Data Privacy Statement regarding the online application procedure

Processing and use of your data

We, the Friedhelm Loh Group (hereinafter referred to as “FLG“), are pleased that you are interested in an online application in our group of companies. In this context, we attach particular importance to the protection of your person related data and we want you to feel secure and well informed when you use our online application system. In the text that follows, we will explain which of your data are collected by us during the online application procedure, and how these data are used. The section Friedhelm Loh Group informs you about which companies belong to FLG.

1. Person related data

The transfer of several person related data is necessary for you to be able to apply for the job openings in our group of companies. “Person related data“ are individual pieces of information about personal or factual circumstances of a particular or identifiable natural person. These are, on the one hand, pieces of information that directly identify you as an individual, such as your first name and your family name, your address, your telephone number and your date of birth. On the other hand, these also include pieces of information which do not directly disclose your true identity, but which can be linked to you as an individual – such as the IP address used by you (Internet ID) or your email address. Therefore, the following applies as a matter of principle: There are only three cases in which person related data are collected, used or disclosed by us:

    a) if this is permitted by law,
    b) if this is necessary for the use of any of our offers or
    c) if you have given your consent to the use of the data.

2. Applicant portal / collection and processing of person related data

If you start the online application procedure for the first time, you are requested in our applicant portal to register by means of an applicant login. You can assign a user name and a password there. Apart from that, you need to indicate your email address. These details are required for the further communication and are the technical precondition for the creation of your personal applicant profile. Moreover, your email address is used for the confirmation and your consent to the processing of your data and their documentation.

By means of the login function of the applicant portal, you have access to your personal applicant profile at any time. After your registration, you can view, edit or complete the data entered by you at any time. You can also use your access data to continue an application or to start another application.

Within the scope of the online application procedure, we collect your family name, your first name and your email address from you (mandatory details). We at least need these mandatory details to be able to start the application procedure for you (technical allocation regarding the job advertisement).

Apart from the mandatory details, you can determine yourself which person related data you want to submit to us (optional details). The online application procedure offers you the possibility to enter further personal details in form fields (e.g. address details) and to upload your own documents regarding your personal qualification, such as your curriculum vitae (max. 5 MB, valid formats: doc, docx, pdf, tif, jpg). In the section Tips for applicants, you will find general information about the application.

As registered user of the applicant portal of FLG, you are solely responsible for the contents that you enter and upload in the applicant portal. In the case of under age applicants, the parents' consent will be required for this purpose. Moreover, you are obligated to protect your personal access against unauthorised use by third parties and to keep your password secret.

3. Use and disclosure of the person related data

As a matter of principle, we only use your person related data for the handling of your online application. As a matter of principle, only authorised employees within FLG who are involved in the application and selection process will have access to your data. Any disclosure of your data to third parties outside FLG does not take place. Authorised employees are the responsible personnel administrator, the responsible executive manager of the department that has issued the job advertisement as well as the decision-makers from the specialist division who are involved. Under certain circumstances, your person related data may also be passed on to our works council, the Data Privacy Officer or to the representatives of the aforementioned persons. It might also be possible that our internal auditors and controllers are granted access to the person related data in order, for example, to check the effectiveness our protective measures or the effectiveness of our recruiting process. Subject to your consent, we reserve the right, for example, to contact you by means of an email interview. All the aforementioned persons are bound to secrecy in this regard.

As a matter of principle, your data are stored and treated confidentially in accordance with the applicable legal provisions regarding the protection of person related data and data security.

We use your data to check whether your qualifications, your professional expertise and your professional ambitions are suitable for the job opening in question. Moreover, we use your contact details, for example, to ask you to provide us with further information relevant to the selection, to name references, to invite you to a conversation or to a telephone interview or to inform you about our decision regarding the selection. Where appropriate, we also contact you in order to call your attention to other job vacancies within FLG if you have explicitly activated the relevant options of your applicant profile in the application wizard. In this respect, your person related data are only passed on to the persons involved in this job advertisement if you have given your consent to this.

4. Security

We have taken the necessary technical and organisational safety precautions to protect your person related data against loss or misuse. Your data are stored in a secure operational environment which is not publicly accessible. We recommend that you only send us confidential information, for example your application documents, through the applicant portal. The connection to the server of the applicant portal is provided with a special encryption which ensures the confidentiality of your communication with us. We would like to point out that, if you intend to contact us by email, the confidentiality of the information submitted to us cannot be guaranteed. The content of emails may be viewed by third parties.

5. Your rights to information, correction and deletion, right to objection

Upon request, we are pleased to inform you about which data relating to your person (e.g. name, address) we have stored in our systems. We may only provide you with information about your own data. Please understand that we may, in the other users’ interest, ask you for suitable proof of your identity. You may at any time object to a future collection and use of your data, revoke any prior consents granted to us, cause your data to be deleted, or communicate corrections to us. You can take these measures yourself through the applicant portal.

Your query, your request for a deletion or correction, or your objection or revocation, does not require a specific form when you submit it to us. For this purpose, please use the respective contact information provided on the career pages of our company or on our group homepage friedhelm-loh-group.com.

6. Consent to data privacy statement

If you accept this data privacy statement in the applicant portal, you can register in the system and create your application afterwards. At the same time, you agree that the companies of FLG may only store your applicant data electronically, as well as use, process and pass them on, for the aforementioned purposes.

7. Data deletion and technical framework conditions

All data provided by you will be stored by us at least for the duration of the application procedure. If you enter into an employment relationship as a result of the online application procedure, the data provided by you will be taken over into the ordinary personnel management process and transferred to your personnel records. They are subject to the general data privacy protection of FLG there. If, after completion of the online application procedure, you intend to apply for another job advertisement of FLG and if you have given your consent to the use of your data for this purpose, your data will be stored for the duration of this application procedure, as well. Apart from that, your data will be stored beyond the completion of the procedure if you have given your consent that your data may be considered for further job offers of FLG. In this case, your data will be deleted after expiration of the time limit indicated within the scope of giving consent.

In all other cases, your data will be automatically and completely deleted from our system, in accordance with the retention and claim periods applicable from time to time, after completion of the procedure or in the event of discontinuation of the purpose for which we have received your data.

Our online application portal uses temporary cookies which are technically required for the unrestricted functional capability of the career page, for example:

• for storing the reference regarding the job advertisement so that the application wizard for the correct job advertisement can be opened
• for storing the language so that the correct language is used during any login
• for the identification of the user during any login

By using our career portal, you agree to the use of these cookies. At any time, you have the option to block cookies in your browser settings. Please note that this may lead to restrictions of the career portal functions. Further information can be found at: friedhelm-loh-group.com/en/datenschutz.asp

8. Contact

Please contact us if you have any questions regarding the topic of data privacy protection. For this purpose, we recommend that you use the below-mentioned contact address or the contact details in our General information and website legal notice. You can always ask whether and what data of yours are stored by our company. Apart from that, you can send us requests for information, blocking, deletion or correction regarding your person related data, revocations of consents granted, as well as suggestions and complaints, by email or letter. You can also contact our data privacy officer at any time (datenschutz@loh-services.de).

As of May 2018