Data protection information in the applicant management process of the IREKS Group
For reasons of simplification and better readability, only the male text form is used in the following. Information and contents are valid for each gender.
We want you to become part of our team!
We hereby inform you about the processing of your personal data within the framework of the applicant management process of the IREKS Group. In addition, we inform you about the rights to which you are entitled according to the applicable data protection law. Personal data is any information relating to an identified or identifiable natural person, such as personal data, address data and accounting data, which is an expression of an individual's identity.
The personal data transmitted by you to us via our applicant management system will be processed by the respective companies of the IREKS Group for the purposes of application processing and with the aim of employment in one of the companies of the IREKS Group listed in Attachment 1 in the staffing process.
Staffing of the companies of the IREKS Group listed in Attachment 1 is carried out in cooperation with the staff of the Human Resources Department of IREKS GmbH, Lichtenfelser Str. 20, 95326 Kulmbach, Germany, who manages the application process for these companies, and the superiors and, if necessary, other employees involved in application management in the specialist departments of the company in which the vacancy is to be filled. These aforementioned employees can belong to different companies of the IREKS Group. Therefore, your data can be exchanged within the IREKS Group worldwide between the companies involved in the application process.
IREKS respects your privacy
The protection of your privacy when processing personal data and the security of all business data is an important issue to us, which we take into account in our business processes. We process personal data collected during your visit to our online services confidentially and only in accordance with the statutory provisions.
Data protection and information security are part of our corporate policy.
Contact information of the person in charge of data processing and the data protection officer
The person responsible for processing your data is the relevant company of the IREKS Group to which you are applying. You will find the contact details of the responsible companies of the IREKS Group as well as the name and contact details of the data protection officer in Attachment 1 at the end of the text.
To assert your rights and report data protection incidents, please use the following e-mail address: email@example.com.
Application for vacancies on our application portal
The easiest way to apply is to respond directly to a job advertisement published on our application portal. Your application will be evaluated within the framework of our internal processes.
Paper applications or applications by e-mail are entered manually in our applicant management system and the application documents are then destroyed or deleted. Before we enter your data manually, you will receive an e-mail from us asking for your consent. If you do not give us your consent within 21 days, your data will be deleted and you will no longer be considered in the selection process. We will keep you informed by e-mail about the receipt of your application and the processing status.
During the application process, you also have the option of withdrawing your application at any time.
Inclusion in the pool of applicants
As part of the application process, we offer you the opportunity to enter your data in our applicant pool in the event that we are unable to consider you when filling the position you have requested. By voluntarily consenting to the inclusion of your data in the applicant pool, you enable us to transfer your personal data to these positions in future suitable job offers. Your data will be considered for all job advertisements of the companies of the IREKS Group listed under Attachment 1 and processed according to the principles described here. If you wish us to delete your data stored in the applicant pool, a text message to the e-mail address firstname.lastname@example.org is sufficient. We will then delete your data immediately and confirm this to you in text form.
Data categories processed
The categories of personal data processed especially include:
- Master data (e.g. name, date of birth, nationality, residence)
- Documents (e.g. certificates, confirmations, curriculum vitae)
- Travel expense report (e.g. bank details)
- Communication data (e.g. e-mail, (mobile) telephone, sound or image recording)
- Log data resulting from the use of IT systems
This may comprise special categories of personal data, like health data.
Sources of personal data
As a rule, your personal data will be collected from you during the application process. In individual cases, data may be collected from other third parties, such as job agencies or from publicly accessible sources (e.g. professional networks).
Data transfer at the moment of employment
If you are employed, your data will be transferred from our applicant management system to our HR administration systems. Your data will be processed there as employee data.
Processing purposes and legal bases
We and external service providers commissioned by us process your personal data in compliance with the provisions of the EU General Data Protection Regulation (GDPR), national data protection laws and other relevant national laws. The data processing serves in particular the execution of the applicant management process for the initiation of an employment relationship with one of the companies of the IREKS Group listed in Attachment 1. The prevailing legal basis for this is article 6 I 1(b) GDPR (implementation of precontractual measures). Further legal basis:
- Article 6 I 1(a) GDPR (consent): e.g. pool of applicants within the context of the applicant management system
- Article 6 I 1(f) GDPR (“balance of interests“): e.g. personnel evaluations (statistical analyses)
Special data categories
As far as special categories of personal data according to article 9 I GDPR (e.g. health data) are processed, this will be carried out on the basis of article 9 II(b) GDPR. In addition, the data processing may be required for evaluation of your working capacity according to article 9 II(h) GDPR.
The application process for the companies of the IREKS Group listed in Attachment 1 is managed by the IREKS GmbH, Lichtenfelser Str. 20; 95326 Kulmbach, Germany. There, the employees of the Human Resources Department responsible for applicant management receive your data. Within the company of the IREKS Group where the application is made, only persons and departments involved in the application process (e.g. superiors and employees involved in the application process of the specialist department, the Human Resources Department, the employee representatives) have access to your personal data. In addition, the application data can be forwarded to another job advertisement within the IREKS Group if it fits another job. You will be informed of this by e-mail and must give your separate consent for this to be passed on.
Your personal data will generally only be transferred by all companies of the IREKS Group mentioned in Attachment 1 to other responsible persons if this is necessary for processing the application, if we or the third party have a justified interest in the transfer or if you have consented to this. Details on the legal basis can be found in the section "Processing purposes and legal bases". Third parties may also be other companies of the IREKS Group. If data is transferred to third parties on the basis of a legitimate interest, this will be explained in this data protection information. In addition, we make use of various service providers in order to, among other things, fulfil our contractual and legal obligations. A list of the contractors and service providers used can be found in the section "Contractors and service providers". In addition, we may transfer your personal data to other recipients outside the IREKS Group, insofar as this is necessary for the fulfilment of contractual and legal obligations.
Contractors and service providers (order data processors)
We have carefully selected our service providers and regularly monitor them, in particular their careful handling of personal data and the security of the data stored with them. All service providers are obliged by us to maintain confidentiality and to comply with legal requirements. Service providers may also be other companies of the IREKS Group.
The contractors and service providers employed by us within the scope of applicant management, with whom there are not only temporary business relationships, are the following companies:
Processing of personal data for video interviews
In principle, we conduct the interviews with you personally. If, however, it should be necessary to conduct a video interview in individual cases, we will resort to the relevant solutions of the DEKOM AG, Kellerbleek 3, 22529 Hamburg, Germany.
Service providers applicant management
In the application process, IREKS GmbH acts as a service provider for the companies of the IREKS Group listed in Attachment 1. These services include the implementation of the applicant management as well as the provision and administration of the applicant management system d.vinci.
Service providers applicant management system
We use the applicant management system d.vinci of HR-Systems GmbH, Nagelsweg 37-39, 20097 Hamburg, Germany (in the following d.vinci). During the application process, your data will be stored and processed on the d.vinci systems.
Transfer to recipients outside the European Economic Area
If we transfer personal data to contractors, service providers or companies of the IREKS Group 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 appropriate level of data protection or if other appropriate data protection guarantees (e.g. binding internal company data protection regulations or EU standard contract clauses) are in place.
Duration of storage and retention periods
We will delete your personal data as soon as they are no longer required for the above-mentioned purposes or there is no longer any justified interest in the storage of the data. After completion of the application process by rejection on our part or withdrawal of the application by you (hereinafter "Termination of the application process"), your personal data will be deleted as soon as we no longer need it. This is the case after six months after the respective application procedure has been completed. In addition, it may happen that personal data is stored for the period in which claims can be made against us. If your data is included in the applicant pool as a result of your consent, it will be deleted as soon as you request us to do so.
Data processing security
We take all necessary technical and organisational measures to ensure an appropriate level of protection and to protect your processed data in particular from the risks of unintentional or unlawful destruction, manipulation, loss, alteration or unauthorised disclosure or access. Our security measures are constantly improved in line with technological developments.
Rights of users
To assert your rights, please use the information in the "Contact information" section. Please make sure that we are able to uniquely identify you.
Right to information and disclosure
You have the right to receive information from us about the processing of your data. You have the right to obtain information regarding the personal information that we process from you.
Right of rectification and deletion
You can demand from us the correction of false data and - as far as the legal requirements are fulfilled - the completion or deletion of your data. This does not apply to data which is required for accounting and bookkeeping purposes or which is subject to statutory storage obligations. However, if access to such data is not required, its processing will be restricted (see below).
Restriction of processing
You can demand from us – as far as the legal requirements are fulfilled - that we restrict the processing of your data.
Objection to data processing
You also have the right to object to our data processing at any time. We will then discontinue processing your data unless we can prove - in accordance with the statutory provisions - that there are compelling grounds for further processing worthy of protection which outweigh your rights.
Objection to data processing with legal basis "legitimate interest”
In addition, you have the right to object to our data processing at any time as long as it is based on the legal basis of "legitimate interest". We will then discontinue processing your data unless we can prove - in accordance with the statutory provisions - that there are compelling grounds for further processing worthy of protection which outweigh your rights.
Revocation of consent
If you have given us permission to process your data, you can revoke this at any time with effect for the future. The lawfulness of the processing of your data until revocation remains unaffected by this.
You also have the right to receive data that you have made available to us in a structured, common and machine-readable format or - as far as technically feasible - to demand that the data be transmitted to a third party.
Right of appeal to the supervisory authority
You have the right to file a complaint with a data protection authority. You can contact the data protection authority responsible for your place of residence or federal state or the data protection authority responsible for us.
The leading data protection supervisory authority for the IREKS Group is
Bayerisches Landesamt für Datenschutzaufsicht
Tel.: +49 (0)981 180093-0
Fax: +49 (0)981 180093-800
Attachment 1: Companies of the IREKS Group in the applicant management process