Applicants, Employees, and Interested Parties
The following information informs you about the processing of your personal data when you apply to us or wish to become our supplier or partner. Please also refer to the general information under the section “General.”
Collection of Your Personal Data During the Application Process
We generally collect your personal data from the information you provide. Personal data includes all information relating to an identified or identifiable natural person, allowing the person to be identified directly or indirectly.
When you apply to us, we collect the information you submit in your application documents, whether by post, email, or online via our career portal. The same applies if, for example, a recruitment agency sends us your application documents.
If your application is successful and an employment relationship is established, your data will be stored in your personnel file. Additionally, we must collect further personal data from you that is necessary for carrying out the employment relationship.
This includes, for example, personal identification and contact details (e.g. name, address, date of birth, religion, nationality, gender, marital status, email address, phone number), payment data (e.g. your IBAN), information about your work or residence permit, data on your qualifications (e.g. school diploma, vocational training), CV, employment references, health insurance affiliation, tax identification number, insurance details, any disability status, etc.
Providing your personal data is necessary; otherwise, an employment relationship may not be established.
To manage the employment relationship, it may also be necessary to process personal data that we have lawfully received from other companies or third parties, such as social security institutions, for the respective purpose.
Purposes and Legal Bases for Processing During the Application Process and Employment Relationship
Your personal data is processed in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).
To Establish, Carry Out, and Terminate the Employment Relationship:
We process your personal data as necessary to establish, carry out, and terminate the employment relationship. The legal basis is § 26 (1) sentence 1 BDSG. This includes, for example, recording your qualifications during the application process, transmitting your bank details for salary payment, or recording your working hours.
To Fulfill Legal Obligations:
We also process your personal data where we are legally obliged to do so. The legal basis is also § 26 (1) sentence 1 BDSG. For example, we must transmit certain data to tax authorities and social security institutions.
Based on Consent:
If none of the above legal bases apply, we process your personal data based on your explicit consent. The legal basis is § 26 (2) BDSG. This applies, for example, to the publication of photos on our website. Consent can be revoked at any time with future effect. Processing carried out before the revocation remains unaffected.
To Detect Criminal Offenses:
Your personal data may be processed to detect criminal offenses if documented factual indications justify the suspicion that you committed a criminal offense during the employment relationship, the processing is necessary for detection, and your legitimate interest in excluding the processing does not outweigh it—especially if the nature and scope are not disproportionate in relation to the occasion. The legal basis is § 26 (1) sentence 2 BDSG.
Who Receives Your Personal Data?
Within our company, only those departments that need your personal data to fulfill contractual and legal obligations and are authorized to process it will have access. In the case of applications, only those departments involved in the recruitment process will have access.
External parties receive your data particularly when transmission is legally required or necessary to fulfill the employment relationship, e.g. your bank, social security institutions, health insurance providers, tax authorities, professional associations, auditors, etc.
As part of our operations, we may engage processors who help us deliver our services, such as data center providers, IT partners, document shredders, external payroll accountants, etc. These processors are contractually obligated to maintain professional confidentiality and comply with the GDPR and BDSG.
Special Notes for Online Applications
If you use the option to apply online, your personal data will be collected via an input form and stored in a database. Both are provided by the service provider d.vinci HR-Systems GmbH, Nagelsweg 37–39, 20097 Hamburg. We have entered into a data processing agreement with d.vinci HR-Systems GmbH to ensure that data protection regulations are observed there just as they are with us.
Will Your Data Be Transferred to Third Countries or International Organizations?
Your personnel data is currently not transferred to recipients outside the European Economic Area, nor is such a transfer planned.
