Compliance with statutory data protection stipulations is extremely important for our company. Below, we would like to inform you about how your personal data is processed within the context of the application process and any employment relationship that may arise from it.
1.1 These notes on data protection apply to application processes carried out by Insiders Technologies GmbH.
1.2 The body responsible as per the EU General Data Protection Regulation (GDPR) is
Insiders Technologies GmbH
Brüsseler Straße 1
2. Personal data
Personal data is all information relating to an identified or identifiable natural person. The most basic piece of personal data is your name. However, your gender, your date of birth, your address, your e-mail address and data on your training, your qualifications and your career, for example, are also deemed personal data. In contrast, non-personal data is data with which it is impossible to determine your actual identity or with which a great deal of work would be needed to do this. This includes, for example, the aforementioned information if we receive it in anonymous form or under a pseudonym and we thus cannot match it to any natural person.
3. Collection and providing personal data
3.1 When you apply for a job vacancy we have advertised or if you submit an unsolicited application, we collect the following personal data (hereinafter referred to together as "applicant data") from you.
- Title, first name, last name
- E-mail address
- Telephone number (landline, cell phone)
- Job vacancy that you are applying for
- Company currently employed at
- Current position in the company
- Notice period
- Earliest start date
- Salary expectations
- Other contact and application data and documentation that you provide us with voluntarily (e.g. CV, reports, qualifications, references)
3.2 If your application is successful we will collect the following additional applicant data from you in order to prepare for and carry out the recruitment process.
- Date of birth, place of birth, name at birth
- Photo for the employee gallery on our company premises and in the intranet
- Bank details
- Payroll tax ID number
- Pension fund number
- Health insurance company
- Highest school/higher education qualification
- Declaration confirming non-affiliation with Scientology
- Faith if relevant
- Driving license if relevant
- Confirmation of university enrollment if relevant
- Residence permit if relevant
3.3 Providing applicant data is not stipulated either by law or contractually. It is nevertheless necessary for carrying out the application process and, in the case of recruitment, as the basis of and for conducting the employment relationship with you. If you do not provide us with the data you cannot apply to work for us and cannot enter into an employment relationship with us.
4. Processing your applicant data
4.1 We process the applicant data provided by you and collected by us for the sole purposes of processing your application and keeping in contact with you during the application process. If we have received your applicant data for the sole purpose of carrying out the application process we do not use this personal data for any other purpose. Except for cases in which we are legally bound to do so, we do not pass on your applicant data to third parties in this case.
4.2 If you application is successful and you enter into an employment relationship with us we process your applicant data, which then becomes employee data, for the purpose of conducting the employment relationship. We transfer your employee data to your HR file and store it there. We pass on payment-related employee data (especially bank details, tax ID, social insurance number, tax bracket, marital status, faith if relevant, health insurance company) to the accounting department for payment of the remuneration and for payment of taxes and social insurance contributions.
4.3 The applicant data provided by you or collected by us is not used for automated decision-making.
5. Recipients of the data and involvement of third parties
5.1 The recipients of your personal data are the HR department, the specialist department, financial accounting, social insurance agencies, the tax office, recipients of church tax if relevant and our bank. The data is only passed on to the appropriate recipients within the scope needed for the specific processing tasks.
5.2 Furthermore, we commission various service providers to assist us with carrying out our corporate processes. In addition to IT service providers (e.g. for hardware, software, data storage services), this also includes lawyers, tax consultants and accountants. When service providers such as this work for us, they may be recipients of your personal data and therefore have access to it. However, these service providers are then also contractually bound to comply with the data protection stipulations via a data processing agreement or are legally bound to confidentiality as a body sworn to professional secrecy. The statutory data protection stipulations also apply to our service providers in all cases.
6. Storing and deleting your data
6.1 If your application is successful and you enter into an employment relationship with us we open an HR file about you and save your personal data in it. The data is stored and processed in other ways during the period in which you are employed by the company. As soon as we are sure that we no longer need particular pieces of personal data and also do not need to archive them, the data no longer needed is deleted.
6.2 If you are rejected we delete your applicant data six (6) months after sending you the rejection, unless we are legally bound to keep the data for a longer period, you agree to the data being stored for a longer period (we will ask you for this permission separately) or we still need your data to conduct or process an existing contractual relationship or for verification purposes. In a case such as this, we delete the relevant data after the statutory storage period has expired (especially statutory commercial, fiscal and social insurance storage periods) or after expiry of the period agreed with you in the context of the permission given, or as soon as we no longer need the data to conduct or process an existing contractual relationship or for verification purposes.
6.3 When you withdraw from the employment relationship, we delete your personal data six (6) years after the employment relationship has ended, as long as a longer storage period is not required for one of the reasons listed in Point 6.2. In the case of a longer storage period such as this, we delete the relevant data as soon as the reason for the longer storage period ceases to apply.
6.4 In back-ups, that we create regularly, it is often impossible to delete individual data records for technical reasons. It may therefore be the case that your data, that we have deleted elsewhere, is stored in back-ups for up to ten (10) years.
7. Legal basis
7.1 In the context of your application process, data processing is required to carry out pre-contractual measures related to possible recruitment with us and is therefore permitted in accordance with Article 6 Paragraph 1 Item b) GDPR as well as Section 26 German Federal Data Protection Act (BDSG).
7.2 In the event of recruitment, data processing is required to conduct the employment relationship with you as an employee and is therefore permitted in accordance with Article 6 Paragraph 1 Item b) GDPR as well as Section 26 BDSG.
8. Right to information, correction, deletion, restricted processing, objection and data transferability
Within the framework of the statutory stipulations, you have the right to obtain information from us about your personal data processed by us, as well as to assert the right to correction, deletion, restricted processing, objection to processing as well as to data transferability. Information on the precise prerequisites needed for you to be entitled to the aforementioned rights can be found in Articles 15 to 21 GDPR as well as Sections 34, 35 and 37 BDSG. If you want to exercise one or more of the aforementioned rights please contact the HR department or the contact person named in Point 10.
9. Right of complaint
Within the framework of the statutory stipulations, you have the right to contact the supervisory body responsible in the event of a complaint related to data protection. The "Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz" [Rhineland-Palatinate state officer for data protection and freedom of information], who you can contact together with the supervisory body via https://www.datenschutz.rlp.de, is responsible for us.
10. Data protection contact data
Our Data Protection Officer is available to answer any questions in connection with and related to our data protection and concerning your data stored by our company.
Attorney at Law
C/O Insiders Technologies GmbH
Brüsseler Straße 1
Tel.: +49 (0) 631 303-1700
Fax: +49 (0) 631 303-1711