Privacy policy in the application process

1. categories of personal data

In the application process, we process the personal data that you have sent us in connection with your application.

This is usually the following data:

• Master data (surname, first name, date of birth)
• Contact details (address, telephone number, e-mail address, etc.)
• If applicable, nationality, work permit, data on health suitability
• Application data such as CV, cover letter, certificates, letters of recommendation and any other information you may provide us with and what you may provide us with in interviews
• Application photo
• Previous convictions, insofar as this is necessary for the advertised position
• Account details in cases of reimbursement of travel expenses
• in accordance with the respective terms of use of the operator, the data that you have made available about yourself in publicly accessible online networks or platforms with a professional focus

If you wish to make use of special rights for severely disabled persons in the application process, you can state your severe disability in your letter of application.

Unless there is a legal obligation in exceptional cases (e.g. medical certificate in accordance with the Youth Employment Protection Act), you decide yourself which data you make available to us.

2. purposes of data processing and legal bases

The controller processes your aforementioned personal data and categories of personal data in order to check your suitability for the position (or, if applicable, other open positions with the controller) and to carry out the application procedure as part of the decision on the establishment of an employment relationship on the basis of Art. 88 GDPR in conjunction with Section 26 of the Federal Data Protection Act (BDSG n.F.).

Should the data be required after completion of the application procedure, possibly for legal prosecution or defense against claims, data processing may be carried out on the basis of the requirements of Art. 6 GDPR, in particular to safeguard legitimate interests pursuant to Art. 6 para. 1 lit. f) GDPR. The interests of the controller then consist in the assertion of or defense against claims.

3. recipients and categories of recipients of the data

Your applicant data will be viewed by the management, the office management and the general persons responsible for the application process after receipt of your application. Suitable applications are saved internally for those responsible for the team. The next steps are then agreed. In principle, only those persons who need access to your data for the proper course of the application process have access to it.

Other possible recipients of personal data are, for example:

• Processors in accordance with Art. 30 GDPR, for example for the support/maintenance of EDP/IT applications
• other data recipients on the basis of your consent.

Unsolicited application

Your unsolicited application goes through the same process as a job-related application or, depending on the initial point of contact, is integrated into our job-related application process.

4. use of the BigBlueButton video communication software for digital job interviews

We generally use the “BigBlueButton” tool to conduct digital job interviews (hereinafter: “digital job interviews”) if you have consented to this in accordance with Art. 6 para. 1 lit. a) GDPR. We operate the system distributed in our own data center in Germany and on hosting providers from the EU.

 

For the digital job interviews, we have activated end-to-end encryption as far as technically possible. Various types of data are processed when using BigBlueButton. The scope of the data also depends on the information on

data you provide before or during participation in a digital job interview. The following personal data is processed:

 

• Registration data or details of the user:
  • Surname, first name or other displayed name
  • Telephone number (only for telephone dial-in)
• Meeting metadata:
  • Topic
  • Description (optional)
  • Participant IP addresses
  • Device/hardware/browser information
• When dialing in with the telephone:
  • Information on the incoming and outgoing phone number, country name, start and end time.
  • If necessary, further connection data such as the IP address of the device can be saved.
• Text, audio and video data:
  • You may have the option of using the chat, question or survey functions. In this respect, the text entries you make will be processed in order to display them in the digital job interview and, if necessary, to log them.
  • o In order to enable the display of video and the playback of audio, the data from the microphone of your end device and from any video camera of the end device will be processed accordingly for the duration of the meeting. You can switch off or mute the camera or microphone yourself at any time via the applications.
• You can provide further information about yourself, but you do not have to. You are also free to use the chat function during the digital job interview. You can also switch your camera and microphone on and off or mute them yourself. To take part in a digital job interview or enter the virtual meeting room, you must at least provide your name.
• The video or audio content of a digital job interview is not recorded

 

Legal basis for data processing

• The legal basis for the processing of personal data of applicants is consent pursuant to Art. 6 para. 1 lit. a) GDPR.
• Insofar as personal data of Linova employees is processed, Section 26 BDSG is the legal basis for data processing. If, in connection with the use of BigBlueButton, personal data is not required for the establishment, implementation or termination of the employment relationship, but is nevertheless an elementary component of the use of BigBlueButton, Art. 6 para. 1 lit. f) GDPR is the legal basis for data processing. In these cases, we are interested in the effective conduct of digital job interviews.

Recipients / transfer of data / transfer to third countries

• We do not transfer your data to third parties. Data will only be passed on if it is specifically intended to be passed on, if you have expressly consented to the transfer in advance or if we are obliged or authorized to do so by law.
• When processing your data, we are supported by “invokable GmbH, Kratzberger Str. 9, 42885 Remscheid” (hereinafter referred to as “hoster”) as an external service provider for the operation of the BigBlueButton infrastructure and processor within the meaning of Art. 28 GDPR. As a processor, the hoster processes your data strictly in accordance with instructions and on the basis of a separately concluded data processing agreement. Data processing may also take place outside the EU or the EEA. In this case, an adequate level of data protection pursuant to Art. 46 para. 2 lit. c GDPR can be assumed through the use of EU standard contractual clauses and other suitable measures.

5. transfer of data to a third country or to an international organization

Data is only transferred to countries outside the EU or the EEA (so-called third countries) if this is necessary for the execution of your orders, is required by law (e.g. reporting obligations under tax law), if you have given us your consent or as part of commissioned data processing. If service providers are used in third countries, they are obliged to comply with the level of data protection in Europe in addition to written instructions through appropriate measures (e.g. agreement of the EU standard contractual clauses).

6. duration of data storage

Your data will be stored by the controller until you withdraw your (unsolicited) application. If the application process is completed without us hiring you, we will store your data for up to six months after completion of the application process. If out-of-court/judicial proceedings are initiated as part of the application process, we will store your data until the proceedings have been concluded.

If you are hired by us, we will transfer your application data to your personnel file.

Status: February 2024