canceled with your deletion request within 30 days.
C. Marketing Campaigns
In case you would like to be proactively contacted by us regarding e.g. potential job opportunities and newsletters about Colosseum Dental ("Marketing Campaigns") you can opt in during the Job Application registration process.
Categories of personal data processed include:
Email address.
Purposes for processing:
We will process and store your personal data in our system in order to send you marketing campaigns. Your data will also be used for marketing campaign related reporting and analytics.
Legal basis for processing:
The legal basis on which we rely for this processing is consent, Art. 6 (1) (a) GDPR/UK GDPR.
Data retention:
You can unsubscribe from the Marketing Campaigns at any time via the unsubscribe link in the email. Upon unsubscribing, your marketing campaign data will be deleted within 30 days unless you have an active job application, in which case the retention period for your job application data as stated above will apply.
5 With whom do we share your personal data?
We might share your personal data with other companies of Colosseum Dental as well as other third parties, such as recruitment agencies, service providers and experts for technical maintenance of our platforms, support and consultancy services. We, in particular, share your personal data with our internet-based recruiting system provider and data processor Workday Inc., 6230 Stoneridge Mall Road, Pleasanton, California, 94588, USA.
Your personal data may be accessed by recruitment personnel across Colosseum Dental. This groupwide access enables our recruitment teams in different legal entities and locations to identify suitable candidates for positions throughout the organisation and to facilitate internal mobility opportunities. Access is limited to authorised recruitment personnel who require the information for legitimate recruitment purposes.
6 How do we disclose personal data abroad?
We process and store personal data mostly in the European Economic Area (EEA), UK and Switzerland. In certain cases, however, we may also disclose personal data to service providers and other recipients which are located outside these areas, or which process personal data outside these areas. The countries in question may not have laws that protect your personal data to the same extent as in the EEA, UK and Switzerland. If we transfer your personal data to such a country, we will ensure the protection of your personal data in an appropriate manner.
One mean of ensuring adequate data protection is, for example, to conclude data transfer agreements with the recipients of your personal data in third countries that ensure the required level of data protection. This includes agreements that have been approved, issued, or recognized by the European Commission and the UK and Swiss supervisory authorities’ decisions, known as standard contractual clauses.
7 How do we protect your personal data?
We have implemented the necessary administrative, technical and organizational measures for ensuring a level of security appropriate to the specific risks that we have identified. We protect your personal data against destruction, loss, alteration, unauthorized disclosure of or access to personal data transmitted, stored or otherwise processed. Furthermore, we seek to ensure that we keep your personal data accurate and up to date. In view thereof, we kindly request you to inform us of any changes to your personal data (such as a change in your contact details).
8 Use of Cookies and Similar Technologies
When you access our recruitment system, Workday, we use cookies and similar technologies to enhance your user experience and to improve our recruitment processes. Cookies are small text files that are saved on your device when accessing a website or using an online platform. Similar technologies include web beacons, pixels, and local storage that serve comparable functions.
We use the following categories of cookies in connection with our recruitment activities:
Strictly necessary cookies: These cookies are essential for you to navigate our recruitment system and to use its features.
Functional cookies: These cookies allow our recruitment system to remember choices you make (such as your language preference or the region you are in) and provide enhanced, more personalised features.
Performance/analytics cookies: These cookies collect information about how candidates use our recruitment system and application system to improve user experience and system performance as well as to measure the effectiveness of our job advertisements.
We use both “session cookies” that are deleted again when the browser is closed, and “persistent cookies” that remain stored for a longer period or until you manually delete them and serve to identify visitors again on subsequent visits. The length of time a persistent cookie remains on your device varies from cookie to cookie.
When you first access our recruitment system, you will be presented with a cookie banner that allows you to accept or reject non-essential cookies. You can change your cookie preferences at any time through your browser settings. The selections are browsers, and possibly device specific. Please note that if you choose to disable or reject cookies, some features of our recruitment system may not function properly, and you may not be able to submit your application.
9 What are your rights?
Under certain circumstances you have the right to:
Information about and access to your personal data;
Receive additional information regarding the processing of your personal data;
Rectify your personal data;
Erasure of your personal data;
Restriction of processing of your personal data; and
Object to the processing of your personal data.
If any data processing is based on your consent, kindly note that you have the right to withdraw your consent at any time, however, without affecting the lawfulness of processing based on consent before its withdrawal. If you would like to contact us to exercise your right to withdraw consent, please see our contact details in section 3. We will delete your personal data when you have withdrawn your consent unless other legal grounds for further processing apply. If the latter is the case, we will delete your personal data once the other legal grounds cease to apply.
If you have applied for a job and would like to request your data to be deleted, please contact us using the contact details provided in section 3.
If you have set up Job Alerts but have not applied for a job, you can request your personal data to be deleted by contacting us using the contact details provided in section 3.
In the event you consider that our data processing is non-compliant with applicable privacy laws you are entitled to lodge a complaint with the responsible supervisory authority. Should you need help in identifying the responsible supervisory authority, kindly contact our Group Privacy Officer using the contact details provided in section 3.
10 Amendment to our Privacy Notice
We may update our Privacy Notice from time to time. Updates of our Privacy Notice will be published via link on our website and via updated link in the recruitment system. Any amendments become effective upon publication on our website/in our recruitment system. We therefore recommend regularly visiting this Privacy Notice to keep yourself informed and up to date.