Information sheet on data processing

Information obligations according to Articles 13 and 14 of the General Data Protection Regulation

This notice provides you with comprehensive information about the processing of your personal data during the application process and the rights you are entitled to under data protection law. The protection and confidential handling of your personal data is of utmost importance to us during the application process.

For further information about the storage of data when you visit this careers site, particularly regarding technical usage data, please refer to the general data protection information.

If you contact us as a recruitment agency, please forward the data protection information to the applicant.

1. Responsible party
The company to which you applied is responsible for data processing:

Aioi Nissay Dowa Insurance Company of Europe SE, Niederlassung Deutschland

Carl-Zeiss-Ring 25, 85737 Ismaning

Aioi Nissay Dowa Life Insurance of Europe Aktiengesellschaft or

Carl-Zeiss-Ring 25, 85737 Ismaning

Toyota Insurance Management SE

Toyota-Allee 2, 50858 Köln

You can contact our data protection officer by mail at the above address with the addition “Data Protection Officer” or by email at: datenschutz@and-e.com.

2. Categories of personal data that are processed

Personal data is any information that relates to an identified or identifiable natural person or at least makes it possible to identify them and thus allows conclusions to be drawn about their personality or can be assigned to your person with reasonable effort.

The categories of data we process include the contact details you provide, personal data, educational and professional information, including the cover letter, resume, professional, educational, and training qualifications, and job references contained in your application documents.

Below you will find a detailed list of the mandatory information. We need this information to determine whether you are suitable for the position offered.

First- and Surname
E-Mail adress
Phone number
Date of availability
Salary expectations
CV

The following information is optional. You are welcome to provide us with further information about yourself on a voluntary basis. Whether you choose to do so or not will have no effect on the progress of your application process.

Gender
- Information about your place of residence
- LinkedIn and Xing contact details
- Employee recommendation
- Information about how you found out about the position
- Additional documents

3. Purposes and legal bases of data processing

We process your personal data in compliance with the EU General Data Protection Regulation (GDPR), the Federal Data Protection Act (BDSG) and all other relevant laws.

We process your personal data for the purpose of conducting the application process and preparing the establishment of an employment relationship (legal basis: Art. 6 (1) (b) GDPR, Art. 88 GDPR, § 26 BDSG). If this requires the processing of special categories of personal data (e.g., health data), this will be done after obtaining your separate consent or for the purpose of assessing the applicant's ability to work (Art. 9 (1) GDPR, § 22 BDSG). If your submitted documents contain such data, it will be processed at your request; however, as such information is generally not required for the application process, we ask you not to submit such data if possible.

If you voluntarily submit further information about yourself to us, the processing will be based on your consent given to us, Art. 6 (1) lit. a), Art. 7 GDPR.

In addition, we create anonymized reports from the applicant data, e.g., statistics on how many applicants there were for a position. These statistics are created exclusively anonymously and no longer contain any personal data.

4. Consent to be included in our applicant pool or for other purposes

If you give your consent, you can be included in our internal applicant pool.

If you consent, the data you provide during the application process (e.g., name, contact details, application documents) and any information from the interview will be used for the purpose of contacting you for future job searches within the company, possibly also for positions in other branches.

You may revoke your consent at any time with effect for the future; in which case your data will be deleted within the period specified below.

If we wish to process your personal data for an unstated purpose, we will inform you of this in advance in accordance with the statutory provisions. If your consent is required for this, we will obtain it separately from you and at the same time provide you with the information in accordance with Articles 13 and 14 of the GDPR.

5. Origin and Categories of Recipients of Personal Data

We generally receive data directly from the applicant or from a recruitment agency commissioned by either the applicant or us. Recruitment agencies receive information from us regarding interviews or hiring within our company. In individual cases, we may also receive additional information via a reference, e.g. a former employer.

Within the company, employees of the HR department, the works council (where necessary), and the respective supervisors for the position to be filled have access to your application data.

For the recruitment process, Aioi Nissay Dowa Insurance Company of Europe SE, Germany Branch, uses HR and applicant management software operated by Personio SE & Co. KG. Personio SE & Co. KG is engaged as a data processor in accordance with Art. 28 GDPR.

For Aioi Nissay Dowa Life Insurance of Europe AG and Toyota Insurance Management SE, Aioi Nissay Dowa Insurance Company of Europe SE, Germany Branch, is commissioned as a data processor for the applicant search. All employees are bound to data confidentiality.

We may also engage other data processors to perform specific tasks, such as IT management. Contracts for data processing in accordance with Art. 28 GDPR are concluded with such processors. Other entities will only receive your data if required under applicable law, e.g. courts or law enforcement authorities.

There is no further data transfer – including to third parties for advertising purposes.

6. Transfer of Personal Data to a Third Country

Personal data will only be transferred to third parties outside the European Economic Area (EEA) if the European Commission has confirmed an adequate level of data protection in the third country or if other appropriate data protection safeguards (e.g. binding corporate rules or EU standard contractual clauses) are in place.

7. Automated Individual Decision-Making

We do not use any automated decision-making processes that have legal or similar effects on individuals.

8. Data Retention Period

We delete your personal data as soon as it is no longer required for the above-mentioned purposes. As a rule, we delete your application within 90 days after the conclusion of the application and recruitment process.

If you have consented to being included in our applicant pool, we will delete your personal data eighteen months after the conclusion of the application and recruitment process, unless you withdraw your consent beforehand.

It is possible that personal data may be retained for the duration of any period during which claims can be made against our company (legal limitation period of three or up to thirty years). In addition, we store your personal data if we are legally obliged to do so. Relevant documentation and retention obligations arise, among others, from the Commercial Code, the Fiscal Code, and the Money Laundering Act. The retention periods in such cases are up to ten years.

9. Data Subject Rights

You may request information about the data stored about you at the address provided above (Art. 15 GDPR). Furthermore, under certain conditions, you may request the correction (Art. 16 GDPR) or deletion/restriction of processing of your data (Art. 17, 18 GDPR). You may also have the right to receive the data you have provided in a structured, commonly used, and machine-readable format (Art. 20 GDPR).

Right To Object

If we process your data to safeguard legitimate interests, you may object to this processing on grounds relating to your particular situation (Art. 21 GDPR).

Processing carried out up to the time of revocation remains lawful.

10. Right to file a complaint

You have the option to lodge a complaint with the data protection officer mentioned above or with a data protection supervisory authority. The supervisory authority responsible for the respective company is:

Aioi Nissay Dowa Insurance Company of Europe SE, Niederlassung Deutschland

Carl-Zeiss-Ring 25, 85737 Ismaning

Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)

Postfach 1349

91504 Ansbach

Aioi Nissay Dowa Life Insurance of Europe Aktiengesellschaft oder

Carl-Zeiss-Ring 25, 85737 Ismaning

Bayerisches Landesamt für Datenschutzaufsicht (BayLDA)

Postfach 1349

91504 Ansbach

Toyota Insurance Management SE

Toyota-Allee 2, 50858 Köln

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen

Postfach 20 04 44

40102 Düsseldorf

Financial Governance & Process Expert (m/f/d)

We look forward to receiving your application!

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