Information obligation when collecting personal data according to Art. 13 and Art. 14 General Data Protection Regulation (GDPR) for applicants - - Status: 01.11.2021

The protection of your personal data, which we process as part of the application or placement process, is of great importance to us. The collection, processing and storage of your data is therefore carried out in accordance with the legal requirements.

In the following, you will find information about the type, scope and purpose of the collection and use of your personal data as well as information about your rights.

Name and address of the body responsible for data processing/ Contact details of the data protection officer:

The controller within the meaning of the General Data Protection Regulation (GDPR), other data protection laws applicable in Member States of the European Union and other provisions relating to data protection is:

VFS Personalberatung GmbH

Schumannstraße 27

60325 Frankfurt am Main

Germany

Tel.: + 49 69 97546-140

E-Mail: info@vfs-personalberatung.de

data protection officer:

If you have any questions about data protection, please contact our data protection officer at

info@vfs-personalberatung.de 

or at the postal address indicated above with the addition “Data Protection Officer”.

Categories of data we process and indication of the source from which the data originates

If you apply to us, the following data or categories of data may be processed by us:

General data (gender, surname, first name)

Contact details (address, telephone number, e-mail address), 

date and place of birth,

Nationality

data on education and vocational training (start and end of training, type of training institution, type of qualification),

professional experience data (name of the company, type of activity, start and end of activity),

data on continuing training (start and end of continuing training, type of training centre, content of continuing training),

language skills and other job-related data,

Data on driving licence or possession of a vehicle

health-related information,

as well as any other data that you voluntarily provide to us as part of the application process.

If you have an account in a job-oriented social network (Xing, LinkedIn etc.), we may also collect the data from your publicly accessible profile page.

Purposes of processing and legal basis

We process and store the data transmitted by you for the purpose of being able to provide you with offers for a job, to process the application process, to determine your suitability as a candidate and to contact you about special events (birthday, Christmas, etc.). 

The legal basis for this is Article 6 (1) (a) GDPR and/or Article 9 (2) (a) GDPR. You have the right at any time to revoke your consent with effect for the future.

Processing may also be carried out electronically. This is particularly the case if an applicant submits corresponding application documents electronically, for example by e-mail.

Our decision-making in the context of the application process is not based on exclusively automated processing. There is therefore no automated decision in individual cases within the meaning of Art. 22 GDPR.

The processing of your data may also be necessary to safeguard our legitimate interests as a company, unless your interests or fundamental rights and freedoms prevail. The legal basis for this is Article 6 (1) (f) GDPR. 

The processing is then carried out for the purpose of enriching our data, e.g. by using or researching publicly accessible data, insofar as this is necessary. Our legitimate interest arises from the optimization of our business processes and the improvement of our offer to our customers.

Sources of data

We process personal data that we receive from you by post or e-mail when you contact us or apply, as well as from your publicly accessible profile pages of the Xing and LinkedIn job portals.

Disclosure of your data

We use the personal data transmitted by you to process your application and to find a job with our customers. Your data will therefore also be passed on to our customers in order to be able to provide you with a job offer.

The transmission of your personal data only takes place after a detailed interview about your professional and private wishes with a consultant from VFS Personalberatung GmbH has taken place.

For the processing and storage of your data, we use the CRM system of Starhunter GmbH, Erika-Mann-Str. 23, 80636 Munich.

We set if necessary. also service providers for the maintenance of our IT infrastructure and the support of our domain. We select our service providers carefully – especially with regard to data security – and take all measures required by data protection law for permissible data processing.

All employees, third parties involved in data processing and our contractual partners are obliged to handle personal data confidentially. The use of processors finds its legal basis in Art. 28 para. 3 GDPR.

Your rights:

With regard to the personal data concerning you, you have the right against us:

a) to request confirmation as to whether personal data about you is processed (Art. 15 GDPR),

b) to receive free information about the personal data stored about you at any time and a copy of this information (Art. 15 GDPR),

c) to demand the immediate correction of your incorrect personal data or their supplementation (Art. 16 GDPR),

d) to demand the deletion of your personal data without undue delay, e.g. in the event of revocation of consent (Art. 17 GDPR),

e) to demand the restriction of processing under certain conditions (Art. 18 GDPR),

f) to data portability, which grants, among other things, a right to receive the relevant personal data provided by you in a structured, commonly used and machine-readable format (Art. 20 GDPR),

g) for reasons arising from your particular situation, to enter an objection at any time to the processing of personal data concerning you on the basis of Article 6 (1) (e) or (f) GDPR (Art. 21 GDPR),

The VFS Personalberatung GmbH shall no longer process the personal data in the event of the objection, unless we can demonstrate compelling legitimate reasons for the processing which override the interests, rights and freedoms of the data subject, or for the establishment, exercise or defence of legal claims.

h) not to be subject to a decision based exclusively on automated processing – including profiling – (Art. 22 GDPR)

i) to complain to a data protection supervisory authority about the processing of your personal data by us (Art. 77 GDPR),

If you, as the data subject, wish to exercise the above rights, you may at any time contact the aforementioned responsible body, e.g. by email to info@vfs-personalberatung.de

 

Routine deletion and blocking of personal data

The VFS Personalberatung GmbH shall only process and store the data subject’s personal data for the period necessary to achieve the purpose of storage or if this has been provided for by the European legislator or another legislator in the laws or regulations to which the controller is subject.

If the purpose of storage is waived or a storage period prescribed by the European legislator or another competent legislator expires, the personal data will be blocked or deleted routinely and in accordance with the statutory provisions.

 

Duration for which the personal data will be stored

The criterion for the duration of the storage of personal data is the respective legal retention period. 

After the expiry of the period, the relevant data will be routinely deleted, provided that they are no longer necessary for the performance of the contract or initiation of the contract.

If the candidate has given his consent to remain stored in our candidate database for possible future application procedures or the submission of suitable job offers, the storage period is 10 years.

If the candidate has himself provided “special categories of personal data” in accordance with Art. 9 of the GDPR in the letter of application or other documents submitted by the candidate in the application process (e.g. a photo that reveals the ethnic origin, information about severely disabled status, etc.), the consent also refers to this data.

This consent also applies to data on qualifications and activities from generally accessible data sources (in particular professional social networks) that were permissibly collected by VFS Personalberatung GmbH as part of the application process.