Encavis Group data protection information for applicants
Data protection information for applicants and email, telephone and video conference contacts in accordance with Articles 13 and 14 of the General Data Protection Regulation (GDPR)
The purpose of this data protection information is to provide information about which personal data is processed in connection with your application to companies in the Encavis Group. It applies to all channels through which individuals apply to companies in the Encavis Group.
Data controller
ENCAVIS Management GmbH & Co. KG, ENCAVIS GmbH, Encavis Asset Management AG, Encavis Portfolio Management GmbH, Asset Ocean GmbH and Stern Energy GmbH constitute a group of companies within the meaning of Art. 4 No. 19 GDPR. In order to make processes efficient and uniform, certain administrative activities are performed centrally for the companies in the group. This is done by ENCAVIS GmbH, People & Culture, Große Elbstraße 59, 22767 Hamburg, jobs@encavis.com , + 49 (40) 378562-0. If you apply to ENCAVIS Management GmbH & Co. KG, Encavis Asset Management AG, Encavis Portfolio Management GmbH, Asset Ocean GmbH or Stern Energy GmbH, the respective company and ENCAVIS GmbH are therefore jointly responsible.
Within the framework of joint responsibility, ENCAVIS GmbH has concluded an agreement with the other responsible parties in accordance with Art. 26 (1) GDPR, which transparently specifies which of them fulfils which obligations under the General Data Protection Regulation. Essentially, the following has been specified in this agreement in accordance with Art. 26 (1) GDPR:
- The processing operations were designed and coordinated jointly and are carried out as described below;
- the rights of data subjects can be exercised equally with each controller using the contact details provided above;
- the information obligations pursuant to Art. 13 and, where applicable, Art. 14 GDPR are fulfilled by ENCAVIS GmbH by publishing this agreed data protection information.
Contact details of the data protection officer
You can contact our group data protection officer atdatenschutz@encavis.com .
Origin of the data
If you apply directly to an Encavis company, we collect all data directly from you. If you are referred to us by a recruitment agency, we receive your application documents and all data that you have provided to the recruitment agency up to the point of transmission of the data to us. In the subsequent process, we collect data exclusively from you.
Scope and purpose of data processing, type of data, legal basis
Conducting the application process
All data that you or a recruitment agency provide to us will be processed for the purpose of carrying out the application and selection process and will be used to assess your professional and personal suitability, to contact you, including by email or telephone, to conduct interviews and to make a decision on your appointment.
In this context, we process your private contact details, including your telephone number and email address, title, first name, surname, CV and data relating to your education and qualifications. In addition, we process all information that you provide to us in a personal interview. The legal basis is Art. 6 (1) lit. b GDPR in conjunction with Art. 88 (1) GDPR and § 26 BDSG.
Furthermore, email addresses and content data are processed for the administration, implementation and evaluation of personality tests. This includes a differentiated profile of character traits, motives and competencies in the form of a detailed results report. The legal basis for this is Art. 6 (1) lit. f GDPR, our legitimate interest in support with candidate selection.
You are not subject to automated decision-making or profiling by us.
Inclusion in the applicant pool
We will only include you in our applicant pool after obtaining your consent (Art. 6(1)(a) GDPR) and will store the data collected during a previous application process in this context.
When applying through recruitment agencies: Fulfilment of our contractual obligations
If you apply to us through a recruitment agency, the contractual arrangements with them usually stipulate that a placement commission is payable after successful placement, in some cases only after completion of the probationary period. This depends on your earnings, including all remuneration components. We will therefore provide the recruitment agencies with information about your annual salary and other remuneration components, such as company cars, which will be used to calculate the placement commission. We must also inform the recruitment agencies whether you have successfully completed your probationary period or whether you have left us at your own request. You have already been informed of this by the recruitment agency. The legal basis for this processing is Art. 6 (1) (f) GDPR, our legitimate interest in fulfilling the agency agreement concluded between the recruitment agency and us.
Recipients of your data
Your application documents will only be passed on to those departments that are involved in the application process and need the data in this context. These are the P&C department (ENCAVIS GmbH), the relevant specialist department in the respective company to which you are applying, the legal department (ENCAVIS GmbH ), and the board of directors or management of the company to which you are applying.
If you have applied for a position at Encavis Portfolio Management GmbH, we may be required to transfer certain personal data to the Federal Financial Supervisory Authority (BaFin) depending on the position. BaFin receives the personal data for the purpose of assessing professional suitability, reliability and availability in accordance with legal requirements. The legal basis for this processing is Art. 6 (1) (c) GDPR.
In addition, d.vinci HR-Systems GmbH, Nagelsweg 37-39, 20097 Hamburg, supports us as a technical service provider for the applicant management system through which you can send us your application. When you click on a job advertisement to view details or when you click on "unsolicited application", we will redirect you to d.vinci. Further processing will take place there. We also use this system internally when we receive applications via recruitment agencies.
To assist in the selection of candidates, we use the "LINC Personality Profiler" platform from LINC GmbH, Grapengießerstr. 16, 21335 Lüneburg.
We use Hetzner Online GmbH, Industriestraße 25, 91710 Gunzenhausen, to operate the data centre and provide the servers.
Beyond this, we do not pass on any personal data to third parties.
Transfers to a third country
Data is not transferred to locations in countries outside the European Economic Area (so-called third countries).
Storage period
If you are hired, we will transfer your data to your personnel file and store it for at least the duration of your employment.
If we do not hire you, we will delete your data six months after the end of the application process. The legal basis for this storage is our obligation (Art. 6 (1) (c) GDPR) to be able to prove that we comply with the provisions of the General Equal Treatment Act (AGG).
The data of those applicants who have given us their consent to further storage of their data in the applicant pool is excluded from deletion. This data is reviewed annually to determine whether there is a need for further storage. If this is not the case, the data will be deleted. In addition, your data will be deleted from the applicant pool immediately if you request us to do so or revoke your consent to storage.
If you withdraw your application during an ongoing application process, we will delete your data immediately. We will only continue to store your notification regarding the termination of the process by you and delete it six months after the end of the application process. The legal basis for this storage is our obligation (Art. 6 (1) (c) GDPR) to be able to prove that we comply with the provisions of the General Equal Treatment Act (AGG).
Your rights
If you wish to exercise any of your rights, please contact us as the controller using the contact details provided above or use one of the other methods we offer to send us this notification.
Right to information
Under Art. 15 GDPR, you have the right to request confirmation from us as to whether we are processing personal data relating to you. If this is the case, you have the right to access this personal data and to further information specified in Art. 15 GDPR.
Right to rectification/completion
According to Art. 16 GDPR, you have the right to request that we immediately correct any inaccurate personal data concerning you. Taking into account the purposes of the processing, you also have the right to request the completion of incomplete personal data, including by means of a supplementary statement.
Right to erasure
You have the right to request that we erase personal data concerning you without delay. We are obliged to erase personal data without delay if the relevant requirements of Art. 17 GDPR are met. For details, please refer to Art. 17 GDPR.
Right to restriction of processing
In accordance with Art. 18 GDPR, you have the right to request that we restrict the processing of your personal data under certain conditions.
Right to data portability
Under Article 20 GDPR, you have the right to receive the personal data concerning you that you have provided to us in a structured, commonly used and machine-readable format, and you have the right to transmit this data to another controller without hindrance from us, provided that the processing is based on consent pursuant to Article 6(1)(a) GDPR or Article 9(2)(a) GDPR or on a contract pursuant to Article 6(1)(b) GDPR and the processing is carried out by automated means.
Right to withdraw consent
Pursuant to Article 7 GDPR, you have the right to withdraw your consent at any time without giving reasons. Please note that withdrawal of consent only applies to the future and does not affect the lawfulness of processing carried out in the past.
Right to object
If we cite our legitimate interest pursuant to Art. 6(1)(f) GDPR as the legal basis, you have the right to object pursuant to Art. 21 GDPR.
According to Art. 21 GDPR, you have the right to object to the processing of personal data concerning you that is based on Article 6(1)(e) or (f) GDPR; this also applies to profiling based on these provisions.
If we process your personal data for direct marketing purposes, you have the right to object at any time to the processing of personal data concerning you for such marketing purposes; this also applies to profiling insofar as it is related to such direct marketing.
Right to lodge a complaint
Pursuant to Art. 77 GDPR, you have the right to lodge a complaint with the supervisory authority, without prejudice to any other administrative or judicial remedy. This right exists in particular in the Member State of your place of residence, your place of work or the place of the alleged infringement if you consider that the processing of personal data concerning you infringes the GDPR.
Reservation of changes
We reserve the right to change the security and data protection measures at any time, in particular if this becomes necessary due to technical developments. In such cases, we may also amend this privacy policy accordingly. Please therefore refer to the current version of this privacy policy.
