Data protection information for the application process

 

Thank you for visiting our job portal and for your interest in a company of the Stern-Wywiol Group.

In this privacy policy, we provide you with the legally required information on the processing of your personal data and on your rights based on the applicable data protection regulations – in particular the EU General Data Protection Regulation (“GDPR“) and the German Federal Data Protection Act (“BDSG“).

This privacy policy relates to the processing of personal data for the purposes of the application process.

 

A. Who is responsible for the processing of personal data?

The data protection controller for the processing of your personal data is Stern-Wywiol Gruppe GmbH & Co. KG, which is responsible for central applicant management for all companies of the Stern-Wywiol Group.

Stern-Wywiol Gruppe GmbH & Co. KG (hereinafter referred to as the “Stern-Wywiol Group“) can be reached by post (An der Alster 81, 20099 Hamburg, Germany) or by e-mail (info@stern-wywiol-gruppe.de).

Insofar as this data protection information refers to “we” or “us”, this refers to the company.

You can contact the data protection officer of the Stern-Wywiol Group at the above address, for the attention of Mr. Sven Naucke, or at data@stern-wywiol-gruppe.de

Other companies of the Stern-Wywiol Group may be involved in the application process. This is primarily the company that has advertised a vacancy, to which you have sent an unsolicited application for a position or which has a vacancy that matches your application. Further information on this can be found in section E. below.

 

B. What personal data is processed for the application process?

In order to process your application, we need to process personal data. This is usually so-called master and history data, which we refer to as application data.

  • By master data, we mean basic data about you and the application process carried out, in particular
  • all information that you provide to us or that we request from you in the course of the application process (e.g. name, address, telephone number, e-mail address, date of birth, marital status, nationality, denomination, education, language skills, previous employment with other employers, reference contacts); as well as
  • data that we collect in connection with your possible employment with us (such as, in particular, information about your possible position, the possible organizational integration into our company, the possible duration of the assignment and the proposed salary).
  • By historical data, we mean those personal data that are generated during your application process and that goes beyond a mere change of your master data, in particular
  • Information about the job interviews conducted with you (esp. date, place, participant);
  • Information about any services provided by us, such as reimbursement of travel expenses;
  • Information that you provide to us during your application process – either actively or at the request of us – and that goes beyond the master data mentioned above. This applies in particular to information on remuneration/fees in the context of previous employment with other employers;
  • Other personal data from you or, if applicable, from third parties that we receive from you during the application process. This includes, for example, the name, age and relationship of persons who may accompany you while you are working for us abroad.

Application data also expressly includes special types of personal data, in particular information relating to your nationality, your health (e.g. if you are unable to attend a job interview due to illness), any trade union memberships you may have indicated, your religion or any disabilities you may have.

Internal applications: If you apply for a job as an employee of a Stern-Wywiol-Gruppe company and submit your application to us via the system provided for this purpose (currently Workday), you can provide us with additional information via the system if necessary.

As a rule, we receive the aforementioned personal data directly from you. In certain cases, the application data may also include such personal data that we collect from third parties in compliance with the applicable statutory provisions (usually on your initiative, after your prior information or, if applicable, with your consent or approval), such as information that we receive from your previous employer(s), training positions or so-called reference contacts.

 

C. Are you obligated to provide personal information?

The provision of application data is necessary for the application process and the resulting conclusion of an employment contract between you and us.

If this is not the case regarding individual data, we will expressly point this out to you when collecting the respective data.

Without the provision of the application data, we cannot carry out the application process with you and therefore cannot conclude an employment contract with you.

If we also collect personal data from you, this is generally only done if the provision of this information is required by law or contract or is necessary for the application process. We will inform you – e.g. by marking individual requested data – if the provision of such data is voluntary.

 

If you provide us with additional information without us having requested it from you and without it being necessary for the application process, we will not use this information for the purposes of the application process, but we will nevertheless have to store it with your other application data for technical reasons and for verification purposes.

 

D. What is the legal basis for processing your personal data?

We process your application data for our own applications for jobs at the Stern-Wywiol Group on the basis of Article 6 (1) b) GDPR, otherwise on behalf of the respective Stern-Wywiol Group employer who processes application data on the basis of Article 6 (1) b) GDPR or a comparable legal basis in accordance with the applicable law in countries outside the EU/EEA,  on the basis of Article 6 (1) f) GDPR to safeguard the legitimate interest of the Stern-Wywiol Group in an efficient group-wide application process.

We also process application data to comply with legal obligations to which we are subject; this is done on the basis of Article 6 (1) c) GDPR. These legal obligations include, in particular, the reports to social security institutions and (tax) authorities that are required for us, the checks that may be required for us (e.g. against so-called “sanctions lists”) and the fulfilment of existing retention obligations for certain information.

If necessary, we also process your data beyond the application process and the fulfillment of legal obligations to protect our legitimate interests or the interests of third parties; this is done on the basis of Article 6 (1) f) GDPR. Our legitimate interests include, for example

  • Group-wide processes for the internal management of application data
  • the assertion of legal claims and the defense in legal disputes;
  • the prevention and investigation of criminal offences such as so-called “application fraud”;
  • ensuring the security of the IT systems we use;
  • the further development, expansion and administration of the IT systems we use, including test operation;
  • the management and further development of our business activities, including risk management

Insofar as the application data contains special types of personal data (such as health data, religious data and data on your racial and ethnic origin), we process these for our own applications for the purposes of our obligations under labor law and social security law to the extent provided for by law; this is done on the basis of Article 9 (2) b) GDPR; otherwise on behalf of the respective Stern-Wywiol Gruppe employer.

If we give you the opportunity to give your consent during the application process (e.g. in connection with applicant pools), we process the personal data covered by the consent exclusively for the purposes stated in the consent. This is done on the basis of Article 6 (1)a) GDPR. If the consent relates to the processing of special categories of personal data (such as health data), the processing is carried out on the basis of Article 9 (2) a) GDPR.

Please note that

  • the granting of consent is always voluntary and neither the granting nor the subsequent withdrawal of consent has negative consequences for the implementation of your application process;
  • that the refusal to give consent or its subsequent revocation may nevertheless have consequences if we are then no longer able to carry out certain data processing operations; we will inform you of these consequences before giving your consent, and
  • that you can revoke any consent you have given at any time with effect for the future, e.g. by notifying us (or the Stern-Wywiol Group company(s) named in the consent;
  • we may also be entitled to continue the relevant processing – possibly to a reduced extent – on the basis of legal permission even in the event of the withdrawal of consent.

 

E. Who receives your personal data?

Your personal data is generally processed within the Stern-Wywiol-Gruppe. Depending on the type of personal data, only certain departments / organizational units have access to your personal data. These include in particular the employees of the Stern-Wywiol-Gruppe who are involved in the application process.

We also transmit your application data to the Stern-Wywiol-Gruppe employer(s), who must have knowledge of the application data in order to carry out the further application process.

A role and authorization concept limits access within our company to the functions and scope required for the respective purpose of processing.

In addition, we may also transmit application data to other third parties outside our company to the extent legally permissible. These external recipients include, in particular

  • the service providers commissioned by us in connection with the application process, who provide services for us on a separate contractual basis, which may also include the processing of personal data, as well as the subcontractors of our service providers engaged with our consent, and
  • non-public and public bodies, insofar as we are obliged to transmit your personal data due to legal obligations.

 

F. Is personal data transferred to recipients outside the EU/EEA?

Due to the global structure of the Stern-Wywiol-Gruppe, personal data may also be transferred to recipients in so-called “third countries”. “Third countries” are countries outside the European Union or the Agreement on the European Economic Area in which a level of data protection comparable to that in the European Union cannot simply be assumed.

However, before such a transfer, we always check whether it is already permitted on the basis of a legal provision (e.g. on the basis of Article 49 GDPR). In addition, before such a transfer, we ensure that the required adequate level of data protection is guaranteed in the respective third country or at the recipient in the third country. This may result in particular from a so-called “adequacy decision” of the European Commission, which determines an adequate level of data protection for a specific third country as a whole. Alternatively, we can also base the transfer of data on the so-called “EU standard contractual clauses” agreed with a recipient.

We will be happy to provide you with further information on the suitable and appropriate guarantees for compliance with an appropriate level of data protection on request.

 

G. Storage period

We generally store your personal data for as long as we have a legitimate interest in storing it and your interests in not continuing to store it, do not outweigh this.

As a rule, your application data will be stored at least until the end of the application process. In the event of a rejection, the data will be stored beyond this for a period of six months or in accordance with the prescribed periods in the country of the respective Stern-Wywiol-Gruppe employer after receipt of the rejection letter.

 

H. Your rights

As a data subject, you have the right to

  • to inform about the personal data stored about you, Article 15 GDPR;
  • to rectification of inaccurate or incomplete data, Article 16 GDPR;
  • to erase of personal data, Article 17 GDPR;
  • to restriction of processing, Article 18 GDPR;
  • to data portability, Article 20 GDPR, and
  • to object to the processing of personal data concerning you, Article 21 GDPR.

 

To exercise these rights, you can contact us at any time – e.g. via one of the contact channels listed at the beginning of this data protection information.

If you have any questions about the processing of your data, you can also contact our data protection officer.

You are also entitled to lodge a complaint with a competent data protection supervisory authority, Article 77 GDPR.

 

I. Who can I contact if I have questions?

If you have any questions about your rights, the quickest way to reach us is via data@stern-wywiol-gruppe.de .

The contact details of the Stern-Wywiol Group can be found at the beginning of this privacy statement.

We will provide you with the contact details of the respective Stern-Wywiol Group employer(s) in the course of the application process.