Privacy and Transparency Information for Applicants

Information on the processing of application documents

The FIEGE Group attaches great importance to the confidential and secure processing of personal data and has taken extensive technical and organisational measures to meet the requirements of the European General Data Protection Regulation (GDPR), the German Federal Data Protection Act (BDSG) and other data protection requirements.

In order to comply with the legal requirements regarding transparency in the processing of personal data, you will find below information on the data collected and processed from you in connection with the employment relationship with the FIEGE Group.

1. Contact details of the controller within the meaning of data protection law

FIEGE Logistik Stiftung & Co. KG
People & Culture - Recruiting
Joan-Joseph-Fiege-Straße 1
D - 48268 Greven

E-Mail: people.culture@fiege.com

2. Contact details of the external Group Data Protection Officer of the FIEGE Group

Dr. Dominic Broy
HJP Datentechnik GmbH

E-Mail: dataprotection@fiege.com

The contact details of the Data Protection Officer, including any updates, can also be viewed at any time on our website at https://www.fiege.com/de/datenschutzerklaerung.

3. Purposes and legal bases of processing

The processing of your data serves the purpose of finding a suitable and qualified employee for a position to be filled by us as part of a centralised application process. As a result, the processing of your applicant data is necessary in order to decide on the establishment of an employment relationship. The legal basis for this is Art. 88 para. 1 GDPR in conjunction with Section 26 para. 1 sentence 1 BDSG. If you provide us with special categories of personal data during the application process, their processing is based on Art. 88 para. 1 GDPR in conjunction with Section 26 para. 3 BDSG. We expressly point out that you are not obliged to provide us with such data as part of the application process.

The processing of your data may also be necessary to safeguard the legitimate interests of the FIEGE Group, provided that your interests or fundamental rights and freedoms do not override those interests. The legal basis for this is Art. 6 para. 1 sentence 1 lit. f) GDPR. Our legitimate interests include, among other things, carrying out electronic access controls, asserting, exercising or defending legal claims, and avoiding damage to or liability of the company.

4. Categories of personal data

As part of the application process, we process personal data that relates to your application to the FIEGE Group and that we need for the proper handling of the process. This primarily includes:

• Master data (including first name, surname, date of birth)
• Contact details (including address, telephone number, e-mail address)
• Qualification data (including CV, certificates, proof of further training, language skills)
• Special or sensitive data (including religious affiliation, severe disability status)
• Data that you have entered yourself in our systems (including motivation, references)
• Results from possible assessments
• Recordings from the video surveillance systems at our sites

In addition, we process personal data that you have made publicly available on professional social networks, such as LinkedIn, or that is provided to us via other platforms and websites, such as online job boards. We may also collect information from generally accessible sources where this information relates to your professional qualifications or activities. The processing is carried out to validate and supplement the information provided by you during the application process.

5. Data sources

We process your personal data that we have received from you as part of your application (direct collection). In addition, we also process your personal data from other sources that have transmitted or made these data available to us for the purposes stated above, such as external personnel service providers or other companies within the corporate group.

6. Recipients of the data

Internally, only those departments and persons (e.g. Recruiting, managers responsible for the advertised position, works council, etc.) receive your personal data who need it for the optimal filling of the position and to fulfil our legal, contractual or other obligations in connection with your application process.

Your personal data may be transferred within the FIEGE Group. This is the case if affiliated companies provide services for us or if we provide services for you. To the extent permitted, taking into account the purposes and legal bases, we may transfer your personal data to companies affiliated with us.

In order to fulfil our obligations and to assert, exercise or defend legal claims and legal obligations, we partly use external bodies and consultants. It is ensured that they are obliged to maintain confidentiality if they gain access to your data.

On our behalf, your data are processed on the basis of commissioned processing pursuant to Art. 28 GDPR and secured by contract. The recipients of your personal data in this context are service providers commissioned by us, such as the application portal or IT service providers.

Recipients outside the FIEGE Group receive your personal data only if statutory provisions permit or require this, if disclosure is necessary to fulfil legal obligations, or if we have your consent.

7. Data transfer to third countries

Third countries are countries outside the European Union or the European Economic Area (EU/EEA). In principle, no transfer of your personal data to a third country is planned, but under certain circumstances such a transfer may take place to a service provider in a third country. Such service providers are then bound by written instructions from us and are obliged to comply with the GDPR level of data protection by concluding EU standard contractual clauses.

8. Duration of data storage

If you are not hired, your application documents will be retained for six months after completion of the application process. This does not apply if statutory provisions prevent deletion or if further storage is required for evidentiary purposes. In addition, you may actively consent to longer storage of your application so that we can also consider you for future job offers.

In some cases, we also store your personal data after the application process has ended. This is the case, for example, in connection with reimbursement of travel expenses for the job interview. However, this is only for as long as we are legally obliged to retain the data. These obligations primarily arise from the German Commercial Code (HGB) and the German Fiscal Code (AO); other legislation may also provide a basis for documentation and retention obligations.

Furthermore, we may retain your personal data for the period during which claims may be asserted against us. As a rule, a limitation period of three years applies pursuant to Section 195 BGB.

9. Necessity of providing personal data

The provision of your personal data is necessary in order to participate in an application process for the above-mentioned purposes of data processing.

10. Your rights

Every person affected by the processing of personal data has data subject rights under Chapter 3 GDPR. In this context, you have the following rights:

Right of access (Art. 15 GDPR)

Right to rectification (Art. 16 GDPR)

Right to erasure (Art. 17 GDPR)

Right to restriction of processing (Art. 18 GDPR)

Right to data portability (Art. 20 GDPR)

Right to object to processing (Art. 21 GDPR)

As part of your application process, some of these rights may only be exercised in full if no other statutory obligations conflict with these rights, such as retention obligations conflicting with the right to erasure.

If you believe that processing of personal data carried out by us violates data protection law, you have the right to lodge a complaint with a data protection supervisory authority. The data protection supervisory authority responsible for us can be contacted using the following details:

State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia
Postbox 20 04 44
DE-40102 Düsseldorf
Tel: +49 (0)211 384 24 0
Mail: poststelle@ldi.nrw.de

If the processing is based on your consent, you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out on the basis of consent before its withdrawal.

To exercise your rights, you are welcome to contact us or the Data Protection Officer. (Contact details see above)