1. INTRODUCTION

PAX sapiens (“PAX”, “we”, “us”) is an NGO whose purpose is the prevention of predictable global catastrophes through the creation of new systems of collective coordination that build a more peaceful world. When you apply to a job on this site, the personal data contained in your application will be collected by PAX. Pursuant to the European Union General Data Protection Regulation (EU GDPR), PAX, as your potential employer, processes your data as the controller within the meaning of Art 4 (7) of the General Data Protection Regulation (“GDPR”). It is important to us to adequately protect your personal data. 

PAX therefore complies with all applicable legal provisions for the protection, lawful handling and confidentiality of personal data as well as data security, in particular the GDPR, the Austrian Data Protection Act (“DSG”) and all other applicable laws.  

We do not use any systems for automated decision-making. Furthermore, your data is not processed with the aim of automatically evaluating certain personal aspects.  

In some cases, we are obliged to collect and process certain personal data about you, among other things, if the processing of this personal data is required to fulfil legal or contractual obligations to which we are subject. In this respect, we would like to point out that if we do not receive the data, this may prevent or delay the fulfilment of our obligations. 

As a rule, your personal data is collected directly from you as part of the initiation or execution of the employment relationship. In exceptional cases, your personal data will also be collected from other bodies due to legal regulations, such as in particular in the case of event-related queries of tax-relevant information from the responsible tax office and information on periods of incapacity for work from the responsible health insurance company. In some cases, we also receive personal data from third parties, particularly in the area of recruitment, or from publicly accessible sources (eg career portals, websites such as LinkedIn). 

2. IDENTITY AND CONTACT DETAILS OF THE CONTROLLER  

Controller:  

PAX sapiens
525 Zang St
Broomfield, CO 80021
E-Mail: privacy@paxsapiens.org

Since PAX is not established in the Union, PAX has appointed a representative pursuant to Article 27 GDPR:  

Kelley Hodges
Associate Director of People and Culture
E-Mail: privacy@paxsapiens.org

PAX has appointed a data protection officer, who can be contacted directly at the following addresses: 525 Zang St. Broomfield, Colorado 80021], e-mail: privacy@paxsapiens.org

3. WHAT PERSONAL DATA DO WE PROCESS?  

Contact details: In particular, we process your title, name, address, private telephone number, private mobile number, e-mail address, fax number, internal company extension and business contact details. 

Application data: in particular CV, letter of application, and in some cases work portfolio materials. In the event of hire, we will also collect data such as date of birth, passport information, prior employment details, prior education details and Reference check contact information.  

Sensitive data: Depending on the information you provide to us, we may also process special categories of personal data such as your nationality, ethnicity, or gender identity (if voluntarily provided).   

4. FOR WHAT PURPOSES AND ON WHAT LEGAL BASIS DO WE PROCESS THE DATA? 

Your personal data will be processed for the purposes of managing the PAX’s recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes.  

Thus, PAX processes your personal data for the implementation of pre-contractual measures in accordance with Art 6 para 1 lit b GDPR and to fulfil legal obligations (e.g. regulatory requirements, obligations under the Austrian Equal Treatment Act, as well as tax or corporate law requirements). To enable us to fulfil these, we process your personal data in accordance with Art. 6 para. 1 lit c GDPR exclusively to the extent required by the respective law. In other cases, we obtain your freely given consent in accordance with Art 6 para 1 lit a GDPR. This is particularly the case if, for example, we want to keep you on record. In case you voluntarily provide us with any sensitive data mentioned above, its processing is based on your consent according to Art 9 Para 2 lit a GDPR. 

5. HOW LONG WILL YOUR DATA BE STORED?

As soon as PAX no longer needs your personal data for the purposes described above, we will delete it, provided that no statutory retention periods apply. 

If an employment relationship is established with us, we will retain your data for the duration of your employment and delete it after termination of your employment after expiry of the statutory retention obligations.  

If an employment relationship with us does not materialize, your data will be retained for a period of 7 months for the assertion or defense of legal claims under the Austrian Equal Treatment Act (“Gleichbehandlungsgesetz –GlBG”) and then deleted.  

If you have given us your freely given consent to keep your data on file, we will store your data in our applicant pool for 1 year from the end of the application process. 

6. WHO DO WE TRANSFER YOUR DATA TO? 

Data transfers to external service providers: We comply with legal and contractual obligations. To this end, we work together with external service providers (processors) and transfer your personal data to them to the extent necessary for the provision of services. Our processors include, in particular, IT service providers and providers of data hosting solutions as well as other providers of tools and software solutions that support us in the provision of our services and act on our behalf: 

• • Software and service providers such as Microsoft (provision of IT applications) for sending e-mails, administrative activities, and scheduling interviews with Microsoft Teams. Furthermore, Microsoft SharePoint may be used to house interview responses, and candidate information for travel reimbursement purposes.
  • BambooHR will house any application data and (in the event of hire) employee data.
  • American Databank Background Check Processing will request (with your consent) date of birth, contact information, prior employment data, prior education data. This data collection is for the purpose of background check screening for criminal charges or discrepancies with candidates resume.
  • LSEG World Check for International Sanctions Check will house date of birth, passport data, and contact information. This check is for the purposes of screening for individuals who may be on an international sanctions list with the US and/or other countries.

Your personal data will be shared with BambooHR software, a cloud services provider located in the United States of America, while data is stored in Ireland, and engaged by PAX to help manage its recruitment and hiring process on PAX’s behalf.  

If personal data is transferred to recipients in third countries (in particular the USA) outside the EU and there is no adequacy decision by the EU Commission for the third country in question pursuant to Art. 45 GDPR, the transfer will take place in individual cases subject to suitable guarantees pursuant to Art 46 GDPR or, if necessary, by consent for specific purposes. 

7. WHAT RIGHTS DO YOU HAVE? 

• • You have the right to receive information in a clear, transparent and easily understandable way about how we process your personal data (Art 12-13 GDPR).
  • You have the right of access (Art 15 GDPR) and to receive a copy of the personal data processed about you. If you wish, we will provide you with information about all your personal data that we process at any time. In some cases, you also have the right to data portability (Art. 20 GDPR) and thus to receive the personal data you have provided to us in a structured, commonly used and machine-readable format. This only applies to data that you have provided, where the processing is based on a contract or consent or where the processing is carried out automatically.
  • If the personal data is incorrect, incomplete or no longer up to date, you have the right to rectification (Art. 16 GDPR).
  • Furthermore, under certain circumstances, you also have the right to erasure (“right to be forgotten”; Art 17 GDPR) of your data.
  • You also have the right to object on grounds relating to your particular situation (Art 21 GDPR) if we process your data on the basis of our legitimate interests. Such an objection can also be made against the processing of your data for direct marketing purposes.
  • In some cases, we may be authorized to process your personal data on the basis of your consent. You can withdraw your consent at any time without giving reasons with effect for the future (Art 7 para 3 GDPR), until then we process your data lawfully.
  • Finally, you may have the right to request that we restrict the processing of your data (Art 18 GDPR), so that we may only store it, but not use or process it.
  • You also have the right to lodge a complaint with the data protection authority responsible for you if you believe that the processing of your personal data violates the applicable data protection laws. The supervisory authority responsible for Austria is the:

Österreichische Datenschutzbehörde
Barichgasse 40-42
1030 Wien
E-Mail: www.dsb.gv.at

If you have any questions, please do not hesitate to contact:  

Controller:  

PAX sapiens
525 Zang St
Broomfield, CO 80021
E-Mail: privacy@paxsapiens.org

Representative pursuant to Article 27 GDPR:  

Kelley Hodges
Associate Director of People and Culture
E-Mail: privacy@paxsapiens.org

Data Protection Officer:  

 PAX has appointed a data protection officer, who can be contacted directly at the following addresses: 525 Zang St. Suite D. Broomfield, Colorado 80021 

e-mail: privacy@paxsapiens.org 

Status February 2025