Data protection regulations for the application software:
1. General remarks
The application software used on our homepage is run by ProVeg Deutschland e.V. (former “Vegetarierbund Deutschland e.V.”), Genthiner Straße 48, 10785 Berlin, [VR 32501].
ProVeg Deutschland e.V. (former “Vegetarierbund Deutschland e.V.”) is responsible regarding data protection law with regards to the §11, Federal Data Protection Act.
This data protection declaration provides information on how we handle the personal data of our applicants.
By applying, applicants agree to the following data protection regulations:
2. Personal data within the context of the application process
Information about personal and material conditions constitutes the personal data of a determinable person. Examples of personal data are name, address, telephone number, date of birth, and information on the individual career history of an applicant. Information that cannot be matched with a real person is not considered personal data.
3. Elicitation and processing of personal data
Our data protection regulations are in accordance with the Federal Data Protection Act (BDSG), as well as with the German Teleservices Act (TMG).
When applying for a vacant position or handing in speculative applications via the application system on our jobs page, applicants provide us with personal data (first name, last name, email address, telephone number, and attachments such as their CV, cover letter, etc.) on a voluntary basis.
These data are transferred using a DSL encryption and are saved in a data base which is operated by a third-party company, Personio (https://www.personio.de/). ProVeg is responsible for handling this database and has signed a data protection agreement with Personio that ensures all data will be handled according to the German data protection acts mentioned above. Personio provides ProVeg with an application and personnel management software and stores data exclusively on servers in Germany that fulfil the ISO standards.
If applicants send their applications documents directly via email to firstname.lastname@example.org, their data will usually be transmitted without encryption.
Employees who are involved in the selection of personnel are able to access said the aforementioned database in order to choose suitable candidates for vacant positions.
4. Retention of personal data
The sole purpose of the retention of personal data is to fill the vacancy that the applicant has applied for.
- 15, Section 4 of the German General Act on Equal Treatment (“AGG”) allows data to be saved for another two months after the end of the hiring process due to reasons of equal treatment.
We also save data in our “talent pool” of applicants for three months after the application process has ended in order to be able to identify potentially interesting new vacancies for the applicants.
By handing in their applications, applicants consent to the retention of their data as described above (which exceeds the period stated by German law).
Applicants are always able to withdraw this consent and have their data erased.
5. Removal of personal data
Applicants can contact us via email@example.com anytime to have their data erased.
After 90 days, applicant data will automatically be anonymised. We can then only access the data as “metadata” without any relation to a person. This metadata can be used for statistical purposes (determining the percentage of applicants who are women/men, the number of applications in a certain time span, etc.).
6. Disclosure of personal data
ProVeg (former „Vegetarierbund Deutschland e.V.“) will only disclose data when legally obliged to do so, in case of abuse, or to bring about clearance in a criminal case.
Concrete indications for criminal or abusive behaviour must be available to allow for the disclosure of data. When ordered by responsible authorities, we are allowed to disclose personal data (inventory data) for the purpose of criminal prosecution, averting danger, complying with legal obligations formulated by the Federal Office for the Protection of the Constitution or the Military Counter-Intelligence Service, or the enforcement of copyright protection.
7. Safety of personal data
ProVeg, its employees involved in the application process, and third party companies such as Personio are instructed to take appropriate organizational as well as technical measures to protect personal data from abuse, unwarranted publication, or loss. These measures fulfil or exceed the requirements in §9 of the Federal Data Protection Act (“BDSG”).
8. Right to information
All applicants have the right to seek information about their saved data. (§34, Federal Data Protection Act) Moreover, according to §20 of the Federal Data Protection Act, applicants are free to seek correction, deletion, or blocking of their personal data. To exercise these rights, contact ProVeg Deutschland e.V. (former „Vegetarierbund Deutschland e.V.“), Genthiner Straße 48, 10785 Berlin, or send an email to firstname.lastname@example.org.
9. Questions and suggestions
If you have questions concerning the information provided on data protection or the processing of your personal data, feel free to reach out to our data protection officer:
Dipl. Inf. (FH) Thomas Gutte
CDC Compliance & Datenschutz Consulting UG
Or send an email to: email@example.com
10. Validity and changes of the data protection regulations for the HR software
This data privacy statement dates back to 04 April 2017 and is currently valid. Further developments concerning the hiring process or the implementation of new functions and technologies could make changes in this data privacy statement necessary. We reserve the right to make changes whenever necessary.