Data protection information for the online application procedure

Processing and use of your data

We, the Friedhelm Loh Group (hereinafter "FLG") and the respective affiliated company of FLG offering the position for which you wish to apply, are pleased that you are interested in an online application in our corporate group. In this context, we attach particular importance to the protection of your personal data, and we want you to feel secure and well-informed when you use our online application system. Here we will explain what data is collected by us during the online application procedure, and how this data is used. The section Friedhelm Loh Group tells you which companies belong to FLG. You can find out which company is specifically responsible for processing your personal data in the respective job advertisement.

1. Person related data

It is necessary to submit various pieces of personal data for you to be able to apply for the job openings in our corporate group. “Personal data“ covers individual details about the personal or factual circumstances of a particular or identifiable natural person. These are, on the one hand, pieces of information that directly identify you, 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 that 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 personal data is 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 username and a password there. You also need to give your email address. These details are required for communicating with you in the future and are the technical requirement for creating your personal applicant profile. Furthermore, your email address is used for the confirmation and your consent to the processing of your data and its documentation.

With the login function for the applicant portal, you can access your personal applicant profile at any time. After your registration, you can view, edit or complete the data you have entered at any time. You can also use your access credentials to continue with an application or to begin another one.

Apart from the mandatory details, you can decide for yourself which personal 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 documents regarding your personal qualification, such as your CV (max. 10 MB, valid formats: doc, docx, pdf, tif, jpg). You will find general information about the application in the section 'Tips for applicants'.

As a registered user of the FLG applicant portal, you are solely responsible for the contents that you enter and upload in the portal. In the case of minors, the parents' consent will be required for this purpose. Moreover, you are obliged 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 personal data for handling your online application. Only authorised employees within FLG who are involved in the application and selection procedure will have access to your data. It will not be passed on to third parties outside FLG. Authorised employees are the responsible HR administrator, the responsible manager of the department that has placed the job advertisement, as well as the decision-makers from the involved specialist division. Under certain circumstances, your personal data may also be passed on to our works council, the Data Protection Officer, or representatives of the aforementioned persons. Our internal auditors and controllers may also be granted access to the personal data in order, for example, to check the effectiveness of our protective measures or our recruiting process. Subject to your consent, we reserve the right to contact you, for example by means of an email survey. All the aforementioned persons are bound to secrecy in this regard.

As a matter of principle, your data is stored and treated confidentially in accordance with the applicable legal provisions regarding the protection of personal 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. We also 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 an interview either personally or by telephone, or to inform you about our decision regarding the selection.

4. Security

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

5. Data deletion and general technical 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. If you do not enter into an employment relationship with us, your application documents will be kept for six months after completion of the application procedure and then deleted.

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

• for storing the reference to 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 the login,
• for identifying the user during the login.

The legal basis for using these cookies is Article 6 1) (f) GDPR (legitimate interest). Our legitimate interest in using cookies is to provide you with a functional website. You have the option to block cookies in your browser settings at any time. Please note that this may result in restrictions on the career portal functions. Further information can be found at: friedhelm-loh-group.com/en/datenschutz.asp

6. Applicant pool (use of your profile for further job advertisements)

In our application portal, you can also voluntarily agree that we may also consider your profile for other job vacancies. This will allow us to draw your attention to other vacancies within FLG. Your personal data will only be passed on to the persons involved in this job advertisement if you have given your consent to this. This data processing is based on the legal basis of Article 6 1) (a) GDPR (consent). You are entitled to revoke your consent to the storage and processing of your data at any time. The legality of the processing based on the consent until revocation remains unaffected. If you wish to revoke your consent, you can change this in your user profile in our application wizard (Applicant Login). Otherwise, your data will be deleted after two years. If a new application procedure arises, the deletion periods stated in Clause 5 will apply to it.

7. Your rights

Upon request, we will be glad to inform you about what data relating to your person (e.g. name, address) is being processed by us. We may only provide you with information about your data. Please understand that we may, in the interests of other users, ask you for suitable proof of your identity.

If data stored by us is incorrect or no longer up to date, you are entitled to have this data corrected. You can also have the processing of your personal data restricted, for example if you have doubts about its accuracy. You are entitled to data portability. Upon request, we will send you a digital copy of the personal data you have provided.

You can also request that your data be deleted at any time. We will comply with this if we are not obliged to retain the data (e.g. due to statutory retention obligations).

If we process your data based on legitimate interests, you are entitled to object to the processing of your data at any time on grounds relating to your particular situation.

You can send us your query, your request for deletion or correction, or your objection or revocation, as a simple notification. For this purpose, please use the respective contact information provided on the career pages of our company or our group website friedhelm-loh-group.com.

You can also lodge a complaint with a data protection supervisory authority if you believe that the processing of personal data concerning you is in breach of the GDPR. The complaint can be lodged with the data protection authority of the country in which you reside or work or in which the alleged infringement occurred.

8. Contact

If you have any questions about data protection, please contact us at datenschutz@loh-services.de. You are also welcome to use the contact address or the contact details given in our legal notice. Our Data Protection Officer can also be contacted as follows:

Dr. Martin Schmidt
martin.schmidt@comfield.eu
Comfield Unternehmensberatung GmbH & Co. KG
Uhlandstraße 162 • 10719 Berlin

Date: November 2023