Data Protection Policy Recruiting

Introduction

The following data protection notice is written in accordance with the EU-General Data Protection Regulation (GDPR), on the basis of which we generally process personal data. In addition to the provisions of the EU-GDPR, the national data protection regulations in the country of residence or domicile of the data subject may also apply. Should more specific legal provisions be applied in individual cases, we will inform you of this on a case-by-case basis.

Status: Dezember 2024

 

Melitta Data Protection Office

Melitta Data Protection Office, Ringstr. 99, 32427 Minden, Germany, +49 571 86-0, data-protection (at) melitta.com

 

Advertising Objection: No use of our Contact Data

We expressly object to the processing of our own contact data from the imprint or the privacy policy for the purpose of advertising. Although these data are publicy accessible, they are not published voluntarily but required by legal regulations. We expressly reserve the right to take legal action in the event of unlawful processing, in particular contacting and sending us emails for marketing and advertising purposes.

 

Controller

The controller in terms of data protection law is always the company of the Melitta Group to which an application for an advertised position is sent. In the case of unsolicited applications, the application is not submitted to a single company but is available to all companies in the Melitta Group that are represented in the respective country and carry out recruitment processes. In terms of data protection law, each of these companies in the Melitta Group in the respective country is responsible.

Companies of the Melitta Group:

 

  • Melitta Group Management GmbH & Co. KG, Marienstraße 88, D-32425 Minden, Germany
  • Corsino Corsini S.r.l., Italien, Via del Sembolino 62-64, 52041 Badia al Pino, Italy
  • Melitta Europa GmbH & Co. KG, Ringstraße 99, 32427 Minden, Germany
  • Melitta Gesellschaft m.b.H., Münchner Bundesstraße 131, 5020 Salzburg, Austria
  • Melitta France S.A.S., 9, rue Saint-Fiacre, 02570 Chézy-sur-Marne, France
  • Melitta Schweiz GmbH, Untere Brühlstrasse 13, 4800 Zofingen, Switzerland
  • Melitta Nederland B.V., Edisonweg 25, 4207 - HE Gorinchem, Netherlands
  • Melitta Belgie N.V., Dieptestraat 2 – bus 14, 9160 Lokeren, Belgium
  • Melitta CR s.r.o., Smíchov Gate, Plzeňská 3217/16, 150 00 Praha 5, Czechoslovakia
  • Melitta Poland Sp. z  o.o., ul. Posag 7, Panien 1, 02-495 Warszawa, Poland
  • Melitta Nordic A/S, c/o Nielsen Norager Advokatpartnerselskab, Frederiksberggade 16, 1459 Copenhagen K, Denmark
  • Melitta Nordic AB, Garnisonsgatan 25 A, 254 66 Helsingborg, Sweden
  • Melitta Nordic AS, 3 Etasje, Lysaker torg 5, 1366 Lysaker/Oslo, Sweden
  • Shenzhen Melitta Household Prod. Co. Ltd., No. 5 Xinglong Road, Tongfuyu Industry Zone, Tangxiayong Area, Yanluo Town, Bao’an District, 518105 Shenzhen, Guangdong, China
  • Melitta Business Service Center GmbH & Co.KG, Ringstraße 99, 32427 Minden, Germany
  • Melitta Single Portions GmbH & Co. KG, Marienstraße 88, 32425 Minden, Germany
  • Melitta Professional Coffee Solutions GmbH & Co. KG, Zechenstraße 60, 32429 Minden, Germany
  • Melitta Professional Coffee Solutions International GmbH, Zechenstraße 60, 32429 Minden, Germany
  • Melitta Professional Coffee Solutions International GmbH, Niederlassung Österreich, Münchner Bundesstr. 131, 5020 Salzburg, Austria
  • Cafina AG, Untere Brühlstrasse 13, 4800 Zofingen, Switzerland
  • Melitta Professional Coffee Solutions Sp. z  o.o., ul. Posag 7, Panien 1, 02-495 Warszawa, Poland
  • Melitta Professional Coffee Solutions Benelux B. V., Edisonweg 2, 4207 HE Gorinchem, Netherlands
  • Melitta Professional Coffee Solutions Canada Inc., 50 Ronson Drive, Suite 150, Toronto, Ontario M9W 1B3, Canada
  • Melitta Japan AG, 6th fl. Tachibana Kameido Bldg., 2-26-10, Kameido, Koto-ku, Tokyo, 136-0071, Japan
  • Melitta Professional Coffee Solutions France S.A.S., Immeuble Le Jade, 1 - 9 Avenue Francois Mitterrand, 93210 La Plaine Saint-Denis, France
  • Melitta Professional Coffee Solutions UK Ltd., Unit C/Crawley House, Willowbrooke Ind Est, Shelton Road, GB-NN17 5XH Corby, Northhamptonshire, United Kingdom
  • Melitta Professional Coffee Solutions USA Inc., 2711 Centerville Road, Suite 400, Wilmington, County of New Castle, Delaware, USA
  • Melitta Professional Coffee Solutions USA Inc., 2150 Point Boulevard, Suite 200, Elgin, Illinois 60123, USA
  • Melitta Professional Coffee Solutions Poland Sp. z o.o., 93 Poloneza Street, 02-826, Warsaw, Poland 
  • Melitta Professional Coffee Solutions Australia Pty. Ltd., c/o HLB MANN JUDD (NSW) Pty. Ltd., Level 19, 207 Kent Street, Sydney, NSW, 2000, Australia
  • 10X Innovation GmbH & Co. KG, Mehringdamm 57, 10961 Berlin, Germany
  • fresh at work GmbH & Co. KG, Wullener Feld 81, 58454 Witten, Germany
  • Cofresco Frischhalteprodukte Beteiligungs GmbH, Ringstraße 99, 32427 Minden, Germany
  • Cofresco Frischhalteprodukte GmbH & Co. KG, Ringstraße 99, 32427 Minden, Germany
  • Cofresco Operations GmbH, Ringstraße 99, 32427 Minden, Germany
  • Cofresco P.M. SAS, Immeuble Le Jade, 1 - 9 Avenue Francois Mitterrand, 93210 La Plaine Saint-Denis, France
  • Cofresco Iberica S. A., Edificio Europa III, C/San Rafael n° 1, Planta baja B-1, 28108 Alcobendas (Madrid), Spain
  • Cofresco Poland Sp. z o.o., ul Sikorskiego 27, 87-300 Brodnica, Poland
  • Cofresco Poland Sp. z o.o. Manufacturing sp. k., ul Sikorskiego 27, 87-300 Brodnica 
  • Melitta UK Holdings Ltd., Hortonwood 45, Telford, Shropshire, TF1 7FA, United Kingdom
  • Melitta UK Ltd., Hortonwood 45, Telford, Shropshire, TF1 7FA, United Kingdo
  • Cuki Cofresco S.r.L., Strada Brandizzo, 130, 10088 Volpiano (TO), Italy
  • Cuki France SAS, Frankreich, 16 Rue des Pommiers, 38660 La Terrasse, France
  • Ilmak Makina Sanayi Ticaret AS, Turkey
  • Melitta Coffee (Shanghai) Co. Ltd., Room 02-409, No. 696 Weihai Road, Jing'an District, 200041 Shanghai, China
  • Melitta do Brasil Indústria e Comércio Ltda., Avenida das Nações Unidas, n° 14.401, Edifício Parque da Cidade – Torre B3 (Jatobá), 12° andar, conjuntos 123 e 124, cidade de São Paulo, Estado de São Paulo, CEP 04794-000, Brazil
  • Celupa - Industrial Celulose e Papel Guaiba Ltda., Estrada Comendador Ismael Chaves Barcellos Nr. 150 , Caixa Postal 74, 92500 Guaiba - Rio Grande do Sul, Brazil
  • Melitta Pacific Ltd., c/o Vistra Group, Room 1928, 19/F, Lee Garden One, 33 Hysan Avenue, Causeway Bay, Hong Kong
  • Melitta Hongkong Ltd., c/o Vistra Group, Room 1928, 19/F, Lee Garden One, 33 Hysan Avenue, Causeway Bay, Hong Kong 
  • Melitta North America, Inc., 13925 - 58th Street North, Clearwater, Florida 33760, USA 
  • Melitta USA Inc., 13925, 58th Street North, Clearwater, Florida 34620, USA
  • European Coffee Classics Inc., 1401 Berlin Road, Cherry Hill, New Jersey 08034, USA
  • Melitta Canada, Inc., 50 Ronson Drive, Suite 150, Toronto, Ontario M9W 1B3, Canada
  • Neu Kaliß Spezialpapier GmbH, Am alten Postweg 1, 19294 Neu Kaliß, Germany
  • Wolf PVG GmbH & Co. KG, Ringstraße 99, 32427 Minden, Germany
  • Worwo Sp. z o.o., ul. Mikolaja Z Rynska, Nr. 42, W., 87-200 Wabrezezno, Poland
  • ACW-Film GmbH & Co. KG, Ottostr. 16 – 18, 26899 Rhede/Ems, Germany

 

Overview of the processing

We process the personal data (hereinafter referred to as “application data”) of applicants for the purpose of carrying out an application procedure to fill vacancies in the Melitta Group. If an application procedure is successfully completed, the application data will be used for the purpose of establishing and implementing the future employment relationship. If the application process is unsuccessful, the applicant can decide whether they wish to be included in the talent pool. With every new vacancy we check the eligibility of applicants in the talent pool in order to identify any potential candidates.

 

The application process requires applicants to provide us with meaningful information for the assessment of suitability and selection. The application data therefore regularly includes general personal information, contact details and information on the CV, experience, knowledge and qualifications.

 

Consequences of non-provision: The provision of personal data during the application process is voluntary. However, if applicants do not provide certain requested information, it may not be possible to process applications or consider applicants for an available position. The specific consequences of not providing information will depend on the type of information requested.

 

Access to the application data is granted to the employees of the HR department and the persons of the Melitta Group who carry out application procedures and offer vacancies; and, if applicable, to the responsible works council. 
We may use suitable recruiting software and services from third-party providers for the aforementioned processing purposes in compliance with legal regulations.

 

Relevant legal bases:

  • Consent pursuant to Art. 6 para. 1 lit. a) EU GDPR: The data subject has given their consent to the processing of their personal data for one or more specific porposes.
  • Performance of a contract and pre-contractual activities pursuant to Art. 6 para. 1 lit. b) EU GDPR: Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
  • Legal obligation pursuant to Art. 6 para. 1 lit. c) EU GDPR: Processing is necessary to fulfill a legal obligation to which the controller is subject.
  • Legitimate interests pursuant to Art. 6 para. 1 lit. f) EU GDPR: Processing is necessary to safeguard the legitimate interests of the controller or a third party and that the interests or fundamental rights and freedoms of the data subject do not prevail.
  • Special categories of personal data in the context of an application procedure: If special categories of personal data for the purposes of Art. 9 (1) GDPR (e.g. health data, such as a severe disability) are requested from applicants or interested parties during the application process so that the controller or the data subject can exert the rights to which they are entitled under employment law, social security and social protection law and can meet their obligations in this regard, their processing takes place in accordance with Art. 9 (2) (b) GDPR. In the case of the protection of vital interests of applicants or interested parties, processing is carried out in accordance with Art. 9 para. 2 lit. c) EU GDPR. For the purposes of preventive health care or occupational medicine, for the assessment of the employee's ability to work, for medical diagnostics, for the provision of health or social care or treatment or for the management of health or social care systems and services, processing is carried out in accordance with Art. 9 para. 2 lit. h) EU GDPR. In the case of voluntary communication of special categories of data, their processing is based on the express consent of the data subject in accordance with Art. 9 para. 2 lit. a) EU GDPR.

 

Implementation of the application procedure: The legal basis for processing personal data as part of the application procedure is regularly carried out as part of the implementation of the employment relationship and related pre-contractual measures.

 

Voluntary transmission of special categories of data: During the application for positions advertised in Germany, we will ask about a possible severe disability. This information is provided voluntarily by the data subject. If we receive an application from a severely disabled person, we are legally obliged to inform the representative body for severely disabled persons and the works council, if established. This must be done immediately after receipt of the application in accordance with Section 164 (1) sentence 4 of the German Social Social Security Code (SGB IX). The representative body for severely disabled employees and the works council may inspect all documents required in this regard.

Collection by third parties: In some cases, we may collect your personal data from third parties, such as:

  • Recruitment agencies
  • Professional networking sites

 

Inclusion in the talent pool: If the unsuccessful applicant is offered admission to a talent pool, the legal basis for processing the application data is the applicant's consent. The applicant is informed that consent can be withdrawn at any time. Inclusion in the talent pool is not possible for internal applicants.

Consent to contact: By submitting the application form, the applicant or interested party consents to the processing of their application data, including for contact and communication purposes (in particular by e-mail, telephone, video call) by Melitta.

 

Passing on application data: We reserve the right to offer the applicant other open positions in the Melitta Group that may be of interest. The forwarding of application data to another Melitta company, if offered, is based on the applicant's consent. Forwarding will only be considered if the applicant's original application is unsuccessful, but the applicant appears suitable for another vacancy. Applicants are informed that their consent to the forwarding of application data is voluntary and that they can revoke their consent at any time.

 

Deletion of application data and recommendation data: After the application process has been completed, the personal data of unsuccessful applicants will be deleted if they have fulfilled their processing purpose and storage is no longer required or justified by a legal obligation to retain data, a legal exception, valid consent of the data subject or an overriding legitimate interest of the controller.

  • Application data of unsuccessful applicants who do not wish to be included in the talent pool is regularly deleted after twelve months so that we can answer any follow-up questions about the application and fulfill our obligations to provide evidence under the legal provisions on equal treatment of applicants.
  • Application data will be deleted after 24 months at the latest after the data subject has been included in the talent pool, or earlier if the respective consent is revoked.
  • Any receipts for the reimbursement of expenses, e.g. travel expense reimbursements, are kept for at least 10 years in accordance with tax regulations.

 

Transfer to recipients in third countries outside the EU/EEA or international organizations:

 

  • In principle, personal data is processed within the European Union / the European Economic Area. Furthermore, the controller does not transfer personal data to other controllers or international organizations in third countries.
  • It may occur that personal data is transferred to third countries if this is done to fulfill (pre)contractual obligations or on the basis of the consent of a data subject, a legal obligation or a legitimate interest of the controller.
  • If the controller processes personal data in a third country or has it processed for certain tasks on behalf of service providers who may use additional sub-processors that have their registered office or data centers outside the European Economic Area, it can be assumed that data is transferred to a third country. GDPR regulations to which the controller is subject are transferred to these processors. A data processing agreement within the meaning of Art. 28 GDPR is concluded with processors from the European Economic Area. A data processing agreement is concluded with other service providers, including an adequacy decision or, if there is no adequacy decision for the third country or the service provider is not certified accordingly, then including the EU standard contractual clauses, possibly in combination with further contractual, technical and organizational measures within the meaning of the Schrems II ruling of the ECJ.
  • If the data controller is not based in the EU/EEA, international data transfer to the EU regularly takes place, as the personal data is technically prAffiliated companies of the Melitta Group that are involved in the recruitment process (e.g. HR Services or that act as internal service providers (e.g. for IT services)

- Affiliated companies of the Melitta Group that are involved in the recruitment process (e.g. HR Services) or that act as internal service providers (e.g. for IT services)

- Recruiting software providers (e.g. Workday)

- Professional recruiting service providers involved in the recruitment process

- Public authorities, if required by law

 

Rights of data subjects / withdrawal of consent: Consent given can be withdrawn at any time free of charge with effect for the future. There are no additional costs, except for the transmission costs of the basic rate for the applicant's internet connection. The lawfulness of the data processing operations carried out before the withdrawal remains unaffected by the withdrawal.

Insofar as the requirements described in the respective regulations are met, each data subject has the following additional rights in accordance with Art. 7, Art. 13 et seq. and Art. 77 GDPR:

 

  • The right of free access to stored personal data concerning the data subject and the right to rectification, blocking or erasure of such data.
  • The right to data portability. If the data controller processes the personal data automatically on the basis of consent or to perform a contract, the data subject can have their own data handed in a commonly used, machine-readable format. If the data subject requests the direct transfer of the data to another controller, this will only be done to the extent that it is technically feasible.
  • The right to object to processing. The controller will then no longer process the data subject's personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defense of legal claims.
  • Right to lodge a complaint with a data protection supervisory authority. If a data subject believes that the processing of their personal data by the controller is contrary to the applicable laws, they may lodge a complaint with the responsible (national) data protection authority.

 

To withdraw consent or to exercise other data subject rights, the applicant can use the linked form Data Subject Rights or write to the assigned recruiter.

 

Central complaints procedure: Compliance with laws, rules and internal guidelines is our top priority. Ethical business practices and responsible behavior are the basis for our long-term business success. If applicants are of the opinion that we are violating data protection regulations with regard to the processing of personal data or are treating them unfairly or discriminating against them in the application process, applicants can submit a report via our central whistleblower system: https://melitta.integrityline.app. 

 

Country-specific information: The processing of personal data may deviate from the EU GDPR standard due to national data protection regulations in the respective countries.

 

Australia: Personal data of Australian citizens is processed in accordance with the Australian Privacy Principles (APP).

  • Responsible party: Melitta Professional Coffee Solutions Australia Pty. Ltd, c/o HLB MANN JUDD (NSW) Pty. Ltd, Level 19, 207 Kent Street, Sydney, NSW, 2000, Australia
  • Transfer to third parties: In addition to the categories of recipients already mentioned, personal data may be transferred to the following additional third parties for processing for the purposes of the application process in Australia:

- Service provider for the verification of specified references

  • Complaints procedure: If applicants are of the opinion that we are violating data protection regulations with regard to the processing of personal data or are treating them unfairly or discriminating against them in the application process, applicants can submit a complaint with detailed information to the responsible HR manager. The complaint will be reviewed and responded to within 30 days.

- Central complaints procedure (whistleblower system): https://melitta.integrityline.app

- If applicants are not satisfied with our response, they can lodge a complaint with the Office of the Australian Information Commissioner (OAIC): Website: www.oaic.gov.au, Telephone: 1300 363 992, Email: enquiries@oaic.gov.au, Postal address: GPO Box 5218, Sydney NSW 2001, Australia

  • Overseas transfers: We may transfer the personal data of Australian citizens to recipients abroad if they are involved in the recruitment process, in particular Melitta Group companies and service providers based in Germany or other EU/EEA countries (Geolocation EU). Before we transfer personal data to recipients abroad, we take appropriate technical and organizational measures to ensure that it is processed in accordance with Australian data protection regulations. In appropriate circumstances, we may obtain the consent of the data subject before transferring the data abroad.