Data Protection Information in Accordance with Article 13 of the General Data Protection Regulation
The following information provide an overview of the processing of your personal data (hereinafter “data”) for the purpose of reviewing your application documents by the employees of our central HR department and the operational managers of the respective business units to which your application documents will be forwarded. This information will be given to you in advance by external recruiters assigned by us in the context of a possible employment relationship with you as a potential employee of the Arvato Financial Solutions Group (hereinafter “AFS”) and will be brought to your attention.
The data processing carried out by us is always in accordance with the applicable data protection law and is thus limited to the minimum required for the purposes stated here.
Who is responsible for the processing of my data at the AFS?
Responsible for the processing of your personal data for the here listed purposes is our central HR department of the Arvato Infoscore GmbH, which will forward your documents to associated companies within the meaning of §15 German Stock Corporation Act (hereinafter “AktG”) of the AFS. More information on our AFS companies can be found in the list of AFS companies involved in the process in Appendix 1.
Where reference is made to “we” or “us” hereafter, this always refers to the Arvato infoscore GmbH and/or one or all of the companies listed in Appendix 1.If you wish, more detailed information on the legal entities will be made available to you at any time.
The data protection officer responsible for the respective AFS company can be contacted at the address shown in the appendix, with the addition "To the data protection officer" or at the e-mail address given there.
For what and on what legal basis is my data processed?
The Human Resource (HR) department of the Arvato infoscore GmbH and the involved AFS companies are always searching for potential employees for the AFS. For this reason, they use the services of external recruiters to find potential candidates for a vacancy. This regularly includes an exchange of data (including first and last name, address, date of birth, application documents) about you as a potential candidate and our recruiter. This information will be forwarded to us as potential employer on the basis of your preliminary consent given to the recruiter. On this basis, our employees receive your data and process it to obtain a first assessment of you as a potential employee. Furthermore, our employees may contact you during the application process, e.g. to invite you for a job interview or an application-assessment. Your data will be regularly processed in our digital application process and, if necessary, in internal digital communication as well. More information on the data processing that will occur in the digital application process (applicant portal) can be found here: https://jobsearch.createyourowncareer.com/content/Privacy-Policy/?locale=en_US.
The legal basis for the transfer of your data to us as potential employer is your consent in accordance to Article 6 (1) lit. (a) GDPR, which you have given to our external recruiter in our favor. Data processing that takes place in our sphere to justify the employment relationship, on the other hand, are processed on the basis of Article 6 (1) lit. (b) GDPR.
Is there an obligation for me to provide the data?
The transfer of your data directly to us or via our external recruiter is voluntary, hence, you have the right to prohibit the further use of your data for the future at any time by objecting to us or to our recruiters.
Data processing that we conduct in the context of the intended justification of the employment relationship cannot be prohibited by an objection. However, if you do not agree to data processing in this respect, please inform the data protection officer responsible for the company. We will accommodate your request within the legally allowed scope.
Who will have access to my data?
Within the AFS, access to your data will be granted to those departments that need to fulfill the outlined purposes. Additionally, service providers hired by the AFS may have access to your data (so-called “Data Processors”). Data protection agreements ensure that these service providers are bound by instructions as well as the secure and confidential handling of your data. If personal data is transferred to third parties, this is done - as described - within the framework of the applicable law and the agreed contractually arrangements to maintain confidentiality with regard to your data between the company and the respective service provider.
How long will my data be stored?
Your data will be deleted immediately if the purposes for which it was collected no longer apply or if the data required for processing is no longer necessary to fulfill the purposes described here. This will not apply if the company needs to fulfill statutory retention periods (e.g. § 147 German Tax Code, § 257 German Commercial Code) or if retention is necessary for the enforcement, exercise or defense of legal claims (e.g. § 195 German Civil Code).
From which source is my data?
If we do not collect your data directly from you, your data will come from our external recruiters.
What rights do I have with regard to my data?
At any time you have the right to request information about the data we have stored about you. If data about your person is incorrect or not up to date, you will have the right to demand its correction.
Furthermore, you have the right to request the deletion or restriction of the processing of your data in accordance with Article 17 or 18 GDPR. If you have provided us with data and the processing by means of automated procedures is based on your consent or on a contract with you, you have the right to receive the data provided by you in a structured, common and machine-readable format (right to data portability).
You may object the processing of your data in accordance with Article 21 GDPR. In this case, we will no longer process your data unless we can demonstrate compelling legitimate reasons for processing that overweight your interests, rights and freedoms, as in the case of correspondence with you to assert your data subject rights.
If you would like to make use of your rights or if you generally have questions about data protection and the correspondence regarding your data subject rights, you can always contact the relevant contact persons who are listed in the Appendix.
Besides you have the option to contact the data protection authority and to submit a complaint there. You can also contact the data protection authority responsible for your place of residence, which will then forward your concern to the respective authority.
To what extent is automated decision making and profiling used?
Automated decision making and profiling based on your data is not taking place.
Date: February 2022