Processing of (personal) data by the entity in charge of the online application process

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).

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

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.