Processing of Personal Data During the Application Process
If you apply to us electronically, whether by e-mail or through our online application form, we process your personal data for the purpose of conducting the recruitment process and, where applicable, preparing an employment contract.
The processing of your personal data is based on Article 6(1)(b) GDPR and, where applicable, Section 26 German Federal Data Protection Act (BDSG), insofar as the processing is necessary for the decision on establishing an employment relationship.
By submitting an application through our recruitment website, you express your interest in employment opportunities with Herchenbach Industrial Building GmbH. Your personal data will be processed exclusively for recruitment-related purposes.
The following information may be collected during the application process:
- First and last name
- E-mail address
- Telephone number
- LinkedIn profile (optional)
- Information on how you became aware of the vacancy
You may also upload application documents, including but not limited to:
- Cover letter
- Curriculum vitae (CV)
- Employment references
- Certificates and qualifications
These documents may contain additional personal data, such as your address, date of birth, educational background and professional experience.
Access to your personal data is restricted to authorized HR personnel and employees involved in the recruitment process.
Retention Period
Your personal data will be stored for as long as necessary to conduct the recruitment process.
If your application is unsuccessful, we will retain your application data for a period of 90 days after the conclusion of the recruitment process. This retention period serves the purpose of complying with legal obligations and defending potential legal claims, in particular under applicable employment and anti-discrimination laws.
After the retention period has expired, your personal data will be deleted or anonymized. Where data is anonymized, it can no longer be associated with you personally and may only be used for statistical purposes, such as recruitment reporting and workforce analytics.
If you accept an offer of employment with us, the personal data collected during the application process will become part of your personnel file and will be retained in accordance with applicable legal requirements and internal retention policies.
Disclosure of Data to Third Parties
Application data transmitted through our recruitment website is encrypted using TLS technology and stored in a secure database.
For the purpose of managing applications and conducting the recruitment process, we use the recruiting software solution provided by Personio SE & Co. KG, Rundfunkplatz 4, 80335 Munich, Germany.
Personio processes personal data solely on our behalf and in accordance with our instructions. Personio acts as a data processor within the meaning of Article 28 GDPR. A Data Processing Agreement (DPA) has been concluded between Herchenbach Industrial Building GmbH and Personio in accordance with the requirements of Article 28 GDPR.
Further information on Personio's data processing activities can be found in Personio's privacy notice:
https://www.personio.com/privacy-policy/
Talent Pool
Subject to your separate and explicit consent pursuant to Article 6(1)(a) GDPR, we may retain your application documents in our Talent Pool in order to consider you for future employment opportunities within our company.
If you provide your consent, your data will be stored in the Talent Pool for a period of 12 months from the date consent is granted.
Your consent is entirely voluntary and may be withdrawn at any time with effect for the future. Withdrawal of consent shall not affect the lawfulness of processing carried out before such withdrawal.
Upon expiry of the retention period or withdrawal of your consent, your data will be deleted unless statutory retention obligations require otherwise.
Processing of (personal) data by the operator of the recruitment website
General information
This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (
https://www.personio.com/legal-notice/).
Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio.
In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.
The controller
The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact:
privacy@personio.com
Access logs (“server logs”)
Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual.
Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG.
Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web.
These access logs are stored for a period of up to 7 days. There is no right to object to this.
Error logs
So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG.
When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected.
These error logs are stored for a period of up to 7 days. There is no right to object to this.
Use of cookies
So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”).
On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR).
Period of storage: up to 1 month or until the end of the browser session
Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.
Rights of data subjects
If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR.
To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).
Concluding provisions
Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.