Data Protection Information for Applicants (m/f/d) in Accordance with Art. 13 and 14 GDPR
Thank you for your interest in the position we have advertised or in our company.
The protection and confidential handling of your personal data during the application process is a high priority for us and for the company acting on our behalf, BITE GmbH and Zeeg GmbH, with whom we have concluded a contract processing agreement. In the following, we explain which data we collect during the application process and how it is further processed. In addition, this compilation contains further data protection information on so-called data subject rights in accordance with the provisions of the General Data Protection Regulation (GDPR). For further information on the storage of data when visiting our websites, in particular with regard to technical usage data, please refer to our general privacy policy.
1. Designation of the Processing Activity
Collection and processing of personal data in connection with personnel selection procedures.
2. Name and Contact Details of the Controller within the Meaning of Art. 4 No. 7 GDPR
The controller responsible for the processing is the:
Nidec SYS GmbH
Josef-Buchinger-Str. 8
94481 Grafenau
Phone: +49 (0) 8552/9639-0
Fax: +49 (0) 8552/9639-60
E-mail: info@nidecsys.com
Website: www.nidecsys.com
3. Contact Details of the Data Protection Officer
We have appointed a data protection officer for our company.
aigner business solutions GmbH
Ramona Höfler
Goldener Steig 42
94116 Hutthurm
Phone: +49 8505 91927-11
E-mail: ramona.hoefler@aigner-business-solutions.com
Website: https://www.aigner-business-solutions.com
4. Purposes and legal bases of the processing of personal data
Your data is required for the personnel selection process. Applicant management software is used to support this, although decisions are not based exclusively on automated principles. Specifically, we first store the data provided to us. On the basis of this information, we check whether an invitation to an interview can be considered as part of the selection process. If you are fundamentally suitable, we collect further personal data that is essential for the selection decision. If you are considered for employment, we will inform you of this additional data to be collected.
4.1 Applying for a specific job description
- (a) We publish job advertisements on our homepage and on various job portals. If you are interested in such a job offer, you can apply to us for this specific offer. Your application data will then only be used for the application process for this specific position and processed in accordance with
Art. 6 (1) (b) GDPR. If your application is not successful, your data will be deleted 4 months after the end of the application process. - (b) In our application portal, we offer you the option of storing your application data in our applicant pool for a maximum of 12 months. This includes the storage of your data for a maximum period of 12 months and the use of your data by us for the purposes of the application process. Your data will only be stored with your express consent. If you decide to be included in the applicant pool, your data will be processed on the basis of your consent in accordance with Art. 6 (1) (a) GDPR in the manner described here.
You have the right to withdraw your consent to the storage of your data at any time.
Withdrawing your consent has no negative impact on the application process for a specific position. After you withdraw your consent or after 12 months, your data will no longer be used in the application process and will be deleted from our applicant pool.
4.2 Unsolicited application
- (a) You have the option of sending in an unsolicited application without reference to a specific job advertisement. These applications are also checked and go through the application process. Your application data will then only be used for the application process and processed in accordance with Art. 6 (1) (b) GDPR. If your application is not successful, your data will be deleted 4 months after the end of the application process.
- (b) We also offer you the opportunity to store your application data in our applicant pool for two years in the event of an unsolicited application. This includes the storage of your data for a maximum period of 12 months and the use of your data by us for the purposes of the application process. Your data will only be stored with your express consent. If you decide to be included in the applicant pool, your data will be processed on the basis of your consent in accordance with Art. 6 (1) (a) GDPR in the manner described here. You have the right to withdraw your consent at any time. Withdrawing your consent has no negative consequences. After you withdraw your consent, your data will no longer be used as part of the application process and will be deleted from our applicant pool.
Your personal data is processed on the following legal bases:
– Art. 6 (1) b) GDPR (initiation of a contractual or employment relationship)
- i. in conjunction with Art. 9 (2) (b) and (h) GDPR, Art. 8 (1) (Conditions for the consent of a minor in relation to information society services)
– Art. 6 (1) a GDPR and Art. 7 GDPR (voluntary consent)
– Art. 88 GDPR (data processing in the employment context)
4.3 Application via the appointment scheduling tool on our website
On our website, we also offer you the option of making an appointment directly with one of our employees. If you use this tool, further information will be collected from you. This includes the date and time of the desired appointment.
To provide this service on our website, we use a service from Zeeg
You can make appointments with us on our website. We use the “Zeeg” tool to book appointments. The provider is Zeeg GmbH Friedrichstr.114A, 10117 Berlin, Germany (hereinafter “Zeeg”).
To book an appointment, enter the requested data and the desired date in the form provided. The data entered will be used for the planning, execution and, if necessary, follow-up of the appointment. The appointment data is stored for us on the Zeeg servers, whose privacy policy you can view here: https://zeeg.me/de/legal/privacy
The data you enter will remain with us until you ask us to delete it, revoke your consent to storage or the purpose for data storage no longer applies. Mandatory statutory provisions – in particular retention periods – remain unaffected.
The legal basis for data processing is Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in making appointments with applicants, interested parties and customers as uncomplicated as possible.
Data processing Agreement
We have concluded a data processing agreement (DPA) for the use of the above-mentioned service. This is a contract prescribed by data protection law, which ensures that it processes the personal data of our website visitors only in accordance with our instructions and in compliance with the GDPR.
5. Categories of personal data that are processed
– First name and surname,
– Name, date and place of birth,
– Nationality
– Contact details (address, telephone number, e-mail address, if provided voluntarily)
– Information on family circumstances (marital status, spouse, children, if provided voluntarily)
– Photograph, if applicable, provided voluntarily)
– Educational and professional background including qualifications and references, external training and further training, studies
– Further information to be collected in the course of the selection procedure (see section 4)
6. Categories of recipients of the personal data
Your data will be passed on to the extent necessary to carry out the personnel selection procedure:
– internal administrative departments or persons, insofar as they are involved in the recruitment process
– Staff representatives (staff council), insofar as corresponding participation rights exist
– BITE GmbH, Magirus-Deutz-Str. 12, 89077 Ulm, Germany, phone: 0731/14 11 50-0,
e-mail: datenschutz@b-ite.de
– Zeeg GmbH, Friedrichstr.114A, 10117 Berlin, Germany, e-mail: datenschutz@zeeg.me
– Data may be passed on by our company to fulfill legal obligations in accordance with Art. 6 (1) (c) GDPR (e.g. to authorities, police, etc.). In addition, on the basis of our legitimate interest pursuant to Art. 6 (1) (f) GDPR, e.g. to lawyers, tax consultants, authorities, etc.
Further data transfers – including to third parties for advertising purposes – do not take place.
7. Transfer of personal data to a third country
Personal data is generally not transferred to a third country. Should this nevertheless be the case, the data transfer is regulated on the basis of an adequacy decision; by consent, binding corporate rules or concluded EU standard data protection clauses.
8. Duration of the storage of personal data
– We store your personal data obtained as part of the personnel selection process for at least four months.
– If your application is unsuccessful or is withdrawn, we will also destroy or delete the data you have submitted after six to four months have elapsed since the rejection. The retention or storage of the data is necessary within the aforementioned time limits in the event of any legal action.
If you give your consent to be included in an applicant pool, we will store your data for a maximum of 12 months.
If you are hired, you will be informed separately about the regulations then applicable to the handling of your personal data (see section 4).
9. Rights of data subjects
You have the following rights under the General Data Protection Regulation:
Right to Information
In accordance with Art. 15 GDPR, you have the right to request information from the controller as to whether personal data concerning you is being processed.
For this purpose, the responsible legal person shall provide an overview of the processing purposes, the categories of personal data processed, the respective recipients or categories of recipients and a copy of the stored data.
Rights to rectification, erasure and restriction of processing
In accordance with Art. 16 GDPR, you have the right to obtain without undue delay the rectification of inaccurate personal data concerning you. Taking into account the purposes of the processing, you also have the right to request the completion of incomplete personal data.
In accordance with Art. 17 GDPR, you have the right to demand from the responsible legal person that personal data concerning you be deleted immediately, provided that there is no other legal requirement to the contrary.
In accordance with Art. 18 GDPR, you have the right to request the restriction of processing if:
- you dispute the accuracy of your personal data,
- the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead,
- the controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defense of legal claims
- you object to the processing in accordance with Art. 21 GDPR.
Right of withdrawal
You have the right to withdraw your consent in whole or in part at any time with effect for the future. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal. However, if you withdraw your consent, your application can no longer be considered or can no longer be considered to the same extent. No further recruitment activities will take place after you withdraw your consent. However, an obligation to continue storing your data may arise from statutory retention obligations.
Right of objection
You have the right to object at any time to the processing of your personal data based on the legitimate interest of Nidec SYS GmbH pursuant to Art. 6 (1) (f) GDPR. The responsible legal entity will then no longer process the personal data unless it can demonstrate compelling legitimate grounds that outweigh the interests, rights and freedoms of the data subject.
Right of appeal
You have the right to lodge a complaint with the competent supervisory authority if you are of the opinion that the processing of personal data concerning you violates the statutory provisions. The supervisory authority responsible for the responsible legal entity is the Bavarian State Office for Data Protection Supervision.
10. Obligation to provide personal data
You are under no legal or contractual obligation to provide us with your data. However, the transmission of your data is necessary in order to be considered for a vacant position.
There is no obligation to grant permission for permanent storage. Without this consent, however, we cannot consider your data beyond the application process for a specific position.
11. Status of the data protection information
Constant development makes it necessary to adapt our data protection principles from time to time. We reserve the right to make corresponding changes at any time.
Status: 09/2024