Privacy Policy for Job Applicants
We are pleased that you are interested in our company and have applied or are applying for a position with us. Below, we would like to inform you about the processing of your personal data in connection with your application.
1. Who is responsible for data processing?
Janus GmbH & Co. KG
Mühlenweg 1
D-85653 Aying
2. Purposes of processing and legal basis
We process your personal data to the extent necessary to assess the grounds for establishing an employment relationship. The legal basis for this is generally Article 6(1)(b) of the GDPR in conjunction with Section 26 of the Federal Data Protection Act (BDSG).
We collect only the personal data (in particular first name, last name, address, email, position applied for, details from the application) from you that is necessary for the application process. To fully review your application, it is necessary for you to also provide us with information regarding your professional background to date.
In the context of your application, we generally use only data that originates directly from you or from a person authorized by you. During the application process, additional personal data may be collected from you personally, from publicly available sources, or from former employers and trainers. This may also include data that you make available online for the purpose of professional presentation (e.g., on business networks). We do not conduct any further research into your person, e.g., via online search engines.
If we ask you about your gender during the application process in the form of your preferred title, this is solely to ensure that we address you correctly in writing or verbally. The request for your age or the entry of your date of birth is based on the fact that a minimum age is required by law for some of our activities.
2.1 Consent (Art. 6(1)(a) GDPR)
If and to the extent that you have given us consent to process your data for specific purposes, such as to actively contact you to offer you other open positions with us, the duration of processing is determined by the purpose of the consent given. Please note the information provided in connection with the declaration of consent.
2.2 Implementation of pre-contractual measures and fulfillment of contractual obligations (Art. 6(1)(b) GDPR)
We process your personal data to carry out measures and activities within the scope of pre-contractual relationships, in particular for contract negotiations.
2.3 Compliance with legal obligations (Art. 6(1)(c) GDPR)
We process your personal data to the extent that this is legally required to fulfill commercial and tax-related retention obligations or otherwise based on legal provisions (e.g., under the Money Laundering Act).
2.4 Protection of our legitimate interests or those of a third party (Art. 6(1)(f) GDPR)
We process your personal data to the extent necessary to defend against legal claims asserted against us arising from the application process. A legitimate interest is, for example, the burden of proof in proceedings under the General Equal Treatment Act (AGG).
3. Categories of personal data processed by us and their sources
We process the personal data that we receive directly from you as part of your application. This includes the data you provide to us as part of your application, in particular through the submission of application documents and the information you provide during job interviews. We also visit applicants’ profiles on XING and LinkedIn or other professional social networks, if available. We do not visit profiles on private social networks.
Furthermore, it is possible that we may receive data from recruitment agencies to whom you have submitted your application documents and who recommend you to us as a candidate for a position.
4. Who receives your data?
Your data will, of course, be treated confidentially and made available only to those within the company who are involved in the hiring decision-making process (e.g., Human Resources, the relevant department, and management).
In addition, processors, such as software providers, IT service providers, document shredders, etc., may be recipients of the data. We have entered into a so-called data processing agreement with these providers, which ensures that data processing is carried out in a lawful manner.
5. Transfer of Your Data to a Recipient in a Third Country or to an International Organization
If we transfer personal data to service providers outside the European Economic Area (EEA), the transfer will only take place if the EU Commission has confirmed that the third country provides an adequate level of data protection or if other appropriate data protection safeguards (e.g., binding internal corporate data protection rules or EU Standard Contractual Clauses) are in place, unless there is a legal exception to compliance with the data protection standard (Art. 49 GDPR), in particular your explicit consent under data protection law.
6. How long do we store your data?
We store your personal data for as long as necessary to fulfill the purposes of processing and/or to comply with legal retention obligations.
If you are not selected for the position to which you applied, we will delete your data six months after you withdraw your application, or six months after the date of rejection if we decline your application. In the event that an employment contract is concluded between you and us, your application documents will be included in your personnel file and stored for at least the duration of the employment relationship.
7. To what extent is automated decision-making used in individual cases (including profiling)?
We do not use purely automated decision-making processes in accordance with Article 22 of the GDPR. Should we use such processes in individual cases, we will inform you separately.
8. Scope of your obligation to provide us with your data
Submitting an application to us is voluntary. Providing your personal data regarding your professional and/or educational background, your qualifications, your skills, and information about yourself and how you can be contacted is necessary so that we can determine whether you, as an applicant, are a good fit for the position to be filled and so that we can conduct the hiring process. Naturally, without the provision of personal data by you as an applicant, no selection process or application procedure can be carried out.
Consequently, failure to provide personal data simply means that you cannot be considered as a candidate for the position.
9. Data Subject Rights
You may, under certain conditions, request
- information regarding your personal data processed by us at the address listed above in accordance with Article 15 of the GDPR. In particular, you may request information regarding the purposes of processing, the categories 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, where applicable, meaningful information regarding its details;
- pursuant to Art. 16 GDPR, to request the correction of inaccurate personal data or the completion of your personal data stored by us without delay;
- to request the erasure of your personal data stored by us pursuant to Article 17 of the GDPR, unless processing is necessary for the exercise of the right to freedom of expression and information, to comply with a legal obligation, for reasons of public interest, or for the establishment, exercise, or defense of legal claims;
- pursuant to Art. 18 GDPR, to request the restriction of processing of your personal data, provided that you contest the accuracy of the data, the processing is unlawful but you oppose its erasure and we no longer need the data, but you require it for the establishment, exercise, or defense of legal claims, or you have objected to the processing pursuant to Art. 21 GDPR;
- pursuant to 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 its transmission to another controller;
- pursuant to Art. 7(3) GDPR, to withdraw your consent at any time. As a result, we may no longer continue the data processing that was based on this consent in the future.
If you wish to exercise any of these rights, please contact us or, if applicable, our Data Protection Officer.
Information regarding your right to object under Article 21 of the GDPR: You have the right to object to the processing of personal data concerning you that is carried out on the basis of Article 6(1)(f) of the GDPR (data processing to safeguard legitimate interests) or Article 6(1)(e) of the GDPR (data processing for tasks in the public interest). If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing is necessary for the establishment, exercise, or defense of legal claims. Information about your right to withdraw consent under Article 7(3) of the GDPR: To the extent that we process your personal data for specific purposes based on your consent, you have the right under Article 7(3) of the GDPR to withdraw your consent at any time. Upon receipt of your withdrawal, we will cease processing the data for the purposes for which you granted us consent. The lawfulness of the processing prior to receipt of your withdrawal remains unaffected. Please note that the withdrawal takes effect only for the future. Processing that took place prior to the withdrawal is not affected.Objection to Processing for Direct Marketing PurposesIn the case of data processing for direct marketing, you have the right to object at any time to the processing of your personal data for the purpose of such marketing, as well as to profiling, insofar as it is related to such direct marketing. If you object to processing for direct marketing purposes, we will no longer process your personal data for these purposes. The objection may be submitted in any form and should preferably be addressed to: Janus GmbH & Co. KG, Organizational Development, Team Development, Personal Development, Mühlenweg 1, D-85653 Aying
10. Your Right to File a Complaint with the Competent Supervisory Authority
You have the right to file a complaint with the data protection supervisory authority if you believe that the processing of your data violates the GDPR (Art. 77 GDPR). The supervisory authority responsible for us is:
Bavarian State Office for Data Protection Supervision, Promenade 18, 91522 Ansbach, Phone: +49 (0) 981 180093-0, Email: poststelle@lda.bayern.de
Changes to this Privacy Policy
We revise this Privacy Policy in the event of changes to data processing or for other reasons that make this necessary. You can always find the current version on our website at https://www.janusteam.de/de/datenschutz/.