Privacy policy for applicants

This privacy policy explains how we process the personal data you submit and we collect in the context of an application procedure and what legal rights you have in this respect.

This privacy policy augments our general privacy policy, which furnishes information about how we process your personal data when you visit our website or in connection with matters other than job applications.

1. Controller 

The controller pursuant to Art. 4 (7) of the EU General Data Protection Regulation (GDPR) is

Viridium Holding AG 
Dornhofstraße 36
63263 Neu-Isenburg, Germany
Phone: +49 6102 5995 0
Fax: + 49 6102 5995 4003
Email: bewerbung@viridium-gruppe.com

You can contact our Group data protection officer at datenschutz@viridium-gruppe.com.

2. Purpose and legal grounds for processing data

We collect and process your personal data to the extent necessary to make a decision about hiring you.

To this end, we collect your personal data based on your consent [Art. 6 (1) (b), Art. 88 (1) GDPR in conjunction with Sec. 26 (1) (1) of the revised German Federal Data Protection Act (BDSG].

Furthermore, we may collect personal data from you if this is necessary to fulfil legal obligations [Art. 6 (1) (c) GDPR] or to defend ourselves against asserted legal claims [Art. 6 (1) (f) GDPR].

Special categories of personal data (e.g. health data) are processed in accordance with Art. 26 (3) German Federal Data Protection Act (BDSG), unless otherwise permitted by a relevant statutory provision.

Pursuant to Art. 88 GDPR in conjunction with German Federal Data Protection Act (BDSG), in the event that you are hired, we may continue to process personal data previously received from you insofar as this is necessary to enter into or terminate employment relations as well as to execute or fulfill the rights and obligations arising from a statutory provision or from a collective bargaining agreement, a works agreement or a labor-management contract.

3. Data categories

We collect and process the following categories of personal data to finalize your application:

  • Personal identification data (first and last name, date of birth, place of birth)
  • Address and contact details (home address, email, phone number)
  • Data on your residence status, if applicable
  • Data on the desired employment relationship (desired place of work, period of notice, target salary)
  • Educational attainments, qualifications, skills/ knowledge, professional development, activities (CV)
  • Data obtained in the course of selection procedures, if applicable
  • Data obtained from the references provided, if applicable

We process special categories of personal data (e.g. health data, religious affiliation, degree of disability) only if you have voluntarily provided us with such data.

4. Data sources

We generally obtain your personal data:

  • via the application forms on our career pages
  • by email, mail or phone
  • in the course of interviews
  • in the context of selection processes, if applicable
  • in deliberations with the references you have provided

We may also obtain your personal data from other sources, e.g. from staffing agencies that have your consent to share your data. 

We may also receive data that you have made public on job-oriented social networks such as XING or LinkedIn, or that you submit to us via third-party websites such as external job exchanges, or from other publicly accessible sources (but only if the data is relevant to your professional life). The purpose of this is to contact you about job offers or to verify the accuracy of the information you provide in your application.

5. Data recipients

Your personal data will be handled confidentially and made available only to those persons within our organization who are involved in the given application process. 

If, in the course of the application process, it becomes apparent that you are eligible for employment at an affiliated company, we will transfer your personal data to the persons responsible for the alternative application process at that company, insofar as this is permissible within the framework of the purposes and legal grounds described above.

In this case, we will inform you of the transfer of your data to an affiliated company and ask you to notify us if you do not wish to consent to this.

Should you be hired, the subsequent use or transfer of your personal data will be limited to purely employment-related purposes and to the group of persons who must be privy to it in the course of the hiring process. This also applies to information disclosed to internal or external service providers or because of legal or official requirements.

In addition, we may, if necessary and to the extent permitted by law, disclose personal data to courts, authorities or legal advisors in order to comply with applicable statutory provisions or to assert, enforce or defend legal claims.

6. Order processing

Personal data is processed on our behalf in accordance with contracts pursuant to Art. 28 GDPR. In these cases, we ensure that the personal data is processed in compliance with the provisions of the GDPR.

The following categories of recipients process data in the context of application procedures:

  • Providers of applicant management systems

Personal data will not be transferred to third parties unconnected to applicant management and the candidate selection process, or beyond the purposes described in the section above, “Purpose and legal grounds for processing data.”

7. Retention periods

We store your personal data for a period of six months after the completion of your application process or after the most recent change of status in your data set. This is necessary for establishing burden of proof in proceedings in accordance with the German General Equal Treatment Act (AGG). Your application process is deemed to have been completed when you receive notice of rejection or are hired.

Your data will be automatically and irrevocably deleted when the retention period ends.

If we wish to retain your data to contact you again at a later date, we will offer you the opportunity to be included in our talent pool before the normal retention period ends. If you consent, we will store your data for a further 12 months and, in the event, contact you again about suitable job offers.

At the end of the extended retention period, we will offer you the one-time option of us storing your data for another 12 months. 

If you do not consent to extended data storage, your data will be automatically and irrevocably deleted when the retention period ends.

Should you be hired, we will transfer your data to your personnel file and store it for the duration of your employment in compliance with the data protection regulations for employees.

We only store your personal data beyond the specified periods if required by law or for the duration of a legal dispute if this is necessary to assert, exercise or defend legal claims in a specific case.

8. Your rights

You have the following rights in relation to the personal data concerning you:

  • Right to information and access
  • Right of rectification or erasure
  • Right to restriction of processing
  • Right to withdraw consent
  • Right to data portability

You also have the right to lodge a complaint with a data protection authority about our processing of your personal data.

Our designated supervisory authority responsible is:

Der Hessische Datenschutzbeauftragte (Hessian Commissioner for Data Protection)
Postfach 3163
65021 Wiesbaden, Germany
Phone: +49 611 1408 – 0
Fax: +49 611 1408 – 611
Email: Poststelle@datenschutz.hessen.de

9. Revocation of the declaration of consent under data protection law

You have the right to revoke your declaration of consent under data protection law at any time. The revocation of consent shall not affect the lawfulness of processing carried out on the basis of the consent given until it was revoked.

10. Right of objection

You have the right, for reasons arising out of your particular situation, to object at any time to the processing of personal data concerning you performed on the basis of Art. 6 (1) (e) or (f) GDPR.

We will then no longer process personal data relating to you unless we can establish compelling reasons to do so that prevail over your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

11. Discretionary provision of personal data

The provision of personal data in the context of application processes is neither statutorily nor contractually mandatory. You are therefore not obliged to disclose any personal data.

Please note, however, that this information is necessary to make a decision about hiring you.

If you do not provide us with personal data, we will be unable to make a decision about hiring you. We recommend that you provide only such personal data in your application as is necessary to process it.