Application process and recruiting

Thank you for your interest in working at hameln pharma gmbh.
As part of our application process and recruiting, we process personal data from applicants and from individuals whom we contact in the course of our recruitment activities.
Below, we provide information about the processing of your personal data in this context.
 

Name and contact details of the controller

hameln pharma gmbh
Inselstraße 1
31787 Hameln
Phone: +49 5151 80 50 210
E-mail: mail@hameln-pharma.com
 

Contact details of the data protection officer

Any data subject can contact our data protection officer directly at any time with any questions or suggestions regarding data protection:
Datenschutzbeauftragter der hameln pharma gmbh
Inselstraße 1
31787 Hameln
E-mail: datenschutz@hameln-pharma.com
 

Description and purpose of data processing

If we deem it necessary for filling a position, we may also collect personal data about you from third parties. This may include, for example, internet research or research on social media (e.g., LinkedIn, XING). In this regard, we refer you to the supplementary information on the processing of personal data from external sources at the end of this privacy policy.
 

Legal basis

The legal basis for the processing of your personal data in the application process is primarily Art. 6 (1) lit. b GDPR. According to this, the processing of data that is necessary in connection with the decision to establish an employment relationship is permissible.
If data is required for legal purposes after the application process has been completed, data processing may be carried out on the basis of the requirements of Art. 6 GDPR, in particular for the purposes of legitimate interests pursuant to Art. 6 (1) (f) GDPR. Our interest then lies in asserting or defending claims.
If special categories of personal data within the meaning of Art. 9 GDPR are processed (e.g., health data), the legal basis is Section 26 (3) BDSG or Art. 9 (2) lit. b GDPR in conjunction with Art. 6 (1) lit. b GDPR.
 

Storage duration

If no employment contract is concluded, the application documents will be automatically deleted two months after notification of the rejection decision, unless deletion conflicts with any other legitimate interests of the controller. Other legitimate interest in this sense is, for example, a burden of proof in proceedings under the General Equal Treatment Act (AGG).
In the event of a successful application, we transfer application documents to the personnel file.
 

Recipient

Your application data will be reviewed by our HR department upon receipt of your application. Suitable applications will then be forwarded internally to the relevant department manager for the vacant position. As a matter of principle, only those persons have access to personal data who need it for the proper course of our application procedure.
Our application process is digitalised with the help of personnel management software. Data may be transmitted to the provider of this software. The provider processes your data exclusively on our behalf and on the basis of an order processing contract in accordance with Art. 28 GDPR.
The provider of the personnel management software is Personio SE & Co KG (Seidlstraße 3, 80335 Munich, Germany).
Please note that when you access our careers section on our website, you will be redirected to an external careers page of the aforementioned provider. When you visit this page, technically necessary data such as IP address, time of access or device information may be processed by the provider. Further information on data processing by the provider can be found at: https://www.personio.de/datenschutzerklaerung/.
 

Third country transfer

Data is not transferred to third countries.
 

Provision prescribed or required

The provision of personal data is necessary for the lawful execution of the application process. Failure to provide it may mean that your application cannot be considered.
 

Your rights

Every data subject has the right to:

• Information (Art. 15 GDPR)
• Rectification (Art. 16 GDPR)
• Erasure (Art. 17 GDPR)
• Restriction of processing (Art. 18 GDPR)
• Objection (Art. 21 GDPR)
• Data portability (Art. 20 GDPR)

Consent given to the processing of personal data can be revoked at any time.
You also have the right to lodge a complaint with a competent data protection supervisory authority. You can find an overview of the competent supervisory authorities at the following link https: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.

Processing of personal data from external sources

In addition to applications that you send to us directly, we may also process personal data that we have not received directly from you. This may occur in particular in the context of our recruiting or so-called “active sourcing.”
In doing so, we draw on information provided via publicly accessible sources (e.g., professional networks such as LinkedIn, XING, Indeed, or similar platforms) or via recruitment agencies.
 

Data categories

The following data categories in particular may be processed in this context:

• Name, contact details, professional qualifications, previous activities, publicly stated interests or skills,
• profile information and content published in a professional context or made visible by the data subject on platforms,
• where applicable, data provided to us by a recruiter as part of a candidate proposal.

 

Purpose of processing

The processing is carried out for the purpose of identifying and contacting potentially suitable candidates and for conducting an application process.
 

Legal basis

The legal basis is Art. 6 (1) (f) GDPR. Our legitimate interest is to recruit qualified specialists for our company. We limit ourselves to data that is necessary for this purpose and is publicly available in professional contexts.
If an application is subsequently submitted, the information described above regarding data processing in the application process applies.
 

Source of the data

The data comes from publicly available sources (e.g., LinkedIn, XING, job portals, company websites) or from third parties (e.g., recruiters) who are already in contact with the data subjects.
 

Storage period

If no application is made, we delete the data no later than six months after the last contact, unless consent has been given for longer storage.
If an application is submitted, the deletion periods for application documents described in this privacy notice apply.
 

Information obligations under Art. 14 GDPR

We inform data subjects about this data processing at the latest when we first contact them. If contact is made via a platform (e.g., LinkedIn or XING), the reference to this privacy notice may be included directly in the message.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.