in accordance with Article 13 GDPR
We are pleased that you are interested in us and that you have applied or are applying for a job at HIWIN. This data protection policy informs you about how HIWIN processes your personal data when you apply for a job advertised by us or send us an unsolicited application.
This information also explains your privacy rights, including the right to object to some of the processing performed by HIWIN. For more information about your rights and how you can exercise them, see the section titled “What are my rights in connection with my personal data?” This data protection statement extends our general data protection statement, which provides concrete information about how we process your personal data when you visit our website and other topics unrelated to the application process.
1. Controller and data protection officer
The controller (hereinafter simply referred to as the "company") responsible for processing your personal data when you apply to any of our companies is:
Phone: 0781 93278 0
If you have any questions about this privacy statement or wish to contact us for any reason in connection with the processing of your personal data, please contact our Human Resources Department at email@example.com or our data protection officer. You can reach the data protection officer by post at:
Tel: 0781 932 78 0
2. Which of your information and personal data do we process?
HIWIN collects and processes all data that you make available to us through your application, whether on paper or in digital form (hereinafter referred to as "application data"). This includes:
- your contact details, such as your name, address, telephone number and email address;
- your application documents, such as your curriculum vitae, cover letter, professional experience and previous gainful employment;
- information about your professional experience and skills, such as language skills, performance reviews, educational credentials and certificates;
- your photo, if voluntarily included with your application;
- our notes from interviews with you and, if applicable, video interviews;
- your salary requirements, the type of employment you are looking for and your dates of availability;
- in exceptional cases, your identification documents.
This also applies to any other data you provide to us, including any correspondence during the application process. Additionally, we may collect, store and process certain special categories of personal data, such as health data, if you disclose these data to us.
We may also obtain the above data about you from other sources. This includes, for example, personnel service providers, any references that you submit to us, websites and other publicly available data on the internet. For example, this might include any data which you have manifestly made public yourself as part of an online profile that is not of a purely private nature. We may also receive data that you transmit to us from third-party websites, e.g. job exchanges. When collecting data from other sources, we of course always observe all applicable statutory provisions.
We look for applicants without regard to race, ethnic origin, gender, religion or beliefs, disability, age or sexual orientation. We do not require any information from you that contravenes the General Equal Treatment Act (AGG) under German law or any other national or international equal treatment legislation. Please do not give us any confidential internal information or trade secrets belonging to your former or current employer.
If you are not yet of legal age and have sent us an application, we assume that you have done so with the full consent of your legal guardian. If this is not the case, please inform us immediately.
In principle, the provision of your personal data as part of the application process is voluntary. However, these personal data are necessary to process your application or conclude an employment contract with us. This means that if you do not provide personal data in your application, we cannot enter into an employment relationship with you.
3. What is the legal basis for processing your data?
The primary legal basis for the processing of your personal data during the application procedure is §26 BDSG-neu. When collecting data about you from other sources, if applicable, the legal basis is a legitimate interest under Article 6(1)(f) GDPR. In this case, our legitimate interest is to establish a better profile of you from information which you have manifestly chosen to make public yourself in the sense of Article 9(2)(e) GDPR.
Furthermore, we may process your personal data to the extent necessary to defend ourselves against legal claims asserted against us during the application process, in which case the legal basis is Article 6(1)(b),(f). The corresponding legitimate interest might for example be to satisfy a burden of proof on our part during proceedings relating to the General Equal Treatment Act (AGG).
If you have been accepted for a position as part of the application procedure, the data from your application and from the personnel information sheet sent to you will be transferred into your personnel file (digital and analogue). In this case, we are entitled to process the personal data previously received from you for the purposes of the employment relationship under §26(1) BDSG-neu.
If you cannot currently be offered a position but based on your profile we believe that your application might be relevant to future job advertisements, we may ask your permission to store your application data in our applicant management system for a further twelve months. This will only take place on the legal basis of your express consent under Article 6(1)(a) GDPR. In this case, your data will be deleted automatically 12 months after consent was given.
4. What is the purpose of processing your data?
The data provided by you will be processed in order to manage and examine your application and, if an employment relationship is established, to execute this employment relationship. We collect and process your personal data so that we may advertise positions and carry out the selection procedure. Processing does not take place for any other purpose.
5. Who receives your application data?
Your application data will be stored and processed by persons whom we have entrusted with the application procedures. The storage of the data is designed in such a way that only a narrow circle of specially authorised persons is entitled to access the data and any other access or other knowledge of the data is prevented by state-of-the-art technology. Your data will typically be processed in Germany.
Your application data are processed within the Human Resources Department as well as the department which is relevant to your application. Access to your personal data is always limited to the group of people who need this information to carry out their activities.
If necessary, data processing companies that provide personnel services for us may also receive personal data insofar as this is necessary for processing purposes. If so, the processing takes place according to our instructions (contract data processor). The data processing companies are contractually obliged to implement appropriate technical and organisational measures in order to protect your personal data and may only process them as contractually stipulated by us.
Personal information is also disclosed to government and/or law enforcement authorities when necessary for the purposes described above, when required by law, or when necessary to protect our legitimate interests in accordance with the applicable laws.
6. How long are the data stored?
The data of applicants will be deleted 6 months after the end of the selection procedure.
If you consent to extend the storage of your personal data, we will retain your data in our applicant management system. In this case, the data will be deleted after another 12 months.
If you applied on paper and were unsuccessful during the application process, your application documents will be destroyed in accordance with the deadlines cited above.
7. What are my rights in connection with my personal data?
You can request information about your stored personal data from the addresses listed in Section 1. In addition, subject to certain conditions, you can request the correction or deletion of your data. In some cases, you may also have the right to limit the processing of your data and the right to request a copy of any data provided by you in a structured, common and machine-readable format.
Right of objection
If we are processing your data on the basis of a legitimate interest, you can object to this processing for reasons arising from your particular situation. If you do so, we will no longer process your personal data unless we can provide compelling reasons for this processing which outweigh your interests, rights and freedoms or unless the processing serves the assertion, exercise or defence of legal claims.
If you have given consent for processing, you can revoke it at any time. If you revoke your consent to the processing of your personal data by HIWIN, this will not affect any processing that has already taken place.
You can also contact our data protection officer or a data protection authority to submit a complaint.