Information sheet on the processing of job applicant data

Who is responsible for the data processing and who is the Data Protection Officer? 

The data processing controller is  

HEITEC AG
Güterbahnhofstr. 5 
91052 Erlangen
Phone: +49 9131 877-0
Fax:      +49 9131 877-263 
www.heitec.de

Information on the Data Protection Officer 

Email: datenschutzbeauftragter@heitec.de, phone: +49 9131 877-0

What personal data do we collect and where do the personal data come from?

As part of the job application process, we process the following personal data:

• Your master data (such as first name, last name, name affixes, date of birth)
• Where applicable: work permit, residence permit 
• Contact data (such as private address, (mobile) phone number, email address), 
• Skill data (e.g. special skills and abilities)
• If relevant for the open position: health fitness

Your personal data are mainly collected directly from you as part of the recruitment process, particularly from your application documents, job interview and personal questionnaire. 

We also process personal data that we have lawfully collected from publicly accessible sources (e.g. pro-fessional networks).

For what purposes and on what legal basis are the data processed?

We process your personal data in compliance with the provisions of the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG). 
Data processing mainly serves the purpose of establishing the employment relationship. The primary legal basis for this is Art. 88 (1) GDPR in conjunction with Section 26 (1) BDSG. 

Your data are only processed for the purpose of filling the position for which you have applied. 

It may also be necessary to process health data to evaluate your employability pursuant to Art. 9 (2) (h) in conjunction with Section 22 (1) (b) BDSG.

If your application is rejected and you want to be added to our applicant pool, we will need a declaration of consent from you.

If your application is considered for other open positions in the company or group, we will need a decla-ration of consent from you.

In addition, we are obligated by the European anti-terror Regulations 2580/2001 and 881/2002 to check your data against the so-called “EU terror lists” to ensure that no funds or other economic resources are provided for terrorist purposes.

How long will your data be stored?

If you are hired, we will place your application documents in your personnel file. After the end of the employment relationship, the personal data which we are legally obligated to retain will continue to be stored. This is usually required on the basis of the legal obligations of evidence and retention specified in the German Commercial Code and the German Tax Code and other laws. The retention periods speci-fied by these laws are up to ten years. It can also happen that personal data are retained for the period of time during which claims can be asserted against us (statutory limitation periods of three or up to thir-ty years).

If your application is rejected, your application documents will be erased at the latest six months after the conclusion of the job application process unless you have granted us your consent for longer reten-tion (applicants pool).

Who receives your data?

Within our company, only those persons and offices (e.g. department, works council) that are involved in the decision on your job application receive your data.

We have outsourced the data processing for job application processes to an external service provider. We have entered into a data processing agreement with this service provider.

What rights can you exercise as the data subject?

You have the following rights based on Art. 15 – 22 GPDR:

–    Right to access (Art. 15 GDPR)
–    Right to rectification (Art. 16 GDPR)
–    Right to erasure (Art. 17 GDPR)
–    Right to restriction of processing (Art. 18 GDPR)
–    Right to object to processing (Art. 21)
–    Right to data portability (Art. 20 GDPR)

To exercise these rights, please contact:
Human Resources Department of HEITEC AG, personal@heitec.de.

Where can you lodge a complaint?

You have the option of lodging a complaint with the above-mentioned Data Protection Officer or a data protection supervisory authority. The data protection supervisory authority with jurisdiction over us is:

Bavarian State Office of Data Protection Supervision 
Promenade 18
91522 Ansbach
Phone: +49 981 1800930

Will your data be transferred to a third country?

We do not transfer your job applicant data to third countries.

Are you obligated to provide your data?

To consider your application, we need your personal data that are necessary for deciding on your appli-cation and establishing an employment relationship. 

Do we use automated individual decision making or profiling measures?

We do not use purely automated processing procedures to arrive at a decision.

You can find other information about data protection in the “Data protection” section of our website.

HEITEC AG, August 1, 2019