Information on data processing

Herewith we would like to inform our employees about our handling of their personal data within the scope of the employment relationship.

Purpose of data collection

During the period of your employment, your personal data will be processed mainly for the purpose of implementing and/or terminating the contractual relationship, including the tasks related to the respective activity. Other purposes may include processing for the purpose of complying with legal regulations (including third party claims for information) or for measures for company development or communication.

Data types processed by us

As part of your employment, we process the following personal information:

  • applicant data; name date of birth, curriculum vitae, nationality/work permit, etc. for selection, recruitment, entry and exit management;
  • private contact details; address, phone number, email;
  • official contact details; e.g. telephone numbers, email, location, job title;
  • image data; photo for identification and shots in the context of company events;
  • identification/payment data; identity card data or work permit to identify and establish the legitimacy of employment, place of birth, marital status, parent ship, tax identification number, health insurance membership, income tax bracket, allowances, church denomination, account number, any garnishment (for the purpose of payroll accounting and fulfillment of social security, tax, and other legal obligations);
  • health data; e.g. in the context of payroll, billing with health insurance companies or professional associations, or in the context of legal obligations as employer such. the company integration management or the fulfillment of duties in the severely disabled protection or in the context of the company self-control such as the occupational safety or occupational medical examinations;
  • time recording and access data; holiday periods, working time accounts, if necessary shift schedules, closing times or access protocols, etc.;
  • data as part of the personnel screening; (e.g., police certificate of good conduct, reliability test (ZUP));
  • data on suitability and performance / behavioral control; training and education information, data for the purpose of measuring goal achievement, e.g. for variable remuneration, data on road traffic regulations;
  • other data in human resources management; secondary employment, occupational health, and occupational health management data, occupational safety and health, any degree of disability, driving license ownership, any employee surveys, proposal management data, employee inventions

Categories of recipients

We will send your personal data to the following recipients, e.g. to comply with legal obligations or obligations arising from the employment relationship:

  • Bank service providers, financial service providers, service providers for the calculation of pension provisions where applicable,
  • Service provider for the settlement of wages (tax consultants), auditors, service companies for information and communication technology, companies for software and equipment maintenance, service providers only restructuring in the personnel area,
  • Health, social, pension, and accident insurance carriers and other insurance companies and providers of capital goods,
  • Authorities such as financial authorities, social funds, employment agencies, where appropriate, safety, health and/or traffic-related penalty points, customs authorities or monitoring centers for undeclared work andminimum wage; other authorities,
  • Company medical service,
  • Companies affiliated under company law (group companies) and persons in joint responsibility: the essential contents of the regulation of the tasks relating to the rights of those affected can be obtained from the contact address specified; according to Art. 26 (3) GDPR, however, these rights can be claimed by the parties involved in all companies involved.
  • Third-party debtor in the case of wage garnishment, insolvency administrator in the case of private insolvency
  • Business partners and customers (official contact details), temporary employment agencies

Legal basis of the processing

When processing your personal data, we naturally comply with applicable law. Processing is therefore only carried out on a legal basis. The following legal bases come into consideration especially in the employment relationship:

  1. 26 BDSG (version from 25.05.2018) as far as necessary to carry out the employment relationship or to clarify the specific suspicion of criminal offenses
  2. Art. 6 para. 1 lit. a) GDPR on the basis of your consent, whereby no contract is required for a contract or the continuation of an existing contract,
  3. Art. 6 para. 1 lit.b) GDPR for the establishment, implementation, and termination of a contractual relationship,
  4. Art. 6 para. 1 lit. c) GDPR to fulfill a legal obligation,
  5. Art. 6 para. 1 lit. f) GDPR to safeguard a legitimate interest
  6. Art. 88 GDPR based on the basis of collective agreements (works agreements)

If we process your data within the scope of our legitimate interest, this is e.g. in:

  • the implementation of electronic access controls,
  • the optimization of personnel planning,
  • achieving efficiency gains by bundling services in individual Group companies (especially human resources, IT, procurement)
  • ensuring compliance with safety regulations, requirements, industry standards, and contractual obligations;
  • the assertion, exercise, or defense of legal claims, including data for the documentation of power streams
  • avoidance of damage and/or liability of the company through appropriate measures.
  • the implementation of in-house information and communication measures.
  • reporting on company information.

Against processing of personal data in the context of legitimate interest, you have a right to object to the processing for reasons that arise from your particular situation. We will then no longer process your data unless we can demonstrate compelling legitimate reasons on our part that outweigh your rights and freedoms, or that serve to assert, exercise, or defend legal claims.

We do not use the personal information you provide to make automated decisions about you.

Data collected by third parties

Using the ELSTAM procedure, we collect data for payroll accounting, which the tax authorities provide us with for correct accounting.
This applies in particular to the payroll data mentioned below.

From 2021 onwards, the introduction of the electronic certificate of incapacity to work means that we are obliged to call up the AU data (i.e. the start and duration of incapacity to work, as well as the time of termination of continued remuneration in the event of illness) from your health insurance company on the basis of a notification of illness from your side.

Storage duration

Once the respective purpose has been achieved, your data will be deleted in compliance with the statutory retention periods, generally 6 or 10 years, and 30 years or longer for various data categories such as occupational pension schemes.

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