The purpose of this privacy notice is to inform you about the personal data processed in connection with your application to companies within the Encavis Group. It applies to all methods through which individuals apply to companies within the Encavis Group.
Data Controllers
Encavis AG, Encavis Asset Management AG, and Encavis Portfolio Management GmbH constitute a corporate group within the meaning of Art. 4 No. 19 GDPR. To ensure efficient and uniform processes, certain administrative activities for the companies within the group are carried out centrally. This is done by Encavis AG, Human Resources, Große Elbstraße 59, 22767 Hamburg, jobs@encavis.com, +49 (40) 378562-0. If you apply to Encavis Asset Management AG or Encavis Portfolio Management GmbH, there is joint responsibility between the respective company and Encavis AG.
As part of the joint responsibility, Encavis AG has entered into an agreement with the other controllers in accordance with Art. 26 (1) GDPR, which transparently sets out who fulfills which obligation under the General Data Protection Regulation. Essentially, the following has been agreed upon in this agreement pursuant to Art. 26 (1) GDPR:
- The design of the processing activities was jointly undertaken and coordinated and is carried out as described below;
- the rights of the data subjects can be exercised equally with any of the controllers using the contact details provided above;
- the information obligations pursuant to Art. 13 and, if applicable, Art. 14 GDPR are fulfilled by Encavis AG by publishing this coordinated privacy notice.
Contact Details of the Data Protection Officer
You can reach our group data protection officer at datenschutz@encavis.com.
Source of Data
If you apply directly to an Encavis company, we collect all data directly from you. In the event that 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 data transfer to us from the agency. 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 conducting the application and selection process and serve to assess professional and personal suitability, contact you, including by email or phone, conduct interviews, and make hiring decisions.
In this context, we process your private contact details, including phone number and email address, salutation, first name, last name, resume, and data about your education and qualifications. Additionally, we process all information you provide to us in person. The legal basis is Art. 6 (1) lit. b GDPR in conjunction with Art. 88 (1) GDPR and § 26 BDSG.
You are not subject to any automated decision-making or profiling.
Inclusion in the Applicant Pool
We include you in our applicant pool only with your consent (Art. 6 (1) lit. a GDPR) and store the data collected during a previous application process in this context.
Application via Recruitment Agencies: Fulfillment of Our Contractual Obligations
If you apply to us through a recruitment agency, the contractual arrangements with these agencies usually stipulate that a placement fee is due after successful placement, sometimes only after the probationary period has ended. This fee depends on your earnings, including all compensation components. Therefore, we will provide the recruitment agencies with information about your annual salary and other compensation components, such as a company car, based on which the placement fee is calculated. We must also inform the recruitment agencies whether you have successfully completed the probationary period or if you have left us at your own request. You have already been informed about this by the recruitment agency. The legal basis for this processing is Art. 6 (1) lit. f GDPR, our legitimate interest in fulfilling the placement contract concluded between the recruitment agency and us.
Recipients of Your Data
Your application documents are only forwarded to those departments involved in the application process and who need the data in this context. These are the HR department (Encavis AG), the relevant department in the respective company to which you are applying, the legal department (Encavis AG), and the board or management of the company to which you are applying.
In addition, d.vinci HR-Systems GmbH, Nagelsweg 37-39, 20097 Hamburg, kontakt@dvinci.de supports us as a technical service provider for the applicant management system, which you can use to send us your application. . If you click on a job offer to view details or if you click on ‘Send unsolicited application’, we will forward you to d.vinci. Further processing takes place there. We also use this system internally when we receive applications via recruitment agencies.
Furthermore, we generally do not disclose personal data to third parties.
Storage Duration
If you are hired, we will transfer your data to the personnel file and store it for at least the duration of the employment relationship.
If we do not come to an agreement, 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) lit. c GDPR) to demonstrate that we comply with the provisions of the General Equal Treatment Act (AGG).
Data of applicants who have given us consent to further store their data in the applicant pool are excluded from deletion. For these data, it is checked annually whether there is a need for further storage. If this is not the case, the data will be deleted. Furthermore, your data will be deleted from the applicant pool immediately if you request us to do so or withdraw your consent to storage.
If you withdraw your application during an ongoing application process, we will delete your data immediately. Only your notification regarding the termination of the process by you will be stored and deleted six months after the end of the application process. The legal basis for this storage is our obligation (Art. 6 (1) lit. c GDPR) to demonstrate 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 data controller at the contact details provided above or use one of the other methods we offer to send us this communication.
Right to information
According to Art. 15 DSGVO, you have the right to request confirmation from us as to whether personal data concerning you are being processed by us. If this is the case, you have a right to information about this personal data and to further information mentioned in Art. 15 DSGVO.
Right of rectification/supplementation
According to Art. 16 DSGVO, you have the right to demand that we correct incorrect personal data concerning you without undue delay. Considering the purposes of the processing, you also have the right to request the completion of incomplete personal data - also by means of a supplementary declaration.
Right to deletion
You have the right to demand that we delete personal data relating to you without delay. We are obliged to delete personal data without delay, provided that the relevant requirements of Art. 17 DSGVO are met. For details, please refer to Art. 17 DSGVO.
Right to restriction of processing
In accordance with Art. 18 DSGVO, you have the right under certain conditions to demand that we restrict the processing of your personal data.
Right to data portability
According to Art 20 DSGVO, you have the right to receive the personal data concerning you that you have provided to us in a structured, common and machine-readable format, and you have the right to transfer this data to another controller without hindrance from us, provided that the processing is based on consent pursuant to Article 6(1)(a) DSGVO or Article 9(2)(a) DSGVO of on a contract pursuant to Article 6(1)(b) DSGVO and the processing is carried out with the help of automated processes.
Right to withdraw consent
According to Art. 7 DSGVO, you have the right to revoke your consent at any time and without giving reasons. Please note that a revocation applies exclusively to the future and does not affect the lawfulness of processing carried out in the past.
Right of objection
If we designate our legitimate interest pursuant to Art. 6 (1) f DSGVO as the legal basis, you have the right of objection set out below pursuant to Art. 21 DSGVO.
According to Art. 21 DSGVO, you have the right to object to the processing of personal data concerning you that is based on Article 6 (1) litt. e or f DSGVO; this also applies to profiling based on these provisions.
If we process your personal data for the purpose of direct marketing, you have the right to object at any time to the processing of personal data concerning you for the purpose of such marketing; this also applies to profiling insofar as it is related to such direct marketing.
Right of appeal
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 residence, workplace or the place of the alleged infringement, if you believe that the processing of personal data concerning you violates the GDPR.
Subject to change
We reserve the right to change the security and data protection measures at any time, especially if this becomes necessary due to technical developments. In these cases, we will also adapt this data protection notice accordingly, if necessary. Please therefore note the current version of this data protection notice.