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

As the protection and confidentiality of your personal data has a high priority for us, it is important to the Webasto Group (Webasto SE, Webasto Thermo & Comfort SE, Webasto Roof & Components SE, and their subsidiaries) to ensure the best possible protection for such data.

All personal data collected and processed by us in connection with an application are protected by technical and organizational measures against unauthorized access and manipulation.

In this information sheet, we wish to inform you about the processing of your personal data through the Webasto Group and about your rights under data protection laws.

What does personal data mean?

Personal data means all information referring to an identified or identifiable natural person. A natural person who can be directly or indirectly identified is deemed to be identifiable. This includes data, such as your name, address, postal address, telephone number, or e-mail address.  

Who is responsible for the data processing and who is the data protection officer?

Party responsible for data processing (controller):

Webasto SE
Kraillinger Straße 5, 82131 Stockdorf
PO Box 80, 82132 Stockdorf
Telephone: +49 (89) 8 57 94-0
Telefax: +49 89 8 57 94-4 48
dataprotection@webasto.com

Please note that the controller may be a different party in individual cases if you have submitted applications to other parent companies or subsidiaries of the Webasto Group. The respective Webasto company to which you have submitted your application is relevant.

Personal details of the Group Data Protection Officer:

Manfred Gerlach (dataprotection@webasto.com)

He shall be happy to answer any questions that you might have regarding data protection.

What kind of personal data do we collect and where does the data come from?

Pursuant to Art. 5 to Art. 7 GDPR, employers may only collect, process, and use applicant data insofar as this is required to decide on and to establish the employment relationship.

 As part of the application process, we process the following personal data:

–    Master data (such as your first name, your last name, suffixes, date of birth)

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

–    Skill data (e.g., CV, letter of motivation, special knowledge and skills, language proficiencies, qualifications)

–    Work permit / residence permit (if required)

–    Health aptitude (if this is relevant for the advertised position)

–    Other data from the application documents

Basically, your personal data will be collected directly from you as part of the hiring process, especially from the application documents, the job interview, and the personnel questionnaire.   

In addition, we receive corresponding data from third parties, such as recruitment agencies, if such information has previously been made available to such third parties for transfer. have Moreover, we process personal data that we can access as intended on professionally oriented networks (e.g., if they are publicly available). No data is collected from recreational networks.

Online applications and expressions of interest in the Webasto Job Portal

If you wish to apply online with the Webasto Group or to express an interest in jobs, you are required to register on the Job Portal. The provision of your e-mail address and the determination of a password is necessary. After registering, you will receive an e-mail with a confirmation link to verify your e-mail address. You can then log in by entering your e-mail address and password. Please keep your password strictly confidential and do not disclose it to third parties. You will then be asked to provide personal data and how we can contact you, to answer any job-relevant questions if necessary, and to upload the usual documents, such as a cover letter, CV, and certificates. We will regularly conduct any correspondence with you via the e-mail address provided.

For what purposes and on what legal basis are data processed?

We process your personal data in compliance with the provisions of the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz/BDSG).

Your personal data are processed as part of the application process by virtue of Art. 6 (l) (b) GDPR (initiation or performance of a contract) and national regulations on the protection of employee data where appropriate (e.g., in Germany Sec.26 (1) first sentence BDSG).

When creating a candidate profile, you determine who will have access to your data: see example.

* Make your own profile visible for:     

○ All company recruiters worldwide

○ All company recruiters in my country/my region

○ Only recruiters handling positions that I apply for   

 

With a release for global data use, we will use your personal data within the Webasto Group worldwide for the search for suitable applicants. Therefore, the personal data provided by you in the candidate profile may be collected, processed, evaluated, transferred, saved, and used by the persons responsible for implementing the application process for the companies of the Webasto Group in the following countries in the event of your suitability:

Germany

Mexico
United States of America

The abovementioned companies of the Webasto Group collect, process, and use the personal data provided by you solely for the purpose of implementing the application process.

The data will be collected, saved, and if necessary, transferred by us, to process an application representing an offer on the part of a job seeker to an employer to establish an employment or training relationship. The data will be sent by the applicant to the company. The consequence of not providing such data may be that the applicant will not be able to be considered in the further application process.

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

Moreover, the processing of health data may be required to evaluate your ability to work according to 9 (2) (e) GDPR and where appropriate, national regulations on the protection of employee data (e.g., in Germany: Sec. 22 (1) (a) BDSG.

What is more, we are entitled, by virtue of the European anti-terror regulations 2580/2001 and 881/2002 in conjunction with Art. 6 (1) (c) GDPR, to compare your data with the so-called “EU terrorist lists” to ensure that no monies or other economic resources are being provided for terrorist purposes.

In addition to the processing of your data for the purpose of establishing an employment relationship, we will process your data – unless your legitimate interests are overriding – also by virtue of our justified interests or third-party interests according to Art. 6 (1) (f) GDPR. Justified interests of the Webasto Group in the form of internal administrative purposes exist especially in connection with the retention of your applicant data on a server of the Webasto Group within the EU. The hosting of the data is required to ensure a uniform application process, centralized personnel management, as well as IT security.

How long will your data be retained?

We will erase your personal data as soon as such data are no longer required for the abovementioned purposes.

Unless we process your data for business purposes (e.g., for an employment relationship, we will save the data collected for the application process until the expiration of the designated country-specific deadlines after a rejection.

The deadline for the cancellation of the candidate profile shall depend on the date of your last login and your country of residence.

The corresponding retention periods are listed further below, for the countries with Webasto Group companies.

For all other countries, a retention period of six (6) months shall apply.

After the expiration of this retention period, the data collected for the application process will be erased. You may confirm an extension of the cancellation deadline for your candidate profile by a renewed login. You may revoke your consent at any time with effect for the future and without citing any reasons. In the event of a revocation, we will erase your personal data without undue delay.

If you are hired, we will place your application documents in your personnel file.

Who will receive your data?

Within our Group, only the persons and places (e.g., department, works council, and the representative body for severely disabled persons (Schwerbehindertenvertretung) will receive the personal data involved in the decision to hire you.

The Webasto Group (Webasto SE, Webasto Thermo & Comfort SE, Webasto Roof & Components SE, and their subsidiaries) engages not only in recruiting measures to fill jobs in the Group, but also for other companies of the Webasto Group. The Webasto Group companies work collaboratively.  Personal data will also be transferred to another company of the Wesbasto Group only if there is a legal basis for this and if this is required for one of the abovementioned purposes. Data will be regularly transferred to and processed by a Group company at which there is an advertised job.

Data will be transferred if the company has a legal obligation to a public authority, for example, law enforcement authorities or the German federal employment agency). Furthermore, data will be transferred to third parties only if this is required for the abovementioned purposes and legally permitted, or if you have previously granted your consent.

In addition, we work 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 service providers work in the following areas:

–    Personnel consultants and recruitment agencies

–    Service providers to check the qualifications of applicants

–   Service providers to operate the Applicant Portal/Job Portal.

What rights may you as the person concerned assert? 

Applicable law

The applicable law depends on your selection of the pool of candidates as well as on the registered office of the respective company of the Webasto Group as the responsible party.

Germany:
You have the rights arising from Art. 15 – 22 GDPR:
–    Right of access (Art. 15GcDPR)
–    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)

Mexico:
Artículos 6, 8, 15 y 16 de la Ley Federal de Protección de Datos Personales en Posesión de los Particulares (Articles 6, 8, 15 and 16 of the Federal Law on Protection of Personal Data in Possession of Individuals)


Retention periods

In the following countries, the respective data retention periods apply. These periods apply both for the candidate and the application profile.

Germany: six (6) months

Mexico:  twenty-four (24) months

United States of America: thirty-six (36) months.

You may revoke your consent at any time with effect for the future and without citing any reasons, by informing us about your revocation. In the event of a revocation, we will erase your personal data without undue delay.

Please get in touch with the following person:

Group Data Protection Officer Reinhard Bersch (dataprotection@webasto.com)

Where can you file a complaint?

You have the possibility to submit a complaint to the abovementioned data protection officer or to a data protection authority. The German authority responsible for us is:

Bayerisches Landesamt für Datenschutzaufsicht

Promenade 27

91522 Ansbach

Telephone: 0981 53 1300

Will your data be transmitted to a third country?

The Webasto Group processes the personal data concerning you mainly within the European Union or the European Economic Area (EU and EEA). Transfers to so-called third countries, i.e., states outside the EU or the EEA, will only occur if you have applied to a company of the Webasto Group which has its branch office in such a country.

Data transfer to such a third country basically requires that an adequate level of protection exists according to Art. 44 ff. EU GDPR. For unsolicited applications submitted by you, there is an exception according to Art. 49 (1) (b) GDPR.

Are you obligated to provide your data?

To be able to consider your application, we need that personal data from you which is required for the decision on establishing an employment relationship.

If an applicant does not provide this data, the consequence may be that the application will not be able to be considered in the further application process.

Other information

Below your will find the official information on the European Data Protection Regulation (EU GDPR

EU-DS-GVO (Europäische Datenschutzgrundverordnung)

EU GDPR (General Data Protection Regulation)