Data protection information for applications

This data protection information informs you about the processing of your applicant data by us and our various locations.

Summary:

• We use your data exclusively for the purpose of your application.
• During the application process, there are clear rights of access: only the person responsible and the decision-makers regarding recruitment will see your application documents.
• Your application will only be passed on, e.g. for other vacancies in our company, with your consent.
• Inclusion in our applicant pool for future vacancies will also only take place with your consent.
• If you are not hired, we will delete your data after six months.
• If you are hired, we will transfer the relevant data to your personnel file.

According to Art. 4 No. 1 GDPR, your personal data includes all information that relates or can be related to your person, in particular by means of assignment to an identifier such as a name or an applicant number with which your person can be identified within the company.

Your application provides us with information (both in paper and digital form). This is the data that you provide to us in the course of your application. This is all the data you send us, for example

• Name
• Address
• Date of birth
• Place of birth
• Details of school and vocational education, further education and training and qualifications
• Certificates

Unless otherwise contractually agreed, the controller for the collection, processing and use of your personal data is

BHS-Sonthofen GmbH & BHS Control System GmbH & Co. KG
An der Eisenschmelze 47
87527 Sonthofen
(Germany)

Applicant data is managed by BHS-Sonthofen GmbH. The applicant data is stored and processed in personnel data processing systems or in our applicant system. The technical installation is designed in such a way that only a narrowly defined group of specially authorised persons is authorised to access the data and any other access or other knowledge of the data is excluded according to the state of the art.

We use the service provider softgarden e-recruiting GmbH, Tauentzienstr. 14, 10789 Berlin, Germany, to whom the data is forwarded when the data is accessed and entered on the site. We have concluded an order processing contract with the provider.

We collect, process and use your personal data exclusively for the purposes of your application (= initiation of an employment relationship).

Your data will only be processed for purposes other than those mentioned if such processing is permitted under Art. 6 (4) GDPR and is compatible with the original purposes.

We will inform you about this processing before processing your data in this way.

Your data is required for the implementation of pre-contractual measures (Art. 6 para. 1 lit. b GDPR). This means that we need and therefore process your data for the purpose of a possible recruitment.

Your personal data may also be processed on the basis of applicable laws (Art. 6 para. 1 lit c GDPR).

In individual cases, we may obtain your consent to the processing or transfer of your data. This may be the case, for example, if your application is kept for a longer period of time or if your application is considered for another position within our company. In these cases, your consent is voluntary and can be revoked by you at any time in the future.

Your data will not be transmitted to external organisations.

The data is managed centrally at BHS-Sonthofen GmbH. The HR department therefore also has access to the data there.

No data is transferred to a third country or an international organisation without a legal basis.

By using Microsoft 365, we cannot rule out the possibility that data may be transferred to a third country (despite the servers being located in Germany).

The following applies to data transfers to the USA: Since July 2023, there has been an adequacy decision by the EU Commission (Data Privacy Framework), which identifies the USA as a third country with a level of data protection comparable to that of the EU. The adequacy decision can now serve as the basis for data transfers to certified organisations in the USA.

According to the list of certified organisations published by the US Department of Commerce, Microsoft Corporation is listed as a certified organisation.

Your personal data will only be stored for as long as knowledge of the data is required for the purposes of the employment relationship or the purposes for which it was collected, or for as long as statutory or contractual retention requirements exist.

If a contractual relationship does not materialise, we will retain your application data for 6 months for the purposes of AGG verifiability.

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

You have a right to information about the personal data stored about you, about the purposes of processing, about any transfers to other bodies and about the duration of storage.

You can also receive extracts or copies in order to exercise your right to information. If data is incorrect or no longer required for the purposes for which it was collected, you can request that it be corrected, deleted or processing restricted. Where provided for in the processing procedures, you can also view your data yourself and correct it if necessary.

If your particular personal situation gives rise to reasons against the processing of your personal data, you can object to the processing if the processing is based on a legitimate interest. In such a case, we will only process your data if there are special compelling interests in doing so.

If you have any questions about your rights and how to exercise them, please contact the HR department or the data protection officer.

If the processing is based on consent, you have the option at any time to revoke the use of your data for internal purposes with effect for the future. All you need to do is send an corresponding e-mail to datenschutz@bhs-sonthofen.com. Of course, you also have the option of sending your cancellation in writing by post to one of the addresses provided by the controller or directly via the settings in the applicant portal.

If you have any concerns or questions about the processing of your personal data and information, you can contact the HR department. You can also contact the Data Protection Officer or a data protection supervisory authority using the contact details below.

Our data protection officer:

Datenschutzkanzlei Lenz GmbH & Co. KG
Mr. Sven Lenz
Bahnhofstraße 50
87435 Kempten
(Germany)

Telephone: +49 831 930653-00

If you have any questions about data protection or other data protection concerns, you are welcome to send an email to the following email address: datenschutz@bhs-sonthofen.com

You have the right to lodge a complaint with the competent supervisory authority for data protection if you believe that your personal data is being processed unlawfully.

The address of the supervisory authority responsible for us is:

Bavarian State Office for Data Protection Supervision (BayLDA)
Promenade 27
91522 Ansbach
(Germany)

Telephone: +49 981 53-1300
Fax: +49 981 53-981300

You can open the complaint form via the following link:www.lda.bayern.de/de/beschwerde.html

Note: A complaint can also be lodged with any data protection supervisory authority within the EU.

We reserve the right to amend our data protection information at short notice to ensure that it always complies with current legal requirements.