Data protection information for applicants

Data protection information

Mandatory information according to Art. 13 GDPR

for the processing of applicant data

We collect and use the personal data of our applicants only to the extent necessary to carry out the application process. The protection of our applicants’ personal data is important to us. We therefore process personal data in accordance with the applicable legal provisions on the protection of personal data and data security.

1. name & address of the controller responsible for processing

The controller is the body which alone – or jointly with others – determines the purposes and means of the processing of personal data. The controller within the meaning of the General Data Protection Regulation and other national data protection laws of the member states as well as other data protection regulations is the:

VOTRONIC Elektronik-Systeme GmbH
Vertreten durch: Dipl.-Betriebswirt (FH) Dieter Sojak und Dipl.-Ing. (FH) Jörg Borneis-Eifert
Johann-Friedrich-Diehm-Str. 2
36341 Lauterbach
Germany
Tel.: +49 6641 91173-0
Email: info@votronic.de

2. contact details of the (external) data protection officer

We have appointed an external data protection officer:

BerIsDa GmbH
Web: www.berisda.de

You can contact the data protection officer by post at VOTRONIC Elektronik-Systeme GmbH, Attn: Data Protection Officer, Johann-Friedrich-Diehm-Str. 2, 36341 Lauterbach or by e-mail at datenschutz@berisda.de.

3. description of the processing

a) Description and scope of data processing
We collect and process your personal data in order to offer advertised positions and to be able to carry out the selection process. The data you provide will be processed for the purpose of processing your application and, if an employment relationship is established, also for the purpose of implementing the employment relationship.

The primary purpose of data processing is therefore to establish an employment relationship with us. We may process the following categories and types of personal data:

General information about you and personal data:

- First name, surname, maiden name, name affixes, gender, private address, postal address if applicable, telephone numbers (landline and mobile), personal e-mail address
- If you indicate this: Date of birth (and age), marital status, religious denomination
- As far as it results from your application picture: Information on sensitive data such as racial and ethnic origin or health characteristics such as wearing glasses

Details of your knowledge and skills:

- CV data, such as details of school, training and studies, information relating to previous professional positions (incl. job title, previous employer, position, department, location), professional experience
- Information on previous successes, skills achieved
- Proof of further training and passed examinations as well as certificates (e.g. school reports or references from previous employers)

Details of your desired employment

- such as starting date, place of work, salary expectations

In addition, the following data will be collected from you if you provide us with this information in the application and if:

you are not an EU citizen:

- - Details of your citizenship
  - Details of the residence title (residence and work permit)

it is relevant to the advertised position and is legally permissible

- - Information on health suitability
  - Information on previous convictions; data from the police clearance certificate
  - Information on the existence of a severe disability
  - Data from the driving licence (e.g. details of the driving licence category)

they have other jobs:

- - Details of other employment (e.g. main or secondary employment, type)

In addition to the above-mentioned data, we may process further personal data if you provide us with this data with your application.

Your personal data is generally collected directly from you as part of the recruitment process, in particular from the application documents, the job interview and the personnel questionnaire.

The provision of your personal data is neither legally nor contractually required, but is necessary for the application process with us. There is no obligation to provide this data. However, failure to provide it may mean that we are unable to consider your application in the application process for an advertised position. No fully automated decision-making (including profiling) pursuant to Art. 22 GDPR is used to process the data provided by you.

Publicly accessible sources:
Furthermore, we may process personal data from publicly accessible sources, e.g. websites, professional networks), which we use permissibly and only for the respective purpose.

Inclusion in our applicant pool:
We offer you the opportunity to have your personal data stored in our talent pool beyond the end of the specific application process and to have it considered for interesting vacancies in the future. During this period, we may contact you and continue the application process if you are considered for another position. If you would like to be included in our applicant pool in the event of a rejection, we require a declaration of consent from you in accordance with Art. 6 para. 1 sentence 1 lit. a GDPR. Your consent will be obtained for this as part of the application process. If you have provided us with “special categories of personal data” in accordance with Art. 9 GDPR through the documents submitted in the application process, your consent also relates to this data.

Establishment of an employment relationship:
If an employment relationship is established between you and us, we may process the personal data already received from you for the purposes of the employment relationship in accordance with Art. 6 para. 1 sentence 1 lit. b GDPR (or Section 26 para. 1 BDSG). This is done if it is necessary for the performance or termination of the employment relationship or for the exercise or fulfilment of the rights and obligations of employees arising from a law or a contract or other agreement.

b) Legal basis and purpose of processing
Your data is processed in the application process on the basis of Art. 6 para. 1 sentence 1 lit. b GDPR (or Section 26 para. 1 BDSG (Art. 88 para. 1 GDPR)) to establish an employment relationship with the controller. Insofar as special personal data within the meaning of Art. 9 para. 1 GDPR is processed in this context, the legal basis for the processing is Art. 6 para. 1 lit. b, c GDPR in conjunction with Art. 9 para. 2 lit. f GDPR. Art. 9 para. 2 lit. b GDPR. If you give us your consent for inclusion in the applicant/talent pool or transfer to affiliated companies, the legal basis for the processing of the data is the existence of consent in accordance with Art. 6 Para. 1 S. 1 lit. a GDPR. The storage of your consent for verification purposes and defence against liability claims (e.g. the storage of your revocation) is based on Art. 6 para. 1 sentence 1 lit. f GDPR. The storage of your consent and your revocation takes place in order to be able to prove (previously) given consents, even after revocation, and thus to defend against any liability claims. Our legitimate interest lies in these purposes. In addition, your personal data is processed on the basis of Art. 6 para. 1 sentence 1 lit. f GDPR. The processing is carried out, for example, for technical evaluation and analysis purposes, to ensure the security of our information technology systems or for the assertion, exercise or defence of legal claims (e.g. compliance with our obligation to provide evidence in proceedings under the General Equal Treatment Act (AGG)). Our legitimate interest lies in these purposes.
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c) Duration and storage, objection and removal options
In the event of a rejection, your application documents will be deleted no later than 6 months after completion of the application process, unless you have given us your consent for longer storage (applicant pool). We only store your personal data beyond this if this is required by law or in a specific case for the assertion, exercise or defence of legal claims for the duration of a legal dispute. If you have given us your consent to store your data in our applicant/talent pool or to pass it on to affiliated companies, we will also store your data for a longer period of time in accordance with your declaration of consent. You have the right to revoke your declaration of consent under data protection law at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

d) Recipients of the data
Within our company, those departments and areas will have access to your personal data that are involved in the application process and in the decision on your recruitment. As part of our service provision, we commission processors who contribute to the fulfilment of contractual obligations. These are service providers, such as service providers for IT maintenance services, video conferencing tools or newsletter dispatch (so-called processors). These service providers only act in accordance with our instructions and are contractually obliged to comply with the applicable data protection requirements. To this end, we conclude corresponding order processing contracts with these service providers in writing. We may transfer personal data to courts, supervisory authorities or law firms if there is a legal obligation to do so in accordance with Art. 6 para. 1 sentence 1 lit. c GDPR or if it is necessary for the assertion, exercise or defence of legal claims in accordance with Art. 6 para. 1 sentence 1 lit. f GDPR and there is no reason to assume that our employees have an overriding interest worthy of protection in not disclosing the data.

e) No data transfer to a third country or an international organisation
We do not specifically transfer the data you have provided to a third country or an international organisation. If, in individual cases, you wish your data to be transferred to a third country or an international organisation, we will only do so with your written consent.

4. rights of the data subjects

If we process your personal data, you as the data subject have the following rights vis-à-vis us as the controller

a) Right to information, Art. 15 GDPR
You have the right to (free) information about your collected and stored personal data at any time within the framework of the applicable legal provisions. This includes, among other things, information about the purposes of processing, its origin and recipients, the storage period and the existence of various rights.

b) Right to rectification, Art. 16 GDPR
You have a right to rectification (also in the sense of completion) of your data vis-à-vis the controller if the processed personal data concerning you is incorrect or incomplete for the purpose of the processing. The controller must carry out the rectification without undue delay.

c) Right to erasure, Art. 17 GDPR
You can request the erasure of your personal data at any time under the conditions of Art. 17 GDPR, unless there are still circumstances that authorise or oblige the controller to continue processing your personal data (e.g. statutory retention obligations).

d) Right to restriction of processing, Art. 18 GDPR
If the legal requirements are met, you can request a restriction of the processing of your personal data within the scope of Art. 18 GDPR

e) Right to data portability, Art. 20 GDPR
If you have provided us with personal data and automated processing is based on your consent or on a contract, you have the right to transfer the data provided by you within the scope of Art. 20 GDPR, provided that this does not adversely affect the rights and freedoms of other persons. The data will be provided in a commonly used, machine-readable format. If you request the direct transfer of the data to another controller, this will only be done insofar as it is technically feasible.

f) Right to object, Art. 21 GDPR
You have the right to object to processing within the scope of Art. 21 GDPR if the data processing is carried out for the purposes of direct marketing or profiling. You can object to processing on the basis of a balancing of interests by stating reasons that arise from your particular situation.

g) Right to lodge a complaint with a supervisory authority
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority for data protection, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the GDPR.

The supervisory authority responsible for us is the Hessian Commissioner for Data Protection and Freedom of Information. However, if you are in another federal state or not in Germany, you can also contact the data protection authority there.