Global Candidate Privacy Notice

“Diebold Nixdorf”, “we”, “us”, “our” for the purposes of this notice means Diebold Nixdorf Inc. subsidiaries and related companies (“Diebold Nixdorf”), each of which is a data controller in its own right for the purposes of applicable data protection law (Diebold Nixdorf subsidiaries and related companies listed under Schedule 2). As part of our candidate application and recruitment activities we collect, process and store personal and special categories of data which may directly or indirectly identify you (together “personal information”). We process personal information for a range of purposes relating to general recruitment activities as well as the recruitment process and this may include your application, assessment, pre-employment screening, and your worker permissions. This Candidate Privacy Notice (“Privacy Notice”) sets out:  

  • why we collect your personal information; 

  • what information is collected and;

  • how it is processed within the recruitment process. 

Throughout this Privacy Notice we use the term “processing” to cover all activities involving your personal information, including collecting, handling, storing, sharing, accessing, using, transferring and disposing of the information.

1) Why do we collect your personal information? 

We only process your personal information where we are lawfully permitted for one or more of the purposes set out below. Not all of the purposes set out below will apply to you all of the time.  

a) Application: activities carried out in the course of receiving and assessing candidate applications, including reviewing general applications or applications for specific jobs and processing information to enable subscription to our job alerts. This may involve the processing of your CV, name, address, employment history, academic and professional qualifications, age, diversity data including gender, ethnicity, disability, sexual orientation, nationality and previous disciplinary matters as well as, for selected roles, data from assessments (e.g., personality and/ or ability related tests);  b) Pre-employment screening (PES): a pre-employment screening activities carried out for the purposes of financial, credit history and insurance risk assessments; criminal records checks; c) Candidate searches: In the course of our search activities, we use personal information that we have collected concerning candidates to identify professional opportunities that we think may be of interest. We may contact potential candidates from time to time regarding such opportunities. We may also contact individuals from time to time to solicit names of, or other personal information regarding, potential candidates in connection with a search that we are conducting and for purposes of market intelligence.  

2) What personal information might we process and how we collect it?

Generally, we collect personal information directly from you in circumstances where you provide personal information to us by applying directly for a role at Diebold Nixdorf, or information that we learn about you through your interactions with us, or with third parties (e.g. recruitment agencies).  We may also collect personal information about you from third parties, including, for example, when a referee provides information about you, when a colleague recommends that we consider you for a position or from other sources where you have made your personal information publicly available for the purposes of recruitment on jobs boards, LinkedIn (or other publicly available social media networks and databases). 

Here are some examples of the type of information we may process about you.  A full list is at Schedule 1 of this notice.

    a) Your Personal Information

  • Personal details such as name, address, email address and date and place of birth;

  • Work history/job data; previous employers, positions, dates, etc.;

  • Compensation; basic salary, benefits, bonuses, etc.; 

  • Education and work history including professional qualifications and skills;

  • Employer feedback / references, to include regulated references where necessary;

  • Nationality / visa / right to work permit information; (e.g. passport, driver license, National Insurance numbers); 

  • Results of pre-employment screening checks (e.g. credit history, criminal records checks where permitted under local law);

  • Assessment results e.g. psychometric assessment results, video or telephone assessment. 

    b) Your Special Categories of Information 

During the process we may also inadvertently capture some special or sensitive categories of personal information about you (e.g. information relating to your racial or ethnic origin, religious of philosophical beliefs, trade union membership, physical or mental health or condition, sexual orientation), where this has been provided or made publicly available by you or can be inferred from your CV. We may also process certain special or sensitive categories of information about you (e.g. information about a physical or mental health or condition) in order to make reasonable adjustments to enable our candidates to apply for jobs with us, to ensure that we comply with regulatory obligations placed on us with regard to our hiring. We may also process information relating to criminal convictions and offenses (e.g. as part of pre-employment screening checks). We will only process special or sensitive categories of information or information about criminal convictions and offenses where we have obtained your explicit consent or where permitted by applicable laws (and then only when necessary for the purposes mentioned above). Where we are processing personal information based on your consent, you have the right to withdraw that consent at any time where there is no other legal basis for the processing.

3) Legal basis for the processing 

Diebold Nixdorf’s legal basis to process your personal information is governed by a number of processing conditions. This means that we may rely on more than one of these conditions in order to process elements of your personal information throughout the recruitment process: 

It is in our legitimate interests to process your personal information in the administration of your application and for general recruitment purposes; 
We will also process your personal information where it is required by law or regulation. This processing will always be fair and lawful and will at all times comply with the principles of applicable privacy laws in the country where you have applied to be employed; 
During the course of your application it may also be necessary for us or our suppliers to process special or sensitive categories of information about you (as per the detail in section 2(b) of this notice where we have obtained your explicit consent or where permitted by applicable laws. 

4) Who do we share your personal information with? 

Diebold Nixdorf will need to share your personal information internally (both in the country where you may work and in other countries in which we have central operations) and may require to share it with some external parties or associates of Diebold Nixdorf. Where we transfer your personal information outside of your local territory, we will ensure that it is protected in a manner that is consistent with how your personal information will be protected under applicable law. In all cases, however, we will ensure that any transfer of your personal information is compliant with applicable data protection law. Your information will only be shared if it is necessary or required (for example in order to carry out pre-employment screening). 

Diebold Nixdorf may also need to share your information with certain external third parties including: 

  • Companies who provide recruitment and candidate interview and assessment services to us; 

  • Suppliers who undertake background screening on our behalf (credit checking agencies, criminal checking bureaus, etc.); 

  • Academic institutions (Universities, colleges, etc.) in validating information you’ve provided;

5) How do we protect your information? 

Our HR and Recruitment systems are protected to ensure that unauthorized or unlawful processing of personal information, accidental loss or destruction of, or damage to, personal information does not occur. This is done in accordance with the Diebold Nixdorf Information Security Management Policy.  
Where we share information with other parties located outside your country, as a minimum, we will require that such personal information is protected as required by the laws of the country where you work. 

In addition to using your personal information for the position for which you have applied, we may retain and use your personal information to consider you for other positions. We typically retain your personal information for up to two years, but retention periods may vary and will be determined by various criteria including the type of record in which your information is included, the purpose for which we are using it and our legal obligations (laws or regulation may set a minimum period for which we have to keep information). We may on exception retain your information for longer periods, particularly where we need to withhold destruction or disposal based on an order from the courts or an investigation by law enforcement agencies or our regulators. 
If you do not want to be considered for other positions or would like to have your personal information removed, you may contact us as specified under Inquiries, Complaints and Objections below. Unless required for tax or other legal purposes or in connection with employment as specified above, your personal information will be retained in accordance with our with our Records Management Policy (which means that we may hold some information after your application to Diebold Nixdorf is complete). 

6) Your Rights 

    a) Access, correction and deletion 

You are entitled to see the personal information we hold about you. You can also request changes to be made to incorrect personal information and can ask for your personal information to be deleted or blocked if you legitimately think that we shouldn’t be processing that information or are processing it incorrectly, except where retention of that personal information is required in the context of a legal dispute, or as otherwise required by law. If access, correction or deletion is denied, the reason for doing so will be communicated to you. 

    b) Inquiries, objections and complaints 

If you have any queries about this notice or your personal information generally, including questions about accessing your personal information or correcting it, you should contact the in the first instance. You may also withdraw consent to the processing of your personal information or submit complaints and/or objections to the processing of your personal information by sending a request in writing to: 

Alternatively, you can send a query on the handling of your personal data to dataprivacy@dieboldnixdorf.com

When asked to remove a record from our database, our recruitment team will retain minimal personal information in order to prevent future contact and where required in accordance with legal / regulatory requirements.  

    c) Changes to this Privacy Notice 

As this Privacy Notice is updated, the current version will be posted on the Diebold Nixdorf website under “Careers”. 

7) Screening checks

As part of the Selection process, Diebold Nixdorf may perform a number of screening checks, where permitted by local law. These checks are only performed on candidates who have been selected for a role. Your consent will be requested before screening checks are performed. 

8) Credit reference agencies  

We may also undertake searches about you at credit reference agencies who will supply us with information, including information from any electoral register as relevant, in support of our recruitment decision. 

    Schedule 1: Full list of information we may process 

  • Name, work and home contact details 

  • Date and place of birth 

  • Education and work history 

  • *Individual demographic information in compliance with legal requirements (such as marital status, national identifier, passport/visa information, nationality, citizenship, military service, disability, work permit, date and place of birth or gender) 

  • *Health issues requiring adaptations to working environment 

  • Job title, grade and job history 

  • Employment contract related information (including compensation, location, hours of work and so on) • Reporting and managerial relationships 

  • *Leaves of absence (such as maternity leave, sickness absence) 

  • Photograph(s) 

  • Disciplinary / grievance records  

  • Time and attendance details 

  • *Bank account details for salary payment purposes 

  • Expenses such as travel and expenses claimed from Diebold Nixdorf 

  • Personal information contained in CVs (e.g. name, address, telephone number, e-mail address, employment history, degree(s) and other qualifications, languages and other skills). These may also include, without limitation: age, nationality and race (only to the extent allowed by law), compensation details, a record of our contact history with you and comments from third parties 

  • Skills and qualifications 

  • Personal information which you have made available for the purposes of recruitment on jobs boards, LinkedIn (or other publicly available social media networks) and to third parties such as recruitment agencies that we work closely with 

  • Training history and plans 

  • Results of original and ongoing employee screening, where relevant 

  • Details provided in relation to Conduct policies (such as conflicts of interest, personal account dealing, trade body membership and so on) 

  • *Health & safety incidents, accidents at work and associated records  

  • Building CCTV images 

  • Audio recordings of telephone interviews 

  • Video recordings of interviews 

  • Notes from face to face interviews 

  • Psychometric test results and associated reports 

  • Results from behavioral assessments 

  • Results from technical assessments 

  • References and recommendations 

    *These categories of information might potentially include some special categories of information. Special categories of information are not routinely collected about all applicants, but may be collected where Diebold Nixdorf has a legal obligation to do so, or if you choose to disclose it to us during the course of your relationship with Diebold Nixdorf. 

    Schedule 2: Diebold Nixdorf subsidiaries and related companies 

(DZ) Algeria
Diebold Nixdorf EURL

(AR) Argentina
Diebold Argentina S.A.

(AU) Australia
Diebold Nixdorf Australia Pty. Ltd.

(AT) Austria
Diebold Nixdorf GmbH

(BE) Belgium
Cable Print BVBA
Diebold Nixdorf BVBA

(BR) Brazil
Procomp Amazonia Industria Eletronica Ltda
Procomp Industria Eletronica LTDA

(CA) Canada
Diebold Nixdorf Canada, Limited

(CL) Chile
Bitelco Diebold Chile Limitada

(CN) China
Diebold Financial Equipment Co., Ltd.
Diebold Nixdorf Information Systems (Shanghai) Co., Ltd.
Inspur Financial Information Technology Co. Ltd.

(CO) Colombia
Diebold Nixdorf Colombia, S.A.S.

(CR) Costa Rica
D&G ATMs y Seguridad de Costa Rica Ltda.

(CZ) Czech Republic
Aevi CZ s.r.o.
Diebold Nixdorf Retail Solutions s.r.o.
Diebold Nixdorf s.r.o.

(DK) Denmark
Cryptera A/S
Diebold Nixdorf A/S

(DO) Dominican Republic
D&G Dominicana S.A.

(EC) Ecuador
Diebold Ecuador, S.A.

(SV) El Salvador
DB&GB de El Salvador Limitada

(FI) Finland
Diebold Nixdorf Oy

(FR) France
Diebold Nixdorf S.A.S.

(DE) Germany
Aevi International GmbH
Diebold Nixdorf Business Administration Center GmbH
Diebold Nixdorf Deutschland GmbH
Diebold Nixdorf Facility Services GmbH
Diebold Nixdorf Fuel and Convenience Solutions GmbH
Diebold Nixdorf Global IT Operations GmbH
Diebold Nixdorf Global Logistics GmbH
Diebold Nixdorf Holding Germany Inc. & Co. KGaA
Diebold Nixdorf Operations GmbH
Diebold Nixdorf Retail Services GmbH
Diebold Nixdorf Security GmbH
Diebold Nixdorf Systems GmbH
Diebold Nixdorf Technology GmbH
IP Management GmbH
Prosystems IT GmbH
WINCOR NIXDORF International GmbH

(GR) Greece
Diebold Nixdorf Information Systems S.A.

(GT) Guatemala
DB&GB ATMs y Seguridad de Guatemala, Limitada

(HN) Honduras
D&G de Honduras S. de R.L.

(HK) Hong Kong
Diebold Nixdorf (Hong Kong) Ltd.

(HU) Hungary
Diebold Nixdorf Kft.

(IN) India
Diebold Nixdorf India Private Limited

(ID) Indonesia
PT. Diebold Nixdorf Indonesia

(IE) Ireland
Diebold Nixdorf (Ireland) Ltd.

(IT) Italy
Diebold Nixdorf S.r.l.

(MY) Malaysia
Diebold Nixdorf Sdn. Bhd.

(MX) Mexico
Diebold Nixdorf de Mexico S.A. de C.V.

(MA) Morocco
Diebold Nixdorf S.A.

(MM) Myanmar
Diebold Nixdorf Myanmar Limited

(NL) Netherlands
Diebold Nixdorf B.V.
Diebold Nixdorf Global Solutions B.V.
Diebold Nixdorf Software CV
MOXX B.V.

(NI) Nicaragua
D&G Centroamerica y GBM de Nicaragua y Compania Ltda.

(NG) Nigeria
Diebold Nixdorf Ltd.

(NO) Norway
Diebold Nixdorf AS

(PA) Panama
D&G Panama S. de R.L.

(PY) Paraguay
Diebold Paraguay S.A.

(PE) Peru
Diebold Peru, S.r.l.

(PH) Philippines
Diebold Nixdorf Philippines, Inc.

(PL) Poland
Diebold Nixdorf BPO Sp.z.o.o.
Diebold Nixdorf Sp.z.o.o.

(PT) Portugal
Diebold Nixdorf Portugal Unipessoal, Lda.

(RO) Romania
Diebold Nixdorf Srl.

(RU) Russia
Diebold Nixdorf LLC

(SG) Singapore
Diebold Nixdorf Manufacturing Pte. Ltd.
Diebold Nixdorf Singapore Pte. Ltd.

(SK) Slovakia
DIEBOLD NIXDORF s.r.o.

(ZA) South Africa
Diebold Nixdorf South Africa (Proprietary) Limited

(ES) Spain
Diebold Nixdorf S.L.

(SE) Sweden
Diebold Nixdorf AB

(CH) Switzerland
CI Tech Sensors AG
Diebold Nixdorf AG

(TW) Taiwan
Diebold Nixdorf Taiwan Ltd.

(TH) Thailand
Diebold Nixdorf (Thailand) Company Limited

(TR) Turkey
Diebold Nixdorf Teknoloji A.S.

(AE) United Arab Emirates
Wincor Nixdorf Retail ME JLT

(UA) Ukraine
LLC Diebold Nixdorf

(GB) United Kingdom
Aevi UK Limited
Diebold Nixdorf (UK) Limited

(US) United States of America
Diebold Nixdorf, Incorporated
(UY) Uruguay
Diebold Uruguay, S.A.

(VN) Vietnam
Diebold Nixdorf Vietnam Company Limited