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Duty to provide information when personal data is collected from applicants

Note

General Act on Equal Treatment (AGG)

For the sake of readability, no gender-specific terms are used in this document. Any reference to an individual applies equally to both sexes.

  1. Duty to provide information when data is collected from applicants

 

This data protection information provides you with information about how your applicant data is processed at Heine GmbH & Co.KG.

 

Summary:

  • We use your data for the sole purpose of processing your application.
  • During the course of the application process, there are clear rights of inspection: Only the recruitment consultants and decision-makers will see your application documents.
  • Your application is only passed on with regard to further vacancies in our company, for example, with your consent.
  • If you are not hired, we will delete your data after six months at the latest.
  • If you are hired, we will incorporate relevant data into your personnel file.

 

 

Data protection of applicant data at Heine GmbH & Co.KG.

According to Art. 4 (1) of the GDPR, your personal data includes all information that relates or may relate to you as a person.

 

 

Personal information and personal data

Heine GmbH & Co.KG. receives information (in both paper and digital form) through your application. This is the data that you provide to us in the course of your application. This information includes, for example:

  • Name
  • Address
  • Date of birth
  • Place of birth
  • Information about your education, your vocational, advanced and further training and your qualifications
  • Certificates

 

Purposes of collection and processing

Heine GmbH & Co.KG. collects, processes and uses your personal data for the sole purpose of processing your application (= initiating an employment relationship).

Your data will only be processed for purposes other than that mentioned insofar as doing so is permissible pursuant to Art. 6 (4) of the GDPR and is compatible with the original purpose. We will inform you that your data will be further processed prior to doing so.

 

Your rights under data protection legislation

You have a right of access to the personal data stored about you, the purposes of processing, possible transfer to other bodies and the duration of storage.

To exercise your right of access, you may also receive extracts or copies. If data is inaccurate or no longer necessary for the purposes that it was collected for, you may request that it be rectified, erased or restricted. Insofar as provided for in the processing procedures, you may also inspect your data yourself and correct it if necessary.

Should your particular personal situation give rise to grounds against processing of your personal data, you may object to such processing, provided that processing is based on a legitimate interest. In a situation such as this, we will only process your data if there are special compelling interests.

If you have any questions about your rights and exercising them, please contact the Human Resources Department or the Data Protection Officer.

 

Legal basis for processing your personal data

Your data is required to implement pre-contractual measures (Art. 6 (1) b of the GDPR). This means that we need and therefore process your data for the purpose of potentially hiring you.

We may obtain your consent to processing or transfer of your data on a case-by-case basis. This may happen, for example, if your application is being kept for an extended period of time or if your application is being considered for another position within our company. Your consent in these situations is voluntary and you are free to revoke it at any time with effect for the future.

 

Transferring your personal information

Your data will not be transferred to external bodies.

 

Certain personnel administration and personnel management tasks are performed centrally by the Human Resources Department in Herrsching. This particularly includes application management and organising trips. Specially defined bodies have limited access rights to your data for this purpose. Your data will only be transferred or disclosed to the extent necessary for this purpose and in compliance with the relevant data protection regulations.

 

Controller for processing your personal data

Unless contractually agreed otherwise, the competent controller for collecting, processing and using your personal data is Heine GmbH & Co.KG. in the Federal Republic of Germany.

Applicant data is stored and processed in personnel data processing systems. The technical installation is designed in such a way that only a narrow circle of specially authorised individuals are authorised to access the data and any other access or other knowledge of the data is excluded in accordance with the state of the art.

 

Complaints regarding processing of your personal data

If you have any concerns or questions regarding the processing of your personal data and information, you are welcome to contact the Human Resources Department. However, you may also contact the Data Protection Officer or the data protection supervisory authority using the contact details below.

 

Alissa Lenz
Deutsche Datenschutzkanzlei – Datenschutzkanzlei Lenz GmbH & Co. KG
Bahnhofstrasse 50
87435 Kempten
Germany

Email: dsb@heine.com
Web: www.deutsche-datenschutzkanzlei.de

 

You have the opportunity to lodge a complaint with a data protection supervisory authority.

Bavarian Data Protection Authority (BayLDA)

Promenade 27, 91522 Ansbach, Germany

Phone: +49 (0)981 531 300

Fax: +49 (0)981 5398 1300

 

Duration of storage

Your personal data will only be stored for as long as knowledge of the data is necessary for the purposes of the employment relationship or the purposes that it was collected for, or for as long as there are legal or contractual storage regulations.

 

If a contractual relationship is not concluded, we will keep your application data for 6 months for the purposes of traceability under the General Act on Equal Treatment.

 

If a contractual relationship is concluded (= employment), we will transfer the necessary information to the personnel file.

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