Privacy Notice for applications submitted via the website
We would like to inform you about how we process your personal data in connection with our website, our applicant portal and your application in accordance with applicable data protection laws.
1. Who is responsible for the processing of your personal data?
FRS Systems GmbH (Norderhofenden 19-20, 24937 Flensburg, Deutschland)
If you have any questions regarding the collection, processing or use of your personal data, please contact our Data Protection Officer:
FRS Systems GmbH
Data Protection Officer
Norderhofenden 19-20
24937 Flensburg
[email protected]
2. For what purposes and on what legal bases do we process your personal data?
We process personal data in accordance with the provisions of the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (Bundesdatenschutzgesetz – BDSG).
We process personal data for the performance of contractual obligations pursuant to Art. 6(1), first sentence, point (b) GDPR. This includes in particular:
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managing the recruitment process;
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assessing and confirming an applicant’s suitability;
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contacting potential candidates for interviews; and
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deciding which candidates will receive an offer of employment and contacting them accordingly.
We also process your personal data for the purposes of our legitimate interests pursuant to Art. 6(1), first sentence, point (f) GDPR, including:
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supporting processes relating to the use of the website; and
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statistical purposes (e.g. reporting), provided that no conclusions can be drawn about individual persons.
Where we process your personal data on the basis of legitimate interests, you have the right to object to such processing pursuant to Art. 21 GDPR.
Based on your consent, we process your personal data for certain purposes pursuant to Art. 6(1), first sentence, point (a) GDPR. This applies in particular to:
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including your application in our talent pool;
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the use of cookies; and
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creating a user profile.
You may withdraw your consent at any time. The withdrawal of consent shall take effect for the future and shall not affect the lawfulness of processing based on consent before its withdrawal.
Furthermore, we process personal data for compliance with a legal obligation pursuant to Art. 6(1), point (c) GDPR in order to ensure an appropriate level of data security. This includes protection against unauthorized or unlawful processing and against accidental loss, destruction or damage in accordance with Articles 5 and 32 GDPR.
3. Are you required to provide data?
Where information is required by law or for contractual purposes, the relevant fields on our website are marked as mandatory and must be completed in order for you to submit an application.
4. What information is processed during the recruitment process?
Where information is required by law or for contractual purposes, the relevant fields on our website are marked as mandatory and must be completed in order for you to submit an application.
During the recruitment process, we process the following data:
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Salutation*
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Title
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Name* (first name, surname)
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Nationality
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Marital status
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Date of birth
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Preferred language*
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Contact details* (postal address, email address and password, telephone number)
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Earliest possible starting date*
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Expected gross annual salary*
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Whether currently employed within the company
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Application documents (cover letter, CV*, professional qualifications, education and training certificates* and employment references, photograph)
Only data marked with an asterisk (*) are mandatory. You may provide additional information. Your data will be processed internally as part of your application. Access is limited to employees of the Human Resources Department and other relevant persons responsible for selecting suitable candidates.
5. What data are processed when you visit our website?
When you visit our website, personal data are processed to display the website content on your device. Among other things, your IP address and information relating to the browser used on your device must be processed to display the website in your browser.
We undertake to ensure the confidentiality and integrity of your data processed while you use our IT systems.
For this purpose, and based on our legitimate interest in providing a secure and functional website, the following data are processed:
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IP address of the accessing device (for a maximum of 7 days);
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operating system of the accessing device;
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browser version of the accessing device;
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name of the file accessed;
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date and time of access;
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volume of data transferred; and
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referring URL.
The data will be stored only for as long as necessary for the aforementioned purpose and for identifying and rectifying errors on the website. The data cannot be used to identify an individual.
Your data will not be disclosed to third-party advertising networks.
6. Do Third Parties receive and/or have access to your data?
Generally, your personal data will only be disclosed to third parties where this is necessary for the performance of a contract with you. Data may also be disclosed based on a balancing of interests pursuant to Art. 6(1), point (f) GDPR, where we are legally required to do so, or where you have given your consent.
Your data are stored and processed on the systems of our software partners Haufe-umantis AG and Cognito Forms.
We carefully select our service providers, particularly with regard to data protection and data security, and implement all necessary data protection measures to ensure compliance with applicable legal requirements.
7.How long will your data be stored?
If you take up employment with FRS, your personal data, or an appropriate selection thereof, will be transferred to your personnel file.
If your application is unsuccessful, your data will generally be retained for approximately six months after completion of the recruitment process and will subsequently be anonymized (profile and application). You will not receive a separate notification of the anonymization of your data.
If you have applied but we are unable to offer you a suitable position at that time, we may offer you the opportunity to have your application included in our talent pool. You may consent to this when submitting your initial application. If you subsequently withdraw your consent or are no longer interested, you may delete your data (profile and application) yourself at any time. If your application is included in a talent pool, the data will be stored for 24 months and deleted thereafter.
You may request access to the personal data we hold about you at any time using the contact details provided above and, where further processing is no longer required, request erasure of your data or restriction of processing.
8. Where are your data processed?
We process your personal data in data centers located within the European Union.
In the case of Cognito Forms, however, your personal data are also processed in data centers located in the United States. Cognito Forms is certified under the EU-U.S. Data Privacy Framework, which provides a mechanism for the lawful transfer of personal data from the EU to the United States.
9. What rights do you have as a Data Subject?
You have the right to request access to your personal data held by us at any time. Strict requirements apply to the verification of your identity, and we may require appropriate proof to ensure that the information is provided to the correct data subject.
You also have the right to rectification, right to erasure, and/or right to restriction of processing your personal data.
Furthermore, you have the right to object to the processing of your personal data, the right to data portability, including the transmission of your data to another controller, as well as rights relating to automated decision-making and profiling.
You have the right to lodge a complaint with a competent data protection supervisory authority concerning our processing of your personal data. We kindly ask that you contact our Data Protection Officer first so that we have an opportunity to address your concerns.
10. Right to Make Changes
The right is reserved to amend, supplement, or revoke this policy at any time and at its sole discretion. Any changes will be communicated to the affected employees in a timely and appropriate manner. Changes are generally made in writing.
11. Severability Clause
Should any provision of this policy be or become invalid in whole or in part, the validity of the remaining provisions shall not be affected. An invalid provision shall be replaced by a valid one that comes as close as possible to the intended meaning of the invalid provision.