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Privacy policy for applicants

With this privacy policy, Hermes Fulfilment provides information about the processing of applicant data in accordance with Articles 13, 14, and 21 of the General Data Protection Regulation (GDPR).

General information

The following Hermes company is responsible for data processing (if you have applied to one or more of these companies or are in the process of negotiating an employment contract):

Hermes Fulfilment GmbH
Headquarters
Bannwarthstrasse 5
22179 Hamburg

Contact details (general):
Telephone: +49 40 537 55 - 0
Fax: +49 40 537 54 - 870
Email: kontakt@hermes-ws.com

Data processing purposes and legal basis

For the purposes of this privacy policy, applicant data refers to all personal data of applicants, including the application documents submitted by them, which Hermes Fulfilment processes for the purposes described below.

Hermes Fulfilment processes your applicant data in accordance with the applicable legal data protection regulations, in particular the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG), for the purposes described below. Further details and additions to the processing purposes may be contained in the respective contract documents, forms, or pre-formulated declarations:

  • Your applicant data is generally processed in order to review and evaluate your application with regard to a specific job description or, in the case of unsolicited applications, to evaluate it with regard to open positions (legal basis: Art. 6 (1) (b) GDPR in conjunction with § 26 BDSG).

  • Processing may also be carried out for specific purposes on the basis of your consent (legal basis: Art. 6 (1) (a) GDPR). This is particularly the case if we ask you whether we may pass on your applicant data to another Hermes company or include your applicant data in a talent pool.

  • In addition, your applicant data may also be processed for the purpose of fulfilling public tasks or in the public interest, provided that there are corresponding legal obligations (legal basis: Art. 6 (1) (c) or (e) GDPR). Such legal obligations may arise in particular from: the Social Security Code, the Commercial Code, the Tax Code, occupational safety requirements, tax control and reporting obligations, criminal prosecution or enforcement of civil law claims, etc.

Not directly related to your collected data and/or data categories

Insofar as this is necessary for the processing of your application or for processing for the above-mentioned purposes, we may collect data from third parties (e.g., recruiters, Xing, LinkedIn) or from public sources (commercial or population registers, press, Internet, or social media), but only to the extent that we are permitted to collect and process this data in accordance with legal regulations. The relevant categories of personal data include, in particular:

  • Address and contact details (residence, telephone number, email address)

  • Information about you on the internet or social networks

Recipients or categories of recipients

Regardless of the channel through which you applied to Hermes Fulfilment (Hermes Fulfilment online job portal, social networks such as Xing or LinkedIn, postal application), your applicant data will be stored in a central applicant database at Hermes Fulfilment.

Within Hermes, only those persons and departments of the respective Hermes company who need your applicant data to process your application or to fulfill contractual or legal obligations (such as managers, hiring managers, accounting, HR employees for contract creation, etc.) will receive your applicant data. In individual cases, we may—provided you have given your consent—pass on your applicant data within the respective Hermes company to specialists responsible for other vacant positions if your application is suitable for these.

Beyond that, your data will only be shared if and to the extent that

  • we are obliged to do so in order to comply with legal requirements (e.g., disclosure of information, reporting to tax authorities) or if the data processing is in the public interest (e.g., disclosure for criminal prosecution purposes);

  • external service providers process the data on our behalf (external data centers, operation of the applicant management database, etc.), whereby these service providers are subject to security standards specified by us;

  • you have given us your express consent to do so (e.g., if we wish to forward your application to another Hermes company).

Beyond this, we will not pass on your applicant data to third parties unless we inform you of this explicitly and separately.

Storage period

We generally process and store your applicant data for the duration of the application process and for the duration of any other contract initiation. After completion of the application process or contract initiation, your electronically collected applicant data will be stored for 6 months and then either anonymized or completely deleted. Original application documents sent to us will be returned in their original form at the latest after the expiry of this period.

If you have expressly given us your consent to do so, we will transfer your data to our talent pool. The data will be deleted after 12 months unless you renew your consent.

Data transfer to a third country

All applicant data you send to Hermes Fulfilment will be stored and processed within the European Economic Area (EEA). Your data will only be transferred to third countries if this is necessary to fulfill a contractual obligation to you (e.g., application for a position abroad) or if you have given your express consent.

Your data protection rights

You can withdraw your application at any time. To do so, please send an informal letter to the contact person named in the job advertisement. Upon receipt of your letter or email, the application process will be closed for you.

Furthermore, you have the following rights with regard to your application data at Hermes Fulfilment:

  • Right to information: You have the right to information about your personal data stored by us (Art. 15 GDPR). In particular, you can request information about the purposes of processing, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, and the origin of your data if it was not collected directly from you. Please understand that we may require proof from you that you are the person you claim to be.

  • Right to correction or deletion: You have the option of having your personal data corrected or deleted at any time if the legal requirements for this are met. In the event of inaccuracies, we will correct the data stored by us immediately after you notify us. Personal data will be deleted if the legal requirements are met, including because the data is no longer necessary for the purposes for which it was collected or otherwise processed, or because this data has been processed unlawfully.

    The only data excluded from deletion is data that we need to process outstanding tasks (e.g., to fulfill a contract) or to enforce our rights and claims, as well as data that we are required to continue to store due to statutory retention periods.

  • Right to restriction of processing: If the legal requirements pursuant to Art. 18 GDPR are met, you can request that we restrict the processing of your data. This is the case, for example, if and to the extent that you dispute the accuracy of the data, the controller no longer needs the data, but you need it to assert, exercise, or defend legal claims, or you have objected to the processing pursuant to Art. 21 GDPR.

  • Right to object to processing: Under the conditions of Art. 21 (1) GDPR, data processing may be objected to for reasons arising from the particular situation of the data subject. The above general right to object applies to all processing purposes that are processed on the basis of Article 6 (1) (f) GDPR. Unlike the specific right to object to data processing based on consent, we are only obliged to implement such a general objection under the GDPR if you provide us with reasons of overriding importance (e.g., a possible danger to life or health) and we cannot demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms or which serve to assert, exercise, or defend legal claims.

    The objection can be made informally and should be addressed to the contact persons named in section 8.

  • Right to data portability: You have the right to data portability in accordance with Art. 20 GDPR, i.e. the right to have selected data stored by us about you transferred in a common, machine-readable format or to request the transfer to another controller.

  • Right of withdrawal: Insofar as we process data on the basis of your consent, you have the right to withdraw your consent at any time. Withdrawal of consent does not invalidate the data processing that took place on the basis of consent up to the point of withdrawal.

  • Right to lodge a complaint with a data protection supervisory authority: You have the right to lodge a complaint with a data protection authority. To do so, you can contact the data protection authority responsible for your place of residence or your state, or the data protection authority responsible for us.

Some of the above rights may only apply under additional conditions.

If you have given us your consent to process your applicant data (in particular for longer storage), you have the right to revoke this consent at any time without giving reasons with effect for the future.

Contact person and data protection officer

If you have any questions about the collection, processing, or use of your applicant data, or if you require information, corrections, deletions, processing restrictions, objections, or the transfer of your data, please contact:

Hermes Fulfilment GmbH
Data Protection Officer
Bannwarthstrasse 5
D-22179 Hamburg
Email: datenschutz@hermes-ws.com

When making your request, please ensure that you provide us with your full contact details (first name, last name, and address); this is the only way we can clearly identify you and respond to your request quickly.

No automated decision-making

Hermes Fulfilment does not use purely automated decision-making procedures in accordance with Art. 22 GDPR in connection with your application or your application data.

As of April 2021