Information on data protection in E-Recruiting
Thank you for your interest in our company. In accordance with the requirements of the General Data Protection Regulation (GDPR), we wish to inform you about the processing of the data you provide as part of the application process via our group-wide careers portal and about your rights in this respect.
In our SENS career portal you can choose between various options for its use:
- Online application (job application)
a) Online application (job application)
The online application is the central feature of the system. This is where SENS offers you the opportunity to submit a specific application for an advertised position, or to send an unsolicited application.
If your specific application is unsuccessful but could be of interest to us in the future, we may invite you to join the Talentpool so that you can be considered for future vacancies.
If your application was successful and you are to be hired, you have the option of providing us with all the necessary information and documents electronically.
1. THE DATA CONTROLLER WITHIN THE MEANING OF DATA PROTECTION LAW
Iqony Solar Energy Solutions GmbH acts as a central recruiting service in terms of dealing with the job placement and application process. This service is also implemented on behalf of its majority-owned German subsidiaries. The data controller for the individual job advertisement and the processing of personal data in the application process is, in principle, the SENS group company specified in the relevant job advertisement. Iqony Solar Energy Solutions GmbH is the central contact for all matters concerning data subjects, and provides the recruiting service for its subsidiaries as a data processor.
Iqony Solar Energy Solutions GmbH is part of the Iqony Group.
2. CONTACT DETAILS OF OUR DATA PROTECTION OFFICER
Group Data Protection Officer
Rüttenscheider Straße 1-3
3. PURPOSES AND LEGAL BASES OF THE PROCESSING
Insofar as this is necessary for the decision on the establishment of an employment relationship with us, we process your personal data in accordance with the provisions of the EU’s General Data Protection Regulation (GDPR) and Germany's Federal Data Protection Act (BDSG).
a) Processing for the fulfilment of a contract or pre-contractual measures (Art. 6 Para. 1 b GDPR and § 26 BDSG)
Your personal application data is processed to establish your employment relationship or to fill positions within our company and to conclude your employment contract.
b) Processing within the scope of your consent (Art. 6 Para. 1 a GDPR)
Your personal data may also be processed on the basis of your consent for specific purposes (e.g. for the inclusion of your data in the "SENS Talentpool" if you wish this, for providing you with information about new job vacancies, or for special personal data voluntarily provided by you). You can revoke this consent at any time. As a general rule, the revocation of consent only takes effect for the future. Processing that took place before the revocation is not affected by the revocation and remains lawful.
c) Processing for compliance with legal requirements (Art. 6 Para. 1 c GDPR) or in the public interest (Art. 6 Para. 1 e GDPR) resulting from legal obligations
Both SENS and its service providers are also subject to legal obligations, under which they have the right to disclose your data. This also relates to legal requirements.
d) Processing for a legitimate interest (Art. 6 Para. 1 f GDPR)
Your application data is collected and processed in order to protect our legitimate interest in recruiting new employees. In addition, it may be necessary to retain evidence in the possible event of a later discrimination claim or to defend against unjustified claims by personnel service providers. This serves to protect our legitimate interests. The legal basis for the data storage is Article 6 Para. 1 Sentence 1 lit. f GDPR.
4. Data categories
All personal data, including data resulting from all entries/applications, which you provide as part of your registration/application is processed by SENS and by authorised service providers. This personal data includes, for example:
Your name and email address, as well as a password for your login and account management.
Contact details (address, telephone number etc.)
Date of birth, nationality
CV data (e.g. schooling, vocational training, work experience, language skills, etc.)
Documents related to job applications (covering letter, academic reports, job references, photo etc.)
During the onboarding process, the following information is also processed:
Tax class, social security and health insurance details
Certificates (such as study certificates, etc....)
Special categories of personal data (information on racial and ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, genetic data, biometric data uniquely identifying a natural person, health data or data on sexual activity or sexual orientation) are not collected by SENS. If you voluntarily provide special categories of personal data, we will process them lawfully in accordance with Art. 9 Para. 2 a GDPR.
5. SOURCES OF DATA
We process personal data that we receive from you via our portal, by post or e-mail, or that you provide to us via other sources, in the course of contacting you or your application and onboarding process.
6. RECIPIENTS OF THE DATA
All personal data, including data resulting from all entries/applications, which you provide as part of your registration/application is processed by SENS and by authorised service providers.
The persons within the Iqony Group involved in filling vacant positions and the relevant works council have access to your data stored in the system. The Iqony Group also provides IT support for SENS.
For its careers portal Iqony Solar Energy Solutions GmbH uses software from the IT service provider (data processor): d.vinci HR-Systems GmbH, Nagelsweg 37-39, 20097 Hamburg. This company operates the software on servers of pop-interactive GmbH in Hamburg.
Iqony Solar Energy Solutions GmbH uses CV parsing to structure CVs and make them easier to compare. Parsing enables CV information to be read out from text documents and presented in a uniform structure. If you have given your consent, we read out the CV document provided by you or your CV provided on Xing or LinkedIn. CV parsing is carried out by d.vinci's subcontractor Textkernel B.V., Asterweg 15D, 1031 HL Amsterdam, Netherlands. D.Vinci has assured us that the processing will only take place in data centres in the Netherlands and Germany, and that the service provider will not have access to your personal data.
Where Iqony Solar Energy Solutions GmbH acts as a central recruiting service for managing the recruitment and application process of its majority-owned subsidiaries, it operates as a data processor.
7. TRANSMISSION TO A NON-EU COUNTRY
Your data is stored exclusively in data centres within the EU. To ensure proper operation and for administrative purposes, selected employees of the Iqony Group in Germany and selected employees of the service provider d.vinci have access to your data. Confidentiality and an appropriate level of data protection are ensured by non-disclosure contracts. Your data is protected against unauthorised access by encrypted transmission, encrypted storage, a role and authorisation scheme, a data backup system and physical protection measures for the servers. These features are reviewed on a regular basis.
8. DURATION OF THE DATA STORAGE
Your data will be stored for up to 180 days after completion of a specific job application, unless a contract is concluded. If a contract is concluded, your data will be transferred to the electronic personnel file.
This storage period applies to each of your job applications. After this period the documents uploaded by you will be automatically deleted and your data will be transferred to an anonymised data record. This serves the sole purpose of statistical evaluations (e.g. number of applications per advertised position, job profiles with a particularly high number of applications) and does not allow any conclusions to be drawn about your person.
If you have consented to your data being stored in the SENS Talentpool, your consent will remain valid for six months. After this period has expired and you have received a further email, you must agree once more to your application data remaining in the SENS Talentpool. If you do not agree to this or do not reply to the email, the documents you have uploaded will be automatically deleted and your data will be transferred to an anonymised data record.
Your data that you have provided to SENS will be stored for at least the duration of the employment relationship and beyond that for retention purposes for at least a further 10 years after the end of the employment relationship. This data is deleted when these obligations cease to apply and the respective purpose of use ceases to apply.
9. YOUR RIGHTS
You have a right to information, which means you can ask us to disclose all the personal information we have collected and retain for a period of time (Art. 15 GDPR). In addition, you can also request rectification (Art. 16 GDPR), deletion (Art. 17 GDPR) or restriction of processing (Art. 18 GDPR), and have a right of appeal to a data protection supervisory authority (Art. 77 GDPR in conjunction with § 19 BDSG).
You also have the right to lodge a complaint with a data protection supervisory authority in accordance with Art. 77 GDPR in conjunction with § 19 BDSG. In Bavaria, the competent supervisory authority is: Bayerisches Landesamt für Datenschutzaufsicht, Promenade 18, 91522 Ansbach.
If we process your personal data on the basis of your consent, you can revoke this consent at any time in accordance with Art. 7 Para. 3 GDPR. The revocation of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the revocation, but the processing will cease in the future.
You can submit any revocation or other requests to our Group Data Protection Officer. For details please see No. 2.
10. YOUR OBLIGATIONS
As part of using the SENS career portal and onboarding, you must provide the personal data we request. This data is essential for a functioning application process and the recruitment procedure. If you do not provide data or change the data provided, this will affect the usability of the career portal or may even lead to non-employment.
As of March 2023