Data processing by Pfau-tech GmbH
The following provides information fromPfau-tech GmbH regarding data processing, for which Pfau-tech GmbH is solely responsible or responsible within the scope of shared responsibility with Manatal.
Transparency and reliable handling of your personal data is a key basis for good collaboration. We therefore tell you how we process your data, and how you can protect your rights to which you are entitled pursuant to the General Data Protection Regulation (GDPR). The following information will give you an overview of the collection and processing of your personal data in relation to execution of the application process. Please read this Privacy Policy carefully before applying to us.
1. Data protection contact
If there are any questions on data processing, please contact: %dpoEmail%
2. What is personal data?
Pursuant to Article 4 (1) GDPR, personal data is any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
3. Which data is processed?
The following data and data categories are processed to execute the application process:
- Applicant master data (first name, last name, title, e-mail address, phone number, postal address, date of birth, nationality)
- Qualification data (cover letter, motivation letter, CV, current work, specialist qualifications and skills)
- Voluntary information, such as application photo, details of any disabilities or other information that you can provide or upload voluntarily in your application
- Supplementary questions relating to the specific job ad (e.g. driving licence, nationality)
- Communication between you and us, as well as comments and assessments made relating to you in the course of the application process
- Other data/data categories, e.g. publicly accessible, job-related data such as a profile on professional social media networks like XING or LinkedIn (can be adapted by the Customer if necessary)
- Special categories of personal data: If you provide information in your application documents which contains special categories of personal data pursuant to Article 9 (1) GDPR (e.g. information which reveals your sexual orientation; information on your health; information that reveals your ethnic origin or religion), we will also process this data within the legally permitted limits only.
4. For what purpose do we process your data and on what legal basis?
Data processing for the purposes of the employment relationship
Your personal data is processed for the purposes of selecting people to fill open positions, i.e. to initiate an employment contract. The necessity and scope of the data collection is assessed according to factors such as the position to be filled. More extensive data collection may be required if the position you are applying for involves performing particularly confidential work that carries considerable personal and financial responsibility, or is linked to certain physical and health requirements. Your data can also be used to remind you to complete your application. The legal basis is Section 26 (1) Federal Data Protection Act (Bundesdatenschutzgesetz, “BDSG”).
Consent – Article 6 (1)(a) and Article 9 (2)(a) GDPR, Section 26 (2) BDSG
If you have declared that you freely consent to the processing of specific personal data, then this consent shall form the legal basis for processing of this data.
In the following cases (may have to be adapted by the Customer) we process your personal data based on consent you have granted:
- For a longer data storage period for our company, i.e. we store the application documents in our company account beyond the current application process for consultation during later application processes performed by our company.
- To be completed by the company: if necessary, further processing based on consent (e.g. forwarding documents to other Group companies/Group-wide applicant pool, sending feedback surveys). The data that you have already provided in the application process is processed.
If we base data processing on your consent, you shall have the right to withdraw your consent at any time with effect for the future. The withdrawal should be sent by e-mail to %dpoEmail%. The lawfulness of processing your data up to withdrawal of consent shall remain unaffected.
Data processing based on legitimate interest – Article 6 (1)(f) GDPR
In certain cases, we process your data to protect our legitimate interest or that of third parties. A legitimate interest shall exist, for example, if your data is required for the establishment, exercise or defence of legal claims as part of the application process (e.g. claims pursuant to the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidence purposes.
Feedback surveys
To optimise our application processes and make improvements as an employer, we provide you with an option to submit your personal feedback. To facilitate this, we will send (with prior consent – to be adapted by the Customer) a feedback survey to the e-mail address you have supplied. If you participate in the survey, Manatal (see point 5 “To whom is your data disclosed?”) will record the feedback, job title, and location of the position, as well as the job category and, if necessary, the type of job for which you have applied. This information is then sent to kununu and any other verified assessment platforms, and published there without giving your name. However, please remember that others, for example your employer, may be able to identify you based on information you provide in the published feedback.
5. To whom is your data disclosed?
Your data is mainly processed by our HR department. However, internal and external offices are sometimes involved in processing your data.
Internal offices may include divisions, departments or the works council of our company.
We use New Work SE as an external service provider. New Work SE, Strandkai 1, 20457 Hamburg operates Manatal, the online platform on and through which we bring together talent and companies. More information on Manatal is set out above.
When you apply via Manatal, your personal data is recorded directly in Manatal. If you apply by post or e-mail, we may also transfer your data into Manatal.
6. How long will your data be kept in our Manatal company account?
We store your personal data for as long as we need it to make a decision regarding your application. Even if no employment contract is concluded between us, we may still retain data if it is required to defend against possible legal claims. Your data is normally erased within %applicationDataRetentionPeriod% %applicationDataRetentionUnit% following the end of the application process for our company.
If no employment contract is concluded, but you have granted your consent to continued storage of your data (“applicant pool of %companyName%”), we store your data until your consent is withdrawn, but for no longer than %extendedDataRetentionPeriod% further %extendedDataRetentionUnit%. If specific circumstances demand it, we can also store your data for a longer period for the purposes of defending against possible legal claims.
If you withdraw your application before the end of the application process, i.e. erase your data and account, the stored data is made unavailable for the remainder of the current application process, and is erased at the end of %applicationDataRetentionPeriod% %applicationDataRetentionUnit% following the end of the application process for our company.
Unless you make further changes to your candidate profile, such as completing a current application, starting a new application, or amending the data in an existing application, your data will be erased within %applicationDataRetentionPeriod% %applicationDataRetentionUnit% following the end of the last active application process for our company.
If you are no longer using your candidate profile and have not granted consent to a longer data storage period in our applicant pool, the data will be erased within %applicationDataRetentionPeriod% %applicationDataRetentionUnit% following the end of the application process for our company.
You can create an erasure request for your candidate profile and application documents at any time. After the erasure request has been created, you will be informed of the exact erasure date, and your data will be erased according to the set terms of this Privacy Policy. (may have to be adapted by the Customer)
7. Which rights are you entitled to in relation to the processing of your data?
You can demand information on whether we have stored your personal data. If you wish, we can tell you which data this concerns, for what purpose the data is processed, to whom this data is disclosed, for how long the data is stored, and the other rights that you are entitled to in relation to this data.
Furthermore, you also have the right to rectification or erasure of your data. You can also demand that we give you or a person or company of your choice access, in a structured, commonly used, machine-readable format, to all personal data that you have provided to us.
You also have the right not to be subject to decision-making based solely on automated processing, including profiling, which produces legal effects concerning you. We do not use solely automated processing to help make decisions during the application process.
You also have the right to object at any time on grounds relating to your particular situation, to processing of personal data concerning you on the basis of Article 6 (1)(e) GDPR (data processing in the public interest) or Article 6 (1)(f) GDPR (data processing to protect a legitimate interest); this shall also apply to profiling based on this provision. In the event that you object, we shall no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or if the processing is required for the establishment, exercise or defence of legal claims.
Furthermore, you have the right to lodge a complaint with a supervisory authority for data protection.
To exercise your rights, you can send an e-mail to %dpoEmail%. We shall process your enquiries promptly and in accordance with legal requirements, and tell you which measures we have implemented or will implement.
8. Is there any obligation to provide your personal data?
The provision of personal data is neither legally nor contractually required, nor are you obliged to provide personal data. However, the provision of personal data is required for execution of the application process. This means that if you do not provide us with personal data in your application, we will not be able to perform the application process.