Privacy policy - Processing of personal data during the application process

1. Introduction

The ebm‑papst Group and the relevant company whose job offer you are interested in are delighted to have received your application and by your interest in our company.

We take the protection of your private data very seriously and handle it very carefully and confidentially, using it only within the scope of the applicable data protection regulations. In addition to our general data protection(https://www.ebmpapst.com/de/en/privacy-protection.html) declaration, we would like to inform you below what personal data we collect, store and process as part of the application process.

2. Your rights as a data subject

Subject to the applicable legal requirements, you have the right of access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR) and data portability (Art. 20 GDPR) vis-à-vis ebm‑papst. You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR).

If you have given ebm‑papst your consent, you can withdraw this at any time with effect for the future.

Insofar as ebm‑papst processes your data in the context of a weighing of interests, you can object to such processing. If you lodge a protest, your data will no longer be processed, unless the company responsible can furnish proof of compelling legitimate grounds for processing that outweigh your interests, rights and liberties, or insofar as processing serves the purpose of asserting, exercising or defending legal claims.

3. Party responsible

In the relevant case, the person responsible is the company of the ebm‑papst Group, whose job offer you express an interest in or apply for, to which you submit an unsolicited application, or with which you have an employment relationship with business/contact data, based on how they were made available to you or as defined in your employment contract.

In any case, the relevant Group company can also be reached via the following contact details of ebm‑papst Mulfingen GmbH & Co. KG, Bachmühle 2, 74673 Mulfingen, Germany.

E-mail: info1@de.ebmpapst.com, Telephone: +49 7938 810

If you have any questions about our applicant portal or our data protection information, please contact the Human Resources department or our data protection officer. This also applies if you wish to request an extract of your personal data or request that your personal data be deleted. You can contact the ebm‑papst Group data protection officers as follows:

ebm‑papst Mulfingen GmbH & Co. KG

By mail at: Bachmühle 2, 74673 Mulfingen, Germany, for the attention of the Data Protection Officer, and by e-mail at: datenschutz-epm@de.ebmpapst.com.

ebm‑papst Landshut GmbH

By mail at: Hofmark-Aich-Straße 25, 84030 Landshut, Germany, for the attention of the Data Protection Officer, and by e-mail at: datenschutz-epl@de.ebmpapst.com.

ebm‑papst St. Georgen GmbH & Co. KG

By mail at: Hermann-Papst-Straße 1, 78112 St. Georgen, Germany, for the attention of the Data Protection Officer, and by e-mail at: datenschutz-eps@de.ebmpapst.com.

ebm‑papst neo GmbH & Co. KG

By mail at: Emil-Figge-Straße 80, 44227 Dortmund, Germany, for the attention of the Data Protection Officer, and by e-mail at: b.hansen@bendigital.de.

4. General information on data collection

Your data is collected, processed and used by the ebm‑papst Group. This data protection declaration relates to processing within our applicant management system ("applicant portal"). You can apply directly via the applicant portal and enter data or upload documents. Applications forwarded to us via recruiters/personnel agents are transferred to the applicant portal with the relevant data and documents.

Please note that applications by e-mail or in paper form will not be considered and will be deleted or returned immediately with the instruction to apply via the applicant portal.

5. Categories of personal data

We collect the following personal information from you via the ebm‑papst Group applicant portal

• Name, First name

• Gender

• E-mail address

• Address

• Telephone number

• Date of birth

• In addition, information on qualifications, your CV and your career are also requested.

You also have the option of submitting a limited number of documents.

6. Purposes and legal basis of processing and retention

a. Application procedure for an advertised position

Your data will only be collected and processed for the purpose of filling the position you have applied for within the relevant ebm‑papst company. If an application is submitted for a specific position, the relevant advertising company whose address can be found in the relevant listing is responsible for collecting data in this sense. If you apply for a specific position, your data will only be passed on automatically to the responsible personnel managers at the ebm‑papst company concerned.

The personal data is processed exclusively for the purpose of completing the application process for the specific advertised position. The processing is therefore based on the following legal bases: Article 88 GDPR within the meaning of Section 26 of the German Federal Data Protection Act (BDSG) or for the purpose of implementing pre-contractual measures, Art. 6 (1) Section 1 (b) GDPR.

If the application is successful, the data provided by you will continue to be used for the employment relationship. If your application does not lead to a job offer, we will keep your personal data and documents stored in our applicant database for six months after rejection, in order to process any questions relating to your application. Your data will be deleted after the six months have elapsed. Deleted applications are not displayed to users in the system and cannot be found via the search function.

b. Applicant pool/applications for other positions within the Group

However, you can consent to automated or manual disclosure to third parties within the ebm‑papst Group. In this case, we will activate your profile in the system, if it could also be of interest to other companies. Your data will then be available to the affiliated companies connected to the system and these companies will be able to contact you should an interesting opportunity arise. You can revoke this consent at any time with effect for the future by sending an e-mail to the contact person specified in the application.

If you have given us consent for your personal data to be processed for specific purposes (e.g. passing on application data to affiliated companies, transferring application data to the group's internal applicant pool), the lawfulness of this processing is based on your consent, Art. 6 (1) Section 1 (a) GDPR.

Consent given can be revoked at any time. Please note that the revocation only works with effect for the future. Processing that took place prior to revocation will not be affected.

In this case, your data will be stored in the applicant portal for six months. If you create a candidate profile, it will be deleted six months after inactivity, i.e. after your last log-in. You will be notified of the deletion of your profile 7 days in advance.

c. Speculative application

If you submit a speculative application to the applicant management system, an automatic data transfer to the subsidiaries or the relevant personnel managers will take place according to your skills. The purpose is always for assessment of your potential for a role by the relevant responsible persons.

The processing of personal data is processed exclusively for the purpose of the application procedure for the specific location. The processing is therefore based on the following legal bases: Article 88 GDPR within the meaning of Section 26 of the German Federal Data Protection Act (BDSG) or for the purpose of implementing pre-contractual measures, Art. 6 (1) Section 1 (b) GDPR.

If the application is successful, the data provided by you will continue to be used for the employment relationship. If no suitable position is found following the speculative application, we will keep your personal data and documents in our applicant database for six months after rejection, in order to process any questions relating to your application. Your data will be deleted after the six months have elapsed. Deleted applications are not displayed to users in the system and cannot be found via the search function.

7. Use of cookies

We use cookies on various pages to make our website attractive and to enable the use of certain functions. These are small text files that are stored on your end device. Some of the cookies we use (so-called session cookies) are deleted again at the end of the browser session, in other words when you close your browser. Other cookies remain on your end device and enable us to recognize your browser on your next visit (persistent cookies). You can adjust your browser settings so that you are informed about the placement of cookies and can decide on a case-to-case basis whether to accept these, or to refuse the acceptance of cookies in certain cases or in general. The functionality of our website may be restricted in the event of non-acceptance of cookies.

8. Service provider

a. Cornerstone OnDemand

The data submitted by you is recorded via a hosted platform (Software as a Service) called "Cornerstone OnDemand" (provided by our service provider Cornerstone OnDemand Germany GmbH, Flughafenstr. 103, D-40474 Düsseldorf). We process your personal data without any involvement or access by Cornerstone OnDemand (unless we have given special instructions for them to do so). The service provider was evaluated in advance and a contract for order data processing was concluded. The servers on which the data are processed are located in Europe. Further information on data protection at Cornerstone OnDemand can be found at https://www.cornerstoneondemand.com/de/client-privacy-policy/.

b. ebm‑papst Mulfingen GmbH & Co. KG

To organize and manage applications and thus your data within the applicant portal, we also use the capacities of the affiliated company, ebm‑papst Mulfingen GmbH & Co. KG, to facilitate and simplify internal administration. The support from the affiliated company means that we require less capacity from external service providers.

The legal basis for the transfer is Art. 6 (1) (f) GDPR, namely our legitimate interest in optimizing our internal applicant management. Data is not transferred to third countries.

9. Security

The personal data that is collected and processed as part of an application with us is protected against unauthorized access and manipulation by technical and organizational measures. Measures such as encryption (SSL encryption), firewalls and additional manual security measures are used.