Privacy Policy

PRIVACY PROTECTION INFORMATION FOR THE ONLINE APPLICATION PLATFORM HAHN Group GmbH

– Information to Art. 13, 14 and 21 of the General Data Protection Regulation (GDPR) –

Dear applicant,

In the following we are informing you on the processing of your personal data (Art. 4 No. 2 GDPR) in relation with your application on our online applicant platform (accessible under www.hahn.group/karriere). The first section of this information sheet includes general information regarding the handling of your personal data, and the claims and rights you are entitled to according to the data protection regulations. Data processed in detail and how these are used is specified in the second section – Specific Information.
I. General Information

1. Who is responsible for data processing, and whom should I contact?
The responsible authority for data processing on this website is:

HAHN Group GmbH
Liebshausener Str. 3
55494 Rheinböllen
Germany

Phone: +49 6764 90220
E-Mail: info@hahnrobotics.com

Responsible authority is the natural or legal person, who decides alone or jointly with others on the purposes and means of processing of personal data (e.g. names, e-mail addresses or similar).

2. Which data do we process, and from which sources do these come from?
We process personal data we are receiving from you within the context of the application procedure. These data are coming from the application form you have to fill out on the application platform online, or from the data files you uploaded (e.g. letter, passport photo, curriculum vitae, certificates).
Furthermore, technical usage data are processed while using the online portal and visiting the website.
Further details, regarding the specifically processed categories of data and the according sources, you can find in section – Special Information (there number 1).

3. What are the purposes for processing your data, and on what legal basis?
We process your personal data for several purposes in accordance with the provisions of the European General Data Protection Regulation (GDPR), and the Federal Data Protection Act (BDSG). In principle, the following purposes for processing are taken into account: Processing for initiation of contractual relationships (Art. 6 (1) lit. b GDPR), for protecting legitimate interests (Art. 6 (1) lit. f GDPR) on the basis of your consent (Art. 6 (1) lit. a) GDPR). Further details regarding data processing you can find in the information in section – Special Information (there number 2).

4. Who receives my data?
Within the HAHN Group, only those authorities entrusted with preparation and execution of the application process
receive your data. These are employees of the personnel department, the departments where a vacancy is to be filled, the managers and the potential supervisors. Details regarding the data processors we appointed and the specific recipients receiving personal data
are included in section – Special Information (there number 3).

5. For how long are my data retained?
As far as necessary we process and store your personal data for the duration of the application process. If there is an employment /apprenticeship /traineeship following the application process, first the data continue to be stored and are filed in the personnel file. Otherwise, the applicant receives a rejection and the application process terminates. Not later than four months after sending the rejection the data are made anonymous. Where appropriate, in spite of an rejection for a specific application process, you will receive an invitation for a so-called “Applicant Pool” for future vacancy notices within the HAHN Group.

6. Are data transferred to a third country or an international organization?
In principle there is no data transfer to third countries. For each data transfer to third countries a special consent is obtained from the applicant.

7. Which privacy rights do I have?
Each person concerned has the right to obtain information according to Art. 15 GDPR, the right to rectification according to Art. 16 GDPR, the right to erasure according to Art. 17 GDPR, the right to restriction of processing according to Art. 18 GDPR, and the right of  data portability from Art. 20 GDPR. For exercising the rights before mentioned, you can contact the authorities stated in section – General Information “Who is responsible for data processing, and whom should I contact?”
A list of the Data Protection Supervisors and their contact data are indicated within the following link: www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

8. Do I have an obligation do supply data?
There is no legal or contractual obligation for supplying data. Within your application you shall only supply the personal data required for acceptance and execution of the application. However, without these data we will have to refrain from including you in the application process.

II. Special Information
In this section “Special Information” we wish to inform you about the processing of your personal data in the course of the respective application process. The following processing activities are always concerning the applicant.

1. What data do we process, and from which sources do these come from?
Following the explanations from section “General Information” (there number 2), we process the following data or categories of data in connection with the use of the online application platform:

a) Data we receive from you in connection with the application process
We process the following data or categories of data we are receiving from you directly or from persons you assigned:
• Master data:
o Gender, name, address, phone number and email address;
o If given by the applicant in the curriculum vitae: among others date of birth, place of birth, country of birth and possibly name of birth, nationality;
Marital status
• Data on how you became aware of the job offer.
• Data regarding the reason for the intended traineeship (only if applying for an traineeship).
• Data regarding school education in detail (only if applying for an apprenticeship): Beginning and termination of school education; type of school, type of degree, overall grade average of the last certificate (without conduct grades),
Grades of the last certificate in mathematics, German, English, business administration, accounting.
• Data regarding education (among others school, university, in-company training)
• Data regarding non-professional interests: Hobbies, voluntary commitment
• Data regarding the content of former/current employment relationships, e.g. work tasks, performance data, positions exercised
(These data may result from your letter/curriculum vitae/included employers’ references).
• Passport photo
• Other data you are giving to us voluntarily during the application process by uploading or supplying us otherwise,
e.g. in your letter of application, curriculum vitae or certificates.
• Usage data:
o Processed are the following data from all visitors of the website, also of those who do
not finish the application process: IP address, the visited website, date and time of access.
o Data, additionally becoming available with a terminated application process via our online application platform:
Session identifier
• Communication data: Content of personal or phone conversations and other data arising during the
communication with you (e.g. in case of further inquiry on our part, when using a contact form).
• Data protection declarations:
o Declarations of consent regarding the processing of personal data;
o Declarations regarding the revocation of any consents you issued; declarations regarding the revocation of
processing of personal data;
o Declarations for enforcing your rights to information, rectification, erasure, limitation of processing,
Data portability, including the information you give to us during the enforcement of your rights.

b) Data we have generated autonomously
We assign to each application a separate application number.

2. What are the purposes for processing your data, and on what legal basis?
Following the statements in section – General Information (there number 3), we process your personal data on the following legal bases for the following purposes:

Zweck / berechtigtes Interesse

Verarbeitete Daten bzw. Kategorie von Daten

Rechtsgrundlage(n)

Use of the website for application /
contract initiation including the
communication with the person affected
Master data, data on how the applicant became aware of the job, data regarding the reason for the intended traineeship, data regarding
school education, passport photo, data if it is an internal applicant, communication data,
number of application, other data you are giving to us voluntarily during the application process by uploading these or supplying us otherwise, such as in your letter of application, curriculum vitae or certificates

Art. 6 (1) lit. b GDPR

It is indicated if the internal applicant has already applied for several positions. This gives us the option to better coordinate internal recruitment, and to find a solution as efficient and satisfactory as possible for both parties (applicant and potential
employer).

Data if it is an internal applicant

Art. 6 (1) lit. f GDPR

After the conclusion of an
employment contract, the data are stored
in the personnel file of the person concerned. These data are then used as basis for the later professional development of the person concerned (e.g. identification of training and
development options /need, depending on previous knowledge.
Promotion options depending on
existing qualifications etc.)
Master data, data on how the applicant became aware of the job, data regarding the reason for the intended traineeship, data regarding
school education, data if it is an internal applicant, communication data, other
data you are giving to us voluntarily during the application process by uploading these or supplying us otherwise, such as in your
letter of application, curriculum vitae or certificates

Art. 6 (1) lit. f GDPR

After the conclusion of an
employment agreement, the data are furthermore stored in the personnel file of the person concerned for control regarding abuse
Master data, data on how the applicant became aware of the job, data regarding the reason for the intended traineeship, data regarding
school education, data if it is an internal applicant, communication data, data you are
giving to us voluntarily during the application process by uploading or supplying us otherwise,
e.g. in your application letter, curriculum vitae or certificates

Art. 6 (1) lit. f GDPR

Registration on the website

email address, user name/password

Art. 6 (1) lit. b GDPR

Verification (e.g. comparison of data usually
with the access to the user account)

email address, user name/password

Art. 6 (1) lit. b GDPR

Identification of and protection against cyber attacks (e.g. Distributed Denial of Service or hacker attacks): The provider of the platform requires the processed data to ensure
stable and safe use of the platform. Among others, the operation of the website can be jeopardized by cyber attacks. Moreover, unauthorized access to the data of platform users
shall be prevented.

IP address, user name/password, accessed page, date and time of retrieval

Art. 6 (1) lit. f GDPR

Based on the application process
mutual legal claims may arise (e.g. pre-contract claims, claims
regarding the General Equal Treatment Act. The collected data
are necessary for asserting,
exercising or defending these
(potential) legal claims.

Master data, communication data, usage data

Art. 6 (1) lit. f GDPR

Consent management (management of data protection and integrity
declarations of consent and revocation)

Master data, data protection declarations

Art. 6 (1) lit. c GDPR

Data subject rights management (processors of inquiries from persons about rectification, erasure, limitation of processing and data portability in order to fulfil the data protection rights of the persons concerned.

All data and categories of data, which are subject of the respective inquiry.

Art. 6 (1) lit. c GDPR

4. To what extent are my data used for profiling?

Your data are not used for profiling. Profiling signifies any automated processing of personal data, consisting in the use of these data for analysing or predicting defined personal aspects.

Information on your right of objection according to Art. 21 Federal Data Protection Act (GDPR)
For reasons resulting from your specific situation, at any time you are entitled to appeal against the processing of your personal data, which is carried out in virtue of Article 6 (1) lit. f of the GDPR (data processing based upon a balancing of interests); this does also apply to a possible profiling based upon the regulation under Article 4 No. 4 GDPR. When lodging an objection, we will no longer process your personal data, unless we can prove compelling reasons worthy of protection, which are exceeding your interests, rights and liberties, or the processing is used for asserting, executing or defending legal rights. The objection can be made informal and should be directed preferably to the authorities stated in the data protection notice, section – General Information “Who is responsible person for data processing, and whom should I contact?”