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Data protection for job applicants

Information on data protection for job applicants

Contact details and sections responsible for data processing

ERA Europäische Rechtsakademie
Metzer Allee 4
D-54295 Trier

Telephone:     +49 651 937370    
E-Mail:          info@era.int

You can contact our data protection officer via datenschutz@era.int or by letter to the address shown above, marking your letter "For the attention of the data protection officer".

Purpose and legal basis

We process your personal data in order to carry out any necessary pre-contractual measures relating to your application. The legal basis for this is Art. 6, section 1b of the European Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG).

Should your application be successful, we will process your data to fulfil the contract (Art. 6, section1 BDSG). In order to meet our legal obligations on keeping personnel files and ordering bookkeeping we will act on the basis of Art. 6, section 1c BDSG.

In order to safeguard valid interests (e.g. data protection) we process data on the basis of Art. 6 section 1f BDSG. For enforcing, exercising and defence of legal claims we also process personal data on the basis of Art. 6, section 2f BDSG.

Any data we may receive from third parties

As a rule we receive your personal data directly from you. We also receive information on potential candidates* from the Employment Agency and possibly from recruitment agencies.

Recipients of personal data

Internally your personal data is only accessed by those sections of the organisation involved in the application process (e.g. personnel department, superiors, workers' representation, accounts, company medical officer, etc.).

We also transfer data to public authorities (e.g. the federal state finance office, the tax office, the employment agency). Partner companies (e.g. computer centres, IT service providers, hosting companies) may, within the framework of their particular tasks, have partial access to personal data.

How long will your personal data be stored?

As a basic principle, we will only store your application data until the application process has been completed, plus a six months additional period. If you have agreed
to inclusion in our pool of applications, we will store your data for a year.

As far as data accumulates that relates to accounting procedures is concerned (e.g. for reimbursement of travelling expenses) we are obliged to comply with legal requirements on the storage of data, which can be for up to ten years.

Within the framework of our concept on data protection, we store copies of data in separate areas, only accessible by a limited number of persons and store these for several years, until they are updated on a routine basis.

Rights of the persons involved

In as far as we have processed data on the basis of your authorisation, you at all times have the right to rescind your authorisation; this does not affect the legality of any data processing carried out until authorisation is withdrawn.

You also have the right to information on your data as well as correction, deletion and restrictions on processing; there are also rights to objections to processing, the right of transferring data as well as complaints to a supervisory body.

Obligations to provide data

You are only required to provide us with the data necessary for processing the applications and for the fulfilment of our legal obligations; without this data, as a rule we are not able to successfully complete the application process.

We may also ask for your authorisation for further personal details necessary that could be useful for processing your applications and inform you of the voluntary nature of these.

Processing in a Third Country

There is no intention of processing your data in a third country or to transmit this to an international organisation.

Automatic decision-making in individual cases (including profiling)

We do not use any procedures for automatic decision-making.

*Data protection information for applications - Version 1.0 of 29.08.2018


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