Processing of (personal) data by the entity in charge of the online application process

Information on the processing of your application data

We provide you with this privacy policy, which relates exclusively to the data collected as part of the online application process, to inform you about how we handle your personal data col-lected as part of the application process.

Your personal data will be processed as part of the application process by Real Garant Versi-cherung AG/Real Garant GmbH Garantiesysteme, a subsidiary of Zurich Group Germany (ZGD), and the rights to which you are entitled under data protection law.

Who is responsible for data processing and who is the data protection officer?

Real Garant Versicherung AG/Real Garant GmbH Guarantee systems
Marie-Curie-Str. 3
73770 Denkendorf
Phone: 0711/ 490 63-0
E-mail: dataprotection@realgarant.com

You can reach our data protection officer at the following address:
Zurich Group Germany
Group Data Protection 50427 Cologne
E-mail: dataprotection@realgarant.com

What categories of data do we use and where do they come from?
As part of our application process, we collect and process different categories of personal data. This information is necessary to handle your application and to conduct the selection process properly. The data either comes directly from you, from publicly accessible sources, or from third parties such as recruitment agencies.

We collect and process personal data that you provide to us during the application process via various channels, especially by email or through our web form, or that we lawfully obtain from publicly accessible sources such as professional networks like LinkedIn or Xing, as well as from third parties such as recruitment agencies, headhunters, or individuals who recommend you.

By submitting your application, you express your interest in taking up employment with us. In this context, we particularly collect the following personal data: your master data (such as first name, last name, name additions, nationality, and date of birth), contact details (such as private address, [mobile] phone number, email address), as well as data related to the entire application process, including cover letters, CVs, certificates, questionnaires, interviews, qualifications, and previous employment. If you voluntarily disclose special categories of personal data (such as health data, religious affiliation, or degree of disability) in your application letter or during the process, we only process these with your consent or on the basis of legal permission.

For what purposes and on what legal basis is data processed?
We process your personal data in compliance with the provisions of the EU General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and all other relevant laws (e.g. BetrVG, ArbZG, etc.).

The primary purpose of data processing is to carry out and process the application procedure and to assess the extent to which you are suitable for the position in question. The processing of your applicant data is necessary in order to be able to decide on the establishment of an employment relationship. The primary legal basis for this is Art. 6 para. 1 b) GDPR in conjunc-tion with Art. 26 para. 1 BDSG. § Section 26 (1) BDSG.

Personal data is stored exclusively for the purpose of filling the vacant position for which you have applied.

Your data will be stored for a period of 6 months after the end of the application process. This is usually done to fulfil legal obligations or to defend against any claims arising from legal reg-ulations. We are then obliged to delete or anonymise your data. In this case, the data will only be available to us as so-called metadata without direct personal reference for statistical anal-yses (e.g. proportion of women or men in applications, number of applications per period, etc.).
In addition, we reserve the right to store your data for inclusion in our "talent pool" for 12 months after the end of the application process in order to identify any other interesting po-sitions for you. This also applies, for example, to applications for an apprenticeship or intern-ship. By accepting the privacy policy, you consent to any further storage of your data and inclusion in our "talent pool".

If you receive an offer of employment with us during the application process and accept it, we will store the personal data collected during the application process for at least the duration of the employment relationship.

We also process your data in order to fulfil our legal obligations as an employer, particularly in the area of tax and social security law. This is done on the basis of Art. 6 para. 1 c) GDPR in conjunction with. § 26 BDSG.

Where necessary, we also process your data on the basis of Art. 6 para. 1 f) GDPR in order to protect our legitimate interests or those of third parties (e.g. authorities).

In addition, the European anti-terrorism regulations 2580/2001 and 881/2002 require us to check your data against the so-called "EU terror lists" to ensure that no funds or other eco-nomic resources are made available for terrorist purposes in the future.

The processing of special categories of personal data (e.g. health data) is based on your con-sent in accordance with Art. 9 para. 2 a) GDPR in conjunction with Section 26 para. 2 BDSG. § Section 26 (2) BDSG, unless statutory authorisations such as Art. 9 (2) b) in conjunction with Section 26 (3) BDSG are relevant. § 26 para. 3 BDSG are relevant.

Your applicant data will be treated confidentially at all times. Should we wish to process your personal data for a purpose not mentioned above, we will inform you in advance.

Who receives your data?
Only authorised employees from the HR department or employees involved in the application process have access to your data. Within our company, only those persons and departments (e.g. specialist department, HR department, works council, representative body for severely disabled employees) who require your personal data for the recruitment decision and to fulfil our (pre-)contractual and legal obligations will receive it.

In addition, we may transfer your personal data to other recipients outside the company if this is necessary to establish the employment relationship. The data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers personnel administration and applicant manage-ment software (https://www.personio.de/impressum/). Personio is our processor in this con-text in accordance with Art. 28 GDPR. The basis for the processing is an order processing contract between us as the controller and Personio.

What data protection rights can you assert as a data subject?
You can request information about the personal data stored about you at the above address in section 2. In addition, under certain conditions, you can request the rectification or erasure of your data. You may also have the right to restrict the processing of your data and the right to receive the data you have provided in a structured, commonly used and machine-readable format.

Right of objection
If we process your data to protect legitimate interests, you can object to this processing on grounds relating to your particular situation. We will then no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or the processing serves the establishment, exercise or defence of legal claims.

Where can you complain?
You have the option of lodging a complaint with the above-mentioned data protection officer or with a data protection supervisory authority. The state data protection authority responsible for Real Garant is the State Commissioner for Data Protection and Freedom of Information in
Baden-Württemberg, Königstrasse 10 a, 70173 Stuttgart (www.baden-wuerttemberg.datenschutz.de).

Will your data be transferred to a third country?
If we transfer personal data to service providers or group companies in Switzerland or other countries outside the European Economic Area (EEA), the transfer will only take place if the third country has been confirmed by the EU Commission as having an adequate level of data protection or if other appropriate data protection guarantees (e.g. binding internal data pro-tection regulations or EU standard contractual clauses) are in place.

Are you obliged to provide your data?
As part of your application, you must provide the personal data required for the application process and the assessment of suitability. Without this data, we will not be able to carry out the application process and make a decision on the establishment of an employment relation-ship.

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.