Information on data protection (internal)

Information on data processing for applicants

If you have commissioned Actief Personalmanagement GmbH, Bahnhofplatz 12, D-76137 Karlsruhe (ACTIEF) to support you in your application for a job or if you apply directly to ACTIEF for a job, ACTIEF will process your personal data. This data protection notice informs you about this processing of your personal data.

1. name and contact details of the controller and the company data protection officer

Responsible: Actief Personalmanagement GmbH, Bahnhofplatz 12, D-76137 Karlsruhe, Germany
You can reach our company data protection officer Rudi Michel at the following e-mail address: [email protected]

2. type of data processed

We collect and process all data voluntarily provided by you as part of the application process that is necessary for the most effective and independent performance of our tasks to support your application process and to find you a job or to handle the application process.
This may include, for example The following information (list is not exhaustive):
- Salutation, gender, first name, last name
- Postal address
- E-mail address
- Personal details
- Telephone number
- Mobile number
- Marital status
- Driving license details, if applicable
- Language skills, if applicable Language skills,
- Date of birth, place of birth,
- Nationality and, if necessary, work permit status.
- Application documents provided by yourself (e.g. cover letter, photo, CV,
certificates, salary expectations, possible starting date, etc.).

3. purposes of data processing

If we support you in applying for a job, we collect your personal data in order to be able to provide our services to support and place your application.
If you apply directly to us for a job, we collect your personal data in order to be able to carry out the application process as such.

4. voluntary nature of data collection

You are free to decide which data you transmit to us. Not all of the data listed above
will be collected in every case. If you provide us with data other than that listed above, we will also process this data in accordance with the information provided here.
The principle of data minimization applies. However,
complete documents and contact details are a prerequisite for the successful completion of the application process and are also in your interest.

5. type and manner of data processing

Your data will be processed and managed automatically. If your application documents are available in non-digital form, they will be digitized by us and then processed further in this form. We have taken appropriate technical and organizational measures in accordance with Article 32 (1) GDPR to ensure a level of protection appropriate to the risk. The data is protected against unauthorized access, deletion and destruction to the extent possible in accordance with the state of the art.

6. legal basis for data processing

We process your personal data on the basis of the provisions of the GDPR, the German Federal Data Protection Act (BDSG) and all other relevant laws.
If we support you in applying for a job, the necessary data processing is carried out for the purpose of providing our services or carrying out the application process in accordance with Art. 6 para. 1 sentence 1 letter b) GDPR. 1 letter b) GDPR to fulfill the contractual relationship established between you and us through the use of our services for the support, implementation and placement of a job.
If you apply directly to us for a job, the necessary data processing is carried out for the purpose of carrying out the application procedure in accordance with Art. 6 Para. 1 S. 1 letter b) GDPR in conjunction with. § Section 26 (1) BDSG to fulfill a pre-contractual measure, which may be aimed at the conclusion of an employment contract between you and us.
If we continue to process personal data after completion of the application process due to legal storage obligations (in particular for tax and accounting reasons), we do so on the basis of legal obligations under tax, duty or commercial law and thus on the legal basis of Art. 6 para. 1 sentence 1 letter c) GDPR.

7. storage period

If the application process ends without the conclusion of an employment contract, we will delete your personal data from the application process after 4 months at the latest.
If the application process ends with the conclusion of a contract with an employer placed by us, we will also delete your personal data from the application process after 4 months at the latest.
If the application process ends with the conclusion of an employment contract with us, your personal data from the application process will continue to be processed as part of the personnel file at ACTIEF. You will receive detailed information on this data processing in connection with the conclusion of the employment contract in separate data protection information for employees.
We would like to point out that we are also subject to statutory retention obligations for tax and accounting reasons. These oblige us to retain certain
data, which may also include personal data, for a period of six (6) to ten
(10) years as proof of our accounting. These retention periods take precedence over the aforementioned deletion obligations. The retention periods also begin at the end of the relevant year, i.e. on December 31. If we are obliged to store
certain data for a longer period in accordance with Article 6 (1) sentence 1 letter c) GDPR due to retention and documentation obligations under tax and commercial law, we will store this data for the duration of the statutory periods.

8. disclosure of data

Insofar as this is necessary for our services, your personal data will be passed on to third parties.
In the case of applications for placement by ACTIEF, it is necessary for certain customers or partners of ACTIEF to upload the applicant data to these special online portals (e.g. B.I.S. Tempo-Team, Talos Workforce Solutions GmbH, IQ Navigator, My Futura, Orderplan from CIP or AVAX) in order to enable effective placement or to enable the viewing of qualification profiles of temporary employees via special online portals. These online portals are not publicly accessible, but can only be viewed with the corresponding access data that these customers and partners of ACTIEF have. The profiles will be removed from the relevant portals immediately after a successful placement.
Your personal data may be passed on to Compleet GmbH, Hermann-Weinhauser-Straße 73, 81673 Munich, Germany, as the provider of the recruiting software persoprofiler.6 used by us, and in particular to interested companies that have an open position that could be suitable for you and/or to ACTIEF's cooperation partners or freelancers who support us in fulfilling our tasks, depending on the job interests you have indicated and any future job advertisements that may match them.
In these cases, the data will be passed on for the purpose of processing and checking your application documents and, if necessary, contacting you regarding your application. The data will be used exclusively for processing the application.
If necessary, personal data will also be transmitted to the Federal Employment Agency, Regensburger Str. 104, 90478 Nuremberg for the purpose of applying for funding.
The data passed on may be used by the recipients exclusively for the purposes stated
. Your personal data will not be transferred to third parties for purposes other than those listed.

9. data transfer to a third country (other EU/EEA countries)

It is not our intention, but theoretically possible, for personal data to be transferred to a country outside the European Union (EU) or the European Economic Area (EEA) ("third country transfer").
In these cases, we would like to point out that we have checked in advance whether there is a suitable legal basis for a third country transfer. The legal bases are set out in Articles 44 - 50 GDPR. If there is no EU decision on an adequate level of data protection in the recipient country, we have agreed the EU standard data protection clauses with the data recipient. The data recipient undertakes to take far-reaching measures to protect the data so that the level of data protection is considered adequate.

It may also be the case that a data recipient has its own data protection rules approved by the competent data protection authority (so-called Binding Corporate Rules, BCR). If this is the case, we can also process the data transfer on the basis of these BCRs.
If data is transferred to the USA, we have ensured the best possible protection of the data through further agreements.

10. rights of data subjects

You have the right:

• in accordance with Art. 7 para. 3 GDPR, to withdraw your consent once given to us at any time. As a result, we may no longer continue the data processing that was based on this consent in the future;
• in accordance with Art. 15 GDPR, to request information about your personal data processed by us. In particular, you can request information about the processing purposes, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data if it was not collected by us, and the existence of automated decision-making including profiling and, if applicable, meaningful information about its details;
• in accordance with Art. 16 GDPR, to immediately request the correction of incorrect or incomplete personal data stored by us
  
• in accordance with Art. 17 GDPR, to demand the deletion of your personal data stored by us, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims;
• in accordance with Art. 18 GDPR, to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you, the processing is unlawful but you refuse to delete it and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have lodged an objection to the processing in accordance with Art. 21 GDPR;
• in accordance with Art. 20 GDPR, to receive your personal data that you have provided to us in a
  structured, commonly used and machine-readable format or to request transmission to another controller
  and
• to lodge a complaint with a supervisory authority in accordance with Art. 77 GDPR. As a rule, you can contact
  the supervisory authority of your usual place of residence or workplace or our
  company headquarters.

To exercise your rights, simply send an e-mail to [email protected].