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.
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.
Additionally, we are supported by d.vinci HR-Systems GmbH, Nagelsweg 37-39, 20097 Hamburg, as a technical service provider for the applicant management system through which you can submit your application to us. We also use this system internally when we receive applications through 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
Every data subject has the right to access (Art. 15 GDPR), the right to rectification and completion (Art. 16 GDPR), the right to erasure (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR), and the right to data portability (Art. 20 GDPR). The restrictions according to §§ 34 and 35 BDSG apply to the right of access and the right to erasure. Additionally, there is a right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR in conjunction with § 19 BDSG).
No Obligation to Provide Data
As part of your application, you only need to provide the personal data required for the applicant selection process. Without this data, we will generally not be able to conduct an application process with you.
No Automated Decision-Making in Individual Cases
As part of the application process, we generally do not use automated decision-making, including profiling, in accordance with Art. 22 GDPR. Should we use these procedures in individual cases, we will inform you separately, if required by law.
Right to Withdraw Consent
If you have given us your consent to process your personal information, you can withdraw it at any time. To exercise your right to withdraw consent, please inform us using the contact details provided above.
Right to Object
You have the right to object at any time, on grounds relating to your particular situation, to the processing of your personal data which is based on Art. 6 (1) lit. e or f GDPR. This also applies to profiling based on these provisions. If the data is processed for direct marketing purposes, you have the right to object at any time to the processing of your data for such marketing; this also applies to profiling to the extent that it is related to such direct marketing. There may be compelling reasons for further processing by us that override your interests. In this case, we would restrict the processing of the affected data and process it solely for the purposes you specify.