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Applicant Privacy Information

In accordance with the GDPR, we inform you about the processing of your personal data by:

IMA International GmbH
Berliner Str. 36
35614 Aßlar, Germany

Data Protection Officer

Maxim Fink
gds – Gesellschaft für Datenschutz Mittelhessen mbH
Auf der Appeling 8
35043 Marburg-Cappel, Germany
Email: datenschutz@gdsm.de
Phone: +49 6421 804 1310

Categories and origin of the data

When you apply to us, we process the information we receive from you during the application procedure, e. g. through cover letters, CVs, references, correspondence and information given by phone or in person. Apart from your contact details, we are particularly interested in information about your education, qualifications, professional experience and skills. We will assess you solely on your suitability for the position; you are not required to send us a photograph.

Purposes, legal basis and storage period

Your data will initially be processed exclusively for the purpose of the application procedure. If your application is successful, the data will become part of your personnel file and will be used to administer and terminate the employment relationship; it will be deleted in accordance with the rules applicable to personnel files. If we are unable to offer you a position at this time, we will retain your data for up to six months after sending you a rejection in order to defend ourselves against any legal claims, in particular allegations of discrimination in the application procedure.

Where you receive reimbursements or other tax-relevant matters arise, the corresponding accounting records will be retained to fulfil statutory budgetary and tax retention obligations.

Your data is initially accessible to our HR department, as well as to the relevant department for the position applied for and, where necessary, the accounting department. Our administrators and processors have, by technical necessity, the ability to access data processed by IT. They are strictly bound by our instructions and may not process the data for their own purposes. In certain cases we must disclose your personal data to third parties, e. g. to our bank if you receive a reimbursement, or to the postal service if we communicate with you by letter.

The legal basis for processing in the application procedure and as part of the personnel file are § 26 (1) sentence 1 BDSG and Art. 6 (1)(b) GDPR; where you have given consent, e. g. by submitting information not required for the application procedure - Art. 6 (1)(a) GDPR. The legal basis for processing after a rejection is Art. 6 (1)(f) GDPR. The legal basis for budgetary and tax-related retention is Art. 6 (1)(c) GDPR in conjunction with § 147 AO. The legitimate interest in processing under Art. 6 (1)(f) GDPR is the defence against legal claims.

We generally do not require special categories of personal data within the meaning of Art. 9 GDPR for the application procedure. We ask you not to send us any such information from the outset. If such information is exceptionally relevant to the application procedure, we will process it together with your other applicant data. This may, for example, concern information about a severe disability that you voluntarily disclose and which we then have to process in order to fulfil our particular obligations relating to severely disabled persons. In such cases, processing serves the exercise of rights or compliance with legal obligations under employment law, social security law and social protection. The legal basis for the processing is then Art. 9 (2)(b) GDPR, §§ 26 (3) BDSG and 164 SGB IX. Exceptionally, it may be necessary, in order to assess your suitability for the intended activity, to obtain information about your health or a disability or to obtain information from the Federal Central Register (i. e. about prior convictions). The legal basis for this is § 26 BDSG.

Data transfer

Your data is neither used for automated decision-making or profiling on our part, nor passed on to third parties. Your data is processed by us or on our behalf exclusively in Germany.

Your rights as a data subject

  • Right of access (Art. 15 GDPR): You have the right to obtain from us confirmation as to whether personal data concerning you is being processed and, where this is the case, access to that personal data.
  • Right to rectification (Art. 16 GDPR): You have the right to obtain from us, without undue delay, the rectification of inaccurate personal data concerning you and, where applicable, the completion of incomplete personal data.
  • Right to erasure or restriction (Art. 17, 18 GDPR): You have the right to obtain from us the erasure of personal data concerning you without undue delay, e. g. where the data is no longer necessary for the purposes for which it was processed. You also have the right to obtain restriction of processing for the duration of the verification, e. g. where you have objected to the processing.
  • Right to object (Art. 21 GDPR): You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you. We will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.
  • Right to withdraw consent (Art. 7 (3) GDPR): Where the processing of your personal data is based on your consent, you have the right to withdraw that consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.
  • Right to lodge a complaint with a supervisory authority (Art. 77 GDPR): If you believe that the processing of personal data concerning you infringes the GDPR, you may lodge a complaint with a supervisory authority.

The contact details of the supervisory authority responsible for the federal state of Hesse are:

Der Hessische Beauftragte für Datenschutz und Informationsfreiheit
Postfach 3163
65021 Wiesbaden, Germany

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This privacy information is also available as a PDF download: Applicant privacy information (PDF, in German).