Privacy policy

YOUR PERSONAL DATA IN THE APPLICATION PROCESS

Information on data protection

We are pleased that you wish to apply to vioma GmbH ("vioma"). Transparency and trustful handling of your personal data is an important basis for a good cooperation. Therefore, we inform you about how we process your data and how you can exercise your rights to which you are entitled under the General Data Protection Regulation (GDPR). The information below provides you with an overview of the collection and processing of your personal data in connection with the implementation of the application process. Please read this privacy policy carefully before applying to us.

1. general information

a) Who is responsible for data processing?

The controller within the meaning of Art. 4 No. 7 GDPR is:

vioma GmbH

Industriestrasse 27

77656 Offenburg Germany

Phone: +49 781 31055-0

E-mail: info@vioma.de

b) How can you reach the data protection officer?

We have appointed the following data protection officer for our company:

Wladimir Seel

comply25 GmbH
Industriestraße 27
77656 Offenburg
Telefon: +49 781 31055-145
E-Mail: datenschutzbeauftragter@vioma.de

2 What are personal data?

According to Art. 4 No. 1 GDPR, personal data is any information relating to an identified or identifiable natural person.

3 What data is processed?

The following data or categories of data are processed in order to carry out the application process:

Applicant master data for submitting the application (first name, last name, e-mail address, salary requirements, possible entry date, optional telephone number).
Further personal data of your uploaded documents such as your cover letter, curriculum vitae or job references. Further applicant master data (e.g. address, date of birth, citizenship), qualification data (e.g. information on degrees and training, professional skills) and, if applicable, further personal data voluntarily provided by you (e.g. an application photo or information on severe disabilities) may be processed here.
communication between you and us as well as comments and evaluations written about you in the course of your application process
other data/ categories of data, e.g. publicly accessible, job-related data, e.g. a profile on professional social media networks such as XING or LinkedIn.
Special categories of personal data: if you provide information in your application documents that contains special categories of personal data within the meaning of Art. 9 para. 1 GDPR (e.g. information that allows conclusions to be drawn about your sexual orientation; information about your health; information that allows conclusions to be drawn about your ethnic origin or religion), we will also only process this data within the legally permissible scope.

4. For what purposes do we process your data and on what legal basis?

a) Data processing for employment relationship purposes - § 26 of the German Federal Data Protection Act (BDSG)

Your personal data will be processed for personnel selection purposes to fill vacancies, i.e. to initiate an employment contract. The necessity and scope of the data collection are assessed, among other things, according to the position to be filled. If your desired position involves the performance of particularly confidential tasks, increased personnel and/or financial responsibility, or is linked to certain physical and health requirements, more extensive data collection may be necessary. The legal basis is § 26 para. 1 of the German Federal Data Protection Act (BDSG).

b) Consent - Art. 6 para.1 lit. a and Art. 9 para. 2 lit. a GDPR, § 26 para. 2 BDSG

If you have given us your voluntary consent to the processing of certain personal data, then this consent forms the legal basis for the processing of this data.
If we base data processing on your consent, you have the right to revoke your consent at any time with effect for the future. If possible, please send the revocation by e-mail to datenschutzbeauftragter@vioma.de. The lawfulness of the processing of your data up to the time of the revocation remains unaffected.

c) Data processing based on legitimate interest - 6 para.1 lit. f GDPR

In certain cases, we process your data to protect a legitimate interest of us or of third parties. A legitimate interest exists, for example, if your data is required for the assertion, exercise or defense of legal claims in the context of the application process (e.g. claims under the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidence purposes.

5. To whom is your data disclosed?

Your data is mainly processed by our HR department. However, in some cases other internal and external bodies are also involved in the processing of your data. Internal bodies may be the management assistants or departments and teams of our company.

As an external service provider, we use Personio GmbH & Co. KG, Rundfunkplatz 4, 80335 Munich (hereinafter "Personio"). Personio processes personal data within the scope of these activities only on behalf of and for the purposes of vioma and is therefore a so-called data processor within the meaning of Art. 4 No. 8 GDPR.

More information about the handling of user data at Personio can be found in Personio's data protection policy: https://www.personio.de/datenschutz/

6. How long will your data be stored?

(1) We store your personal data as long as it is necessary for the decision on your application. Insofar as an employment relationship between you and us does not come about, we may continue to store data beyond this, insofar as this is necessary for the defense against possible legal claims. As a rule, your data will be deleted or made anonymous within 6 months of the end of the application process. In this case, the data is only available to us as so-called metadata without direct personal reference for statistical evaluations (for example, proportion of women or men in applications, number of applications per period, etc.).
(2) If you withdraw your application before the end of the application process, the stored data will be disabled for the period of the application process that is still ongoing and finally deleted or anonymized after 6 months after the end of the application process.
(3) You may submit a request for deletion or have the processing of your data restricted.

7. What rights do you have in connection with the processing of your data?

(1) You can request information about whether we are processing your personal data. If you wish, we will tell you what the data is, for what purposes the data is processed, to whom this data is disclosed, how long the data is stored and what other rights you have in relation to this data.
(2) In addition, you have the right to have your data corrected or deleted. You may also request that we provide all personal data in a structured, common and machine-readable format either to you or to a person or company of your choice.
(3) You also have the right not to be subject to a decision based solely on automated processing - including profiling - which produces legal effects concerning you. In the context of the application process, we do not use exclusively automated processing for decision-making.
(4) You also have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Art. 6 para. 1 lit. e GDPR (data processing in the public interest) or on the basis of Art. 6 para. 1 lit. f GDPR (data processing for the purposes of safeguarding a legitimate interest); this also applies to profiling based on this provision. In the event of your objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.
(5) In addition, you have the right to lodge a complaint with the competent data protection supervisory authority.
(6) To exercise your rights, you can contact us by e-mail at datenschutzbeauftragter@vioma.de. We will process your requests promptly and in accordance with the legal requirements and inform you of the measures we have taken or will take.

8. Is there an obligation to provide your personal data?

The provision of personal data is neither legally nor contractually required, nor are you obliged to provide the personal data. However, the provision of personal data is necessary for the implementation of the application process. This means that if you do not provide us with personal data when applying, we will not be able to carry out the application process.

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