Privacy policy for applicants

Thank you for your interest in working for our company. This privacy policy contains information on how Galaxus Deutschland GmbH handles personal data collected on the website for job offers from and applications to Galaxus Deutschland GmbH or that you submit to Galaxus Deutschland GmbH in the course of your application, and explains how your personal data is handled in the course of the application process.

Accordingly, this privacy policy also applies to the processing of your personal data in connection with the job advertisements on our job portal https://www.galaxus.de/joboffer.

This privacy policy also applies mutatis mutandis to applications that we receive from recruitment agencies and the processing of the personal data of the respective contact persons. The recruiter is obliged to bring this privacy policy to the attention of the respective applicant.

 

1. What is this privacy policy about?

This privacy policy describes how and why Galaxus Deutschland GmbH ("we" or "Galaxus") processes your personal data as part of recruiting. Recruiting in this sense includes the following activities in particular:

  • Receiving and processing applications submitted via our job portal or other online career networks;
  • Receiving and processing applications received directly by the advertiser;
  • Other activities in connection with personnel recruitment.

 

Galaxus needs your personal data in order to process your application. The data that you send us in the course of your application will only be used and processed for the purpose of selecting applicants. To process your application, we will use only the information that you have sent us directly. This may also include information you have provided in online career networks or other job portals.

We also aim to make the application process as easy as possible for you. We will also be happy to consider your application for other positions at Galaxus<s>.</s> In this case, we will contact you and invite you to apply for another position if your profile fits. You can then decide whether you would like to apply.

This privacy policy applies both to applications that applicants submit themselves and to applications that we receive from recruitment agencies. Recruiters are obliged to inform applicants about this privacy policy. 

2. Who is responsible for data processing?

In any case, your personal data will be processed exclusively by the company responsible for the job advertisement and, if applicable, by service providers who are contractually bound and legally obliged to comply with the relevant data protection regulations.

Galaxus Deutschland GmbH, Hoheluftchaussee 18, 20253 Hamburg, Germany, is responsible under data protection law for data processing for the purpose of carrying out the application procedure.

If you have any questions about the processing of your personal data in connection with recruitment or would like to exercise your data protection rights, you can contact us here:

Galaxus Deutschland GmbH
Datenschutz
Hoheluftchaussee 18
DE-20253 Hamburg
 

Or by e-mail at: datenschutz@galaxus.de

 

3. Which personal data do we process?

We collect personal data that is relevant to the application process or that you provide to us in the course of the application process (including, for example, surname, first name, address, e-mail, the position for which you are applying and details of your personal application). In order to assess your application carefully, we may also require additional information, e.g. on your career history.

We may also ask about your preferences (e.g. in terms of locations and job groups that are of interest to you) so that we can consider you for other suitable jobs.

For the purposes of recruiting, we process the following personal data in particular:

  • the master and contact data provided in application forms or other application documents (usually form of address, title, surname and first name, date of birth, e-mail address and postal address);
  • all other information contained in your application documents regarding your background, qualifications, motivation, job interests and preferences, as well as other information about yourself (in your cover letter, CV, references, certificates and diplomas, etc.);
  • other information that may be requested or provided in application forms, such as information about profiles you maintain in job-related social networks (e.g. Xing or LinkedIn) or information about how you became aware of the job advert;
  • information obtained during the application process (e.g. from interviews) or from discussions with HR specialists;
  • if necessary, information from third-party sources (e.g. information from official registers, information from recruitment agencies, reference information);
  • image and sound recordings, as we may conduct telephone or video interviews depending on the job profile and record them if necessary;
  • personal data of contact persons submitting applications and personal data of third parties, in so far as you provide us with this information;
  • technical data (e.g. log data, information about the time of access to the portal, the duration of the visit and the pages accessed and information about the end device used) when you visit our job portals.

 

All this information may also include special category data if you provide it to us, e.g. health data. We may also process other master data, contract data, communication data, behavioural and transaction data, preference data, technical data and other categories of personal data. You can find more information on this in our general privacy policy. You will also find additional information on how we handle particularly sensitive personal data in our general privacy policy.

You are not obliged to provide us with personal data. However, applications cannot be processed unless we collect and process personal data.

4. For what purposes do we process personal data?

We need your personal data to process your application. The data that you send us in the course of your application will only be used and processed for the purpose of selecting applicants. To process your application, we will use only the information that you have sent us directly. This may also include information you have provided in online career networks or other job portals.

We also aim to make the application process as easy as possible for you. For this reason, all written communication regarding the application process will be by e-mail. We are also happy to consider your application for other positions. In this case, we will contact you and invite you to apply for another position if your profile fits. You can then decide whether you would like to apply.

As part of your application, we undertake to only use data that originates directly and personally from you. This may also include data that you make available online for the purpose of professional presentation (e.g. in social networks). Please let us know if you have any further information about your professional career that is available online.

In connection with recruiting, we process personal data for the following purposes in particular:

  • to examine and pre-select possible applications;
  • to send targeted information about job vacancies or to send company information;
  • to contact applicants with regard to relevant vacancies;
  • to carry out application procedures or aptitude tests;
  • to prepare and, if necessary, to conclude an employment contract;
  • with your consent, we may also process personal data in order to contact you with regard to other vacancies.

The reason for entering your age or date of birth is that a minimum age is required by law for some of our activities. If you are a non-EU national, you will need a work permit in order to work in Germany. This is why we also ask for your nationality during the application process.

We may also process personal data for other purposes in connection with communication, contract processing, information and marketing, market research, security and prevention, compliance with legal requirements, legal defence and internal group administration and support. You can find more information on this in our general privacy policy.

 

If we are able to consider you for the position for which you have applied, we will subsequently process your personal data for the purposes of the employment relationship. Our specific privacy policy for employees applies here.

 

5. What is the legal basis for processing personal data?

We collect your personal data for the purpose of carrying out the application process on the legal basis of Art. 6 para. 1 b) and Art. 88 of the General Data Protection Regulation (GDPR) in conjunction with Art. 26(1), para. 1 GDPR (formerly the Federal Data Protection Act (BDSG)). If you are applying online for a specific position, submitting an unsolicited application or attending a recruitment event, you enter your details yourself in the relevant online form. If you apply by e-mail, we will record all relevant data in our personnel management system and upload your documents, together with your e-mail address. Your e-mail will then be deleted from our mailbox. If you send us a paper application, we will scan your application documents and upload them to our recruitment system. Your original documents will be returned to you by post after this information has been recorded.

The legal basis for actively contacting you about a suitable vacancy is our overriding legitimate interest within the meaning of Art. 6 para. 1 f) GDPR in contacting people who may be interested in our vacancies.

6. For how long do we process personal data?

We generally store your personal data for as long as is necessary to carry out the specific application process and, if necessary, to comply with legal requirements or if we have a legitimate interest in storing it, e.g. for documentation purposes and for protection and defence against legal claims. 

If no employment contract is concluded with you, your application documents and any notes related to your application will generally be deleted or anonymized within six months, and all remaining personal data (such as name or address) will generally be deleted or anonymized within 12 months after the completion of the application process.

7. What else needs to be considered?

In principle, only persons who are responsible for filling this position have access to your personal data, in particular HR specialists and potential superiors of the hiring company and, if applicable, selected key persons in the department in which the position is located. These persons are subject to a duty of confidentiality and have been made aware of data protection and data security. If you are considered for employment, the subsequent use or disclosure of your personal data is limited to purely employment-related purposes and to the group of people who need to know about it as part of the recruitment process.

In addition, your personal data will only be passed on to other recipients with your consent (e.g. to obtain reference information) or if this is necessary to comply with legal regulations or to protect or defend against legal claims.

We may also make certain decisions automatically. An "automated individual decision" is a decision that is made automatically in an individual case without relevant human influence and that has negative legal effects or other similar negative effects. For example, we can automatically decide not to pursue an application due to an obvious lack of qualifications. We will inform you separately in such cases.

8. Further information

Please also note our general privacy policy. This contains further information on data protection, which is also important in recruitment.

This privacy policy sets out, among other things:

  • from which sources the personal data processed by us originate;
  • which legitimate interests we have in data processing and what other legal bases our processing is based on;
  • how we use personal data and share it within the Migros Group and under what circumstances we may pass on personal data to companies outside the Migros Group;
  • how we transfer personal data abroad and the precautions we take to ensure adequate data protection;
  • how and for what purposes we use profiling and whether we make material decisions fully automatically;
  • which measures we take to ensure the security of personal data in an appropriate manner;
  • how long we generally process and store personal data;
  • how we use cookies and similar technologies when you visit our websites and mobile apps;
  • which rights you have in connection with the processing of your personal data and how you can exercise them;
  • how to contact the Data Protection Officer or the representative office in the European Union or the European Economic Area.

9. Rights of data subjects

You have the right to request information about the personal data stored about you at any time. Furthermore, you have the right to request the correction of incorrect personal data concerning you, including the completion of incomplete data, if necessary in the form of a supplementary declaration. You also have the right to request the deletion of the personal data stored about you. If legal regulations, e.g. retention obligations, do not permit deletion, your data will instead be restricted in processing (i.e. blocked) so that it is only accessible for the purpose of complying with mandatory legal regulations. Furthermore, you have the right to demand a restriction of the processing of your data (blocking). With regard to personal data that you have provided to us and that we process by automated means on the basis of consent or a contract, you have the right to request the transfer of this data to you or, if applicable, to a third party designated by you. You may object to data processing on grounds relating to your particular situation if the data processing is based on our overriding legitimate interests or is necessary for the performance of a public task. If the data processing is based on your consent, you have the right to withdraw your consent at any time. You also have the right to lodge a complaint with a supervisory authority.

The supervisory authority responsible for Galaxus Deutschland GmbH is the Hamburg Commissioner for Data Protection and Freedom of Information, Ludwig-Erhard-Strasse 22, 20459 Hamburg

To exercise your rights as a data subject, simply send a letter by post or an e-mail to our data protection officer at the e-mail address given in section 2.

10. Changes to this privacy policy

This privacy policy may be updated over time, especially if we change our data processing activities or if new legal provisions become applicable. We will actively inform individuals whose contact details are registered with us of any material changes, provided that we can do this without disproportionate effort. In general, the version of the privacy policy in effect at the time at which the data processing activity in question commences is applicable.

 

Version of: 01/09/2024

 

 

 

If no employment contract is concluded with you, your application documents and any notes related to your application will generally be deleted or anonymized within six months, and all remaining personal data will generally be deleted or anonymized within 12 months after the completion of the application process.