Applicant Privacy Notice

The protection of personal data is of particular importance. The processing of personal data is conducted in accordance with the prevailing data protection laws and the provisions outlined in this Applicant Privacy Notice. This Privacy Policy aims to provide comprehensive information regarding the processing of personal data within our company and the data protection rights and entitlements to which individuals are entitled, in accordance with Articles 13 and 14 of the European General Data Protection Regulation (EU GDPR).

1. Who is responsible for data processing, and who can you contact?

The controller is:

AKW Apparate + Verfahren GmbH
Dienhof 26
92242 Hirschau / Germany
Phone: +49(0)9622 7039-0
Fax: +49(0)9622 7039-376
E-mail: akwauv@akwauv.com

The company data protection officer is

Projekt 29 GmbH & Co. KG
Ostengasse 14
93047 Regensburg
T: 0941-2986930
M: anfrage@projekt29.de

2. What data is processed and from what sources does this data originate?

We process only personal data that is necessary for the application process or that you voluntarily provide to us. This may include:
• Contact information, e.g., title, first name, last name, address, email address, and phone number;
• Application data, e.g., position applied for, desired work locations, possible start date, and other information from the application form;
• Application documents, e.g., resume, cover letter, transcripts, certificates, proof of qualifications, and other documents you have uploaded or submitted;
• Communication data, e.g., content of emails, phone notes, and appointment arrangements during the application process;
• Technical data when using our careers page or electronic application channels, e.g., IP address, date and time of access, browser and device information, as well as log data, to the extent that this is necessary for the secure operation of the website.
• We process special categories of personal data within the meaning of Art. 9 GDPR, e.g., information regarding health, severe disability, religious affiliation, or similar sensitive information, only to the extent that you voluntarily provide it to us, it is necessary for the application process, or there is a legal basis for doing so.

3. For what purposes and on what legal basis is the data processed?

• Conducting the application process We process your data to handle your application, to communicate with you, to assess your professional and personal suitability, to conduct interviews, and to decide on the establishment of an employment relationship. The legal basis is Article 6(1)(b) of the GDPR in conjunction with Section 26(1) of the BDSG, to the extent that the processing is necessary for the decision regarding the establishment of an employment relationship.
• Legal obligations and legal defense

To the extent necessary, we process your data to fulfill legal obligations and to assert, exercise, or defend legal claims, particularly in connection with the General Equal Treatment Act (AGG).
Legal bases may include Article 6(1)(c) of the GDPR, Article 6(1)(f) of the GDPR, and Section 26 of the BDSG. Our legitimate interest lies in the proper documentation of the application process and the defense against potential claims.

• Applicant Pool and Extended Storage If no suitable position is currently available or an employment relationship is not established, we may only consider your application data for future positions and store it for a longer period if you have voluntarily consented to this.
The legal basis is Article 6(1)(a) of the GDPR. Consent is voluntary. Failure to provide consent or the withdrawal of consent will not have any negative consequences for the ongoing application process. You may withdraw your consent at any time with future effect.
• Special Categories of Personal Data To the extent that special categories of personal data are processed, this is done only on the basis of a legal authorization, in particular Article 9(2) of the GDPR in conjunction with Section 26 of the BDSG, or on the basis of your explicit consent pursuant to Article 9(2)(a) of the GDPR, provided such consent is required.

4. Who receives my data?

Within our company, only those departments that require your data for the application process will have access to it, in particular the Human Resources department as well as the relevant functional departments or decision-makers.

Data will only be disclosed to external recipients to the extent that this is necessary or legally permissible. Recipients may include:
• IT, hosting, and applicant management service providers acting as processors pursuant to Article 28 of the GDPR;
• Service providers for the technical support of the website
• Lawyers, courts, or authorities, to the extent necessary to fulfill legal obligations or for the purposes of legal action or defense.

No further disclosure to third parties will take place without your consent, unless there is a legal obligation or other legal basis.

5. How long will my data be stored?

Provided that no statutory retention obligations preclude it and we no longer require your data for the purposes mentioned above, we will delete your data. However, as long as a contractual relationship exists between us and you, the processing of the data collected for this purpose is strictly necessary.
If no employment relationship is established, applicant data will generally be deleted no later than six months after completion of the recruitment process, unless longer retention is required by law or you have consented to inclusion in our applicant pool.

6. Is personal data transferred to a third country?

We do not intend to transfer your application data to recipients in countries outside the European Union or the European Economic Area.
Should a transfer to a third country become necessary in individual cases, this will only take place in accordance with the legal requirements of Articles 44 et seq. of the GDPR, in particular based on an adequacy decision, appropriate safeguards such as EU Standard Contractual Clauses, or explicit consent.

7. What data protection rights do I have?

You have the right at any time to access, correct, delete, or restrict the processing of your stored data, the right to object to the processing, as well as the right to data portability and the right to file a complaint in accordance with the provisions of data protection law.

Right to access:
You may request information from us regarding whether and to what extent we process your data.

Right to rectification:
If we process your data that is incomplete or inaccurate, you may request that we correct or complete it at any time.

Right to erasure:
You may request that we erase your data if we are processing it unlawfully or if the processing disproportionately interferes with your legitimate interests. Please note that there may be reasons preventing immediate erasure, e.g., in the case of legally mandated retention obligations.
Regardless of whether you exercise your right to erasure, we will erase your data immediately and completely, provided that no contractual or legal retention obligations prevent this.

Right to restriction of processing:
You may request that we restrict the processing of your data if
• you contest the accuracy of the data, for a period that allows us to verify the accuracy of the data.
• the processing of the data is unlawful, but you object to erasure and instead request a restriction on the use of the data,
• we no longer need the data for the intended purpose, but you still need it to assert or defend legal claims, or
• you have objected to the processing of the data.

Right to data portability:
You may request that we provide you with the data you have provided to us in a structured, commonly used, and machine-readable format and that you may transmit this data to another controller without hindrance from us, provided that
• we process this data based on your revocable consent or to fulfill a contract between us, and
• this processing is carried out using automated means.
If technically feasible, you may request that we directly transfer your data to another controller.

Right to object:
If we process your data based on a legitimate interest, you may object to this data processing at any time; this would also apply to profiling based on these provisions. We will then no longer process your data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing serves to assert, exercise, or defend legal claims. You may object to the processing of your data for direct marketing purposes at any time without providing a reason.

Right to lodge a complaint:
If you believe that we are violating German or European data protection law in the processing of your data, we ask that you contact us so that we can clarify any questions. You also have the right, of course, to contact the supervisory authority responsible for you, the respective State Office for Data Protection Supervision.
If you wish to exercise any of the rights with us, please contact our Data Protection Officer. In case of doubt, we may request additional information to verify your identity.

8. Am I required to provide data?

The provision of the personal data required for the application process is necessary in order to assess your application and make a decision regarding the establishment of an employment relationship. If you do not provide the required information, we may not be able to consider your application or complete the recruitment process.