Information sheet on processing of applicants' data (f/m/d) (GDPR)

As protection and confidentiality of your personal data are an important matter for us, it is also important for the Webasto Group (Webasto SE, Webasto Thermo & Comfort SE, Webasto Roof & Components SE as well as their subsidiaries) to guarantee best possible protection.

All personal data which are collected and processed by us within the framework of an application to us have been protected against unauthorised access and manipulation by technical and organisational measures.

In this information sheet, we are informing you about the processing of your personal data by the Webasto Group and the rights which you have according to data protection law.

What does personal data mean?

Personal data are all pieces of information which relate to an identified or identifiable natural person. A natural person is regarded as being identifiable if he/she can be identified directly or indirectly. This includes statements such as your name, address, postal address, telephone number or e-mail address.

Who is the controller of the data processing and who is the data protection officer?

Controller of the data processing:

Webasto SE

Kraillinger Straße 5, 82131 Stockdorf

Telephone: +49 (89) 8 57 94-0

Telefax: +49 89 8 57 94-4 48

dataprotection@webasto.com

 

As well as the other parent or subsidiary companies pursuant para 15 ff. AktG  of the Webasto Group pursuant para 15 ff. AktG, where the position for which you are applying or for which you have expressed an interest is to be filled. Please refer to the job advertisement to find out which company you are applying for.

Information on the group data protection officer:

Reinhard Bersch (dataprotection@webasto.com)

Please feel free to contact him if you have any questions regarding data protection.

 

Which personal data do we collect and where do they come from?

According to Art. 5 to 7 GDPR, employers may only collect, process and use applicants' data if this is necessary for the decision on and the substantiation of the working relationship.

 

Within the framework of the application procedure, we process the following personal data:

master data (such as first names, surname, additions to name, date of birth)

contact data (e.g. private address, (mobile) telephone number, e-mail address)

skill data (e.g. CV, motivation letter, specific abilities and skills, linguistic knowledge, qualifications)

working permit / residence permit (if necessary)

health suitability (if relevant for the job on offer)

further data from the application documents

 

As a matter of principle, your personal data are collected directly from you in the course of the hiring process, in particular from the application documents, the job interview and from the personnel questionnaire.

 

In addition, we receive matching data from third parties like recruiters if information has been provided to these third parties beforehand for forwarding. In addition, we process personal data to which we can have access from vocation-orientated networks in the intended way (for example if they are publicly accessible). Data are not collected from leisure-orientated networks.

 

Online applications and expressions of interest in the Webasto applicant portal

 

To send an online application to the Webasto Group or to express interest in a job, you must sign up for the applicant portal. To this end, you must enter your e-mail address and a password. Subsequently, you will receive an e-mail with a confirmation link to verify your e-mail address. You then log in by entering your e-mail address and password. Please keep your password strictly confidential and do not pass it on to any third parties. You will then be asked to provide information about yourself and how to contact you, to answer any questions relating to the job in question and to upload the usual documents such as cover letters, curriculum vitae and certificates. Correspondence with you will be regularly conducted using the e-mail address provided.

For which purpose and on which legal basis are data processed?

We process your personal data observing the directives of the European General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG).

 

In the scope of the application process, your personal data are processed on the basis of Article 6 subsection 1  lit. b GDPR (initiation or performance of a contract) and where applicable national regulations governing employee data protection (e.g. in Germany § 26 subsection 1 sentence 1 BDSG).

 

The data are collected, stored and possibly forwarded by us to the extent necessary in order to process an application which portrays an offer by someone looking for work to an employer for the substantiation of an employment or apprenticeship relationship. It is sent to the enterprise by the applicant. Failure to provide these data may result in the applicant not being able to be considered in the further application process.

 

Your data are exclusively processed for occupancy of the specific job for which you have applied. If your application is to be considered for other open posts within the Webasto Group, we require a written declaration of consent from you for this.

 

If you would like to be included in our pool of applicants in the event of a rejection, we also require a written declaration of consent from you for this.

 

In addition, processing of health data may be necessary to assess your ability to work according to Art. 9 subsection 2 lit. e GDPR and where applicable national regulations governing employee data protection (e.g. in Germany § 22 subsection 1 lit. a) BDSG.

 

In addition, we are entitled on the basis of the European anti-terror regulations 2580/2001 and 881/2002 in conjunction with Art. 6 subparagraph 1 lit. c) GDPR to compare your data with the so-called "EU terror lists" in order to ensure that no money or other economic resources are provided for terrorist purposes.

In addition to processing your data for the purposes of establishing an employment relationship, we also process your data on the basis of our legitimate interest or the interest of a third party, provided that your interests worthy of protection do not prevail.

How long are your data stored?

We erase your personal data as soon as they are no longer necessary for the aforementioned purposes.

 

If we do not process your personal data for operational purposes (e.g. in an employment relationship), we store the data collected for the application process until the expiry of a period of no more than six months after the rejection.

 

After this period has expired, the data collected for the application process are erased if you have not given us consent for longer archiving (pool of applicants). The duration of storage exceeding the application process must be defined in the consent in terms of time. You can withdraw your consent at any time with an effect for the future and without a statement of reasons. In the event of a withdrawal, we shall erase your personal data without delay.

 

In the event of hiring you, we take over your application documents in your personnel file. After the end of the employment relationship, the personal data which we are obliged to archive by law will still be stored. This regularly results from legal obligations to proof and archiving, which have been regulated, amongst other things, in the German Commercial Code and in the German Fiscal Code. Accordingly, the archiving periods amount to up to ten years. In addition, it is possible that personal data are archived for the time in which claims can be made against us (statutory period of barring by limitation of three or up to thirty years).

Who is given your data?

Within our Group, only the persons and agencies (e.g. technical area, Works Council, handicapped persons' representative) who have been involved in the decision about hiring you are given your personal data.

 

The Webasto Group does not only recruit to fill positions with itself but also with other companies of the Webasto Group. The Webasto Group companies work together on a division of labor basis. Personal data is also only transferred to another company of the Webasto Group if there is a legal basis for doing so and if this is necessary for one of the above-mentioned purposes. The transfer to and processing by a Group company with an advertised position takes place on a regular basis.

 

If required by law, the data shall be transferred to a public body, such as law enforcement agencies or the German Federal Employment Agency. In addition, such data will only be transferred to third parties if this is necessary for the above-mentioned purposes and permitted by law, or if you have given your prior consent.

 

Furthermore, we cooperate with service providers who support us. We only transfer personal data to our service providers if there is a legal basis for doing so. These are service providers in the following areas:

 

personnel consultants and recruiters

service providers for verifying the applicant qualifications

service providers for operating the applicant portal

Which rights can you claim as a data subject?

You have the rights from Art. 15 – 22 GDPR:

right to information (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 the processing (Art. 21)

 

You can withdraw your consent at any time with an effect for the future and without a statement of reasons by informing us of the withdrawal. In the event of a withdrawal, we shall erase your personal data without delay.

For this, please contact the following:

Group data protection officer Reinhard Bersch (dataprotection@webasto.com)

How can you complain?

You have the possibility of contacting the aforementioned data protection officer or a data protection supervisory authority with a complaint. The data protection supervisory authority competent for us is:

 

Bavarian State Office for Data Protection Supervision

Promenade 27

91522 Ansbach

Telephone: 0981 53 1300

Are your data transmitted to a third country?

The Webasto Group mainly processes the personal data concerned with you within the European Union (EU) or the European Economic Area (EEA). Transmission to so-called third countries, i.e. countries outside the EU or the EEA, only takes place if you have applied to a Webasto Group company which has its branch establishment in such a country.

In addition, as a matter of principle, transmission of data to such third countries presupposes that a sufficient protection level according to Art. 44 et seq. GDPR exists in the third country in question. For initiative applications by you, an exception according to Art. 49 subparagraph 1 lit. b GDPR exists for this.

Are you obliged to provide your data?

In order to be able to consider your application, we need the personal data from you which are necessary for the decision on the substantiation of the employment relationship.

 

Failure to provide these data may result in the applicant not being able to be considered in the further application process.

Further-reaching information

Below, you will find the official information on the European General Data Protection Regulation (EU GDPR).