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 applicable in individual cases, we will inform you of this on a case-by-case basis.

Status: Dezember 2024

Controller

The controller, who is responsible for data protection, including its contact data, can be found in the imprint.

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 instead 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.

Overview of the processing

We process the personal data (the "application data") of applicants for a specific vacancy and of interested parties who send unsolicited applications to carry 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 would like to be included in the talent pool. Each time a vacancy arises, we check the extent to which people in the pool of interested parties or rejected applicants in the talent pool would be a good fit.

 

We process the personal data of a recommended candidate (the "recommendation data") so we can begin an application procedure to fill vacancies in the Melitta Group. Recommended candidates receive an invitation to submit an application for a supposedly suitable vacancy via our recommendation programme. The source of the personal data is a Melitta employee who is personally known to the recommended candidate and is named in the cover letter to the recommended candidate. We have instructed our employees to enter the contact details of recommended candidates in our recommendation programme only if the recommended candidate has previously given their unambiguous consent for their recommendation data to be processed by Melitta. A recommended candidate accepts the invitation and confirms their consent by completing and submitting the linked application form. In this case, the personal data is transferred to an active application process. If the invitation is not accepted within one month, we will assume that there is no further interest in the application at Melitta and the personal data of the recommended candidate will be automatically erased. The categories of data processed are the name and contact details of the recommended candidate. We use the name to personalise the address and the email address to send the letter with the invitation link.

 

The application procedure requires that applicants and interested parties 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. Access to the application data is granted to the employees of the HR department; to the persons of the Melitta Group who carry out application procedures and offer vacancies; and, if applicable, to the relevant 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(1)(a) GDPR: The data subject has given their consent for their personal data to be processed for one or more specific purposes.
  • Performance of the contract and of precontractual activities pursuant to Art. 6(1)(b) GDPR: The 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(1)(c) GDPR: The processing is necessary to fulfil a legal obligation to which the controller is subject.
  • Legitimate interests pursuant to Art. 6(1)(f) GDPR: The processing is necessary to safeguard the legitimate interests of the controller or a third party and that necessity is not outweighed by the data subject’s interests or fundamental rights and freedoms.
  • 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 (data on health (such as severely disabled status), for example) 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, the processing takes place according to Art. 9(2)(b) GDPR. In the case of protection of vital interests of applicants or interested parties, processing takes place in accordance with Art. 9(2)(c) GDPR. Processing takes place in accordance with Art. 9(2)(h) GDPR for purposes of health care or occupational medicine, for assessing the employee's ability to work, for medical diagnostics, for care or treatment in the health or social sector, or for the administration of systems and services in the health or social sector. 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(2)(a) GDPR.

 

Implementation of the application process: The legal basis for the processing of personal data as part of the application process is regularly carried out to implement the employment relationship and take steps prior to entering into a contract. 

Inclusion in the pool of interested parties: If an interested party expresses the intention to work at Melitta and submits an unsolicited application because no suitable position is currently available, the legal basis for processing the application data is the consent of the interested party. The interested party is informed that they can revoke their consent at any time.

 

Voluntary transmission of special categories of data: During the application process 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 obligated to inform the representative body for severely disabled employees and the works council, if these have been established. This must be done immediately after receipt of the application in accordance with Section 164 (1) sentence 4 of the German Social Code (SGB) IX. The representative body for severely disabled employees and the works council may inspect all documents required in this regard. 

 

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 they may revoke their consent at any time.

 

Recommendation Programme: The legal basis for processing is the consent of the data subject in accordance with Art. 6(1)(a) GDPR. We have instructed our employees to enter the contact details of recommended candidates in our recommendation programme only if the recommended candidate has previously given their unambiguous consent for their recommendation data to be processed by Melitta. 

 

Consent to being contacted: 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 email, telephone, video call) by Melitta. 

 

Passing on the application data: We reserve the right to offer the applicant other vacancies within 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. The Application data may be passed on only 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 is over, the application data of unsuccessful applicants and the recommendation data of recommended candidates will be erased unless longer storage is required due to a legal obligation to retain data, or is permitted by a legal exception; the applicant has given their consent for longer storage; or the controller can assert other overriding legitimate interests.

 

  • Application data of unsuccessful applicants who do not wish to be included in the talent pool is regularly erased after twelve months so that we can answer any follow-up questions about the application and fulfil our obligations to provide evidence under the legal provisions on equal treatment of applicants.
  • Application data will be erased after the data subject has been included in the pool of interested parties for 24 months at the latest, or earlier if the relevant consent is revoked.
  • Application data will be deleted after the data subject has been included in the talent pool after 24 months at the latest, or earlier if the corresponding consent is revoked.
  • Recommendation data of recommended candidates who have not accepted the invitation to participate in the application process are normally erased after one month.
  • Any receipts for the reimbursement of expenses, such as travel expense reimbursements, are kept for at least 10 years in accordance with tax regulations.

 

Rights of data subjects / Withdrawal of consent: Once given, consent can be revoked at any time free of charge with effect for the future. There are no additional costs, except for the transmission costs of the basic tariff 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 recommended candidate has the following additional rights in accordance with Art. 7, Art. 13 et seqq. and Art. 77 GDPR: 

 

  • The right of access to stored personal data concerning that candidate as well as to rectify, block or erase that data. 
  • The right to data portability. If the controller processes personal data automatically on the basis of consent or to perform a contract, the data subject may have their own data handed over in a common, machine-readable format. If the data subject requests the direct transfer of the data to another controller, this will be done only if it is technically feasible.
  • The right to object to data processing. The controller will then no longer process the personal data of the data subject unless it can prove compelling legitimate reasons for the processing that outweigh the data subject’s interests, rights and freedoms or the processing is performed to assert, exercise, or defend legal claims.
  • The right to lodge a complaint to a data protection supervisory authority. If a data subject believes that the processing of their personal data by the controller opposes applicable laws, they can submit a complaint to any data protection supervisory authority.

 

To withdraw consent or to exercise other data subject rights, the applicant can use the linked form https://www.melitta-group.com/en/data-subject-rights or write to the assigned recruiter.