PRIVACY INFORMATION ON APPLICATION MANAGEMENT AT RHEINMAIN UNIVERSITY OF APPLIED SCIENCES
Terms of Use
Special privacy information for applicants at RheinMain University of Applied Sciences (Art. 13 GDPR)
Dear Applicant,
Thank you for your interest in our university.
In accordance with the requirements of Art. 13 of the General Data Protection Regulation (GDPR), we would like to inform you on how we process the personal data provided by you, and if applicable, collected by us as part of the application procedure, and on your rights in this regard.
1. Responsible body within the terms of data protection law
Hochschule RheinMain
Kurt-Schumacher-Ring 18
65197 Wiesbaden
https://www.hs-rm.de
Hochschule RheinMain is a corporation under public law. It is legally represented by the President, Professor Eva Waller.
Email: praesidentin(at]hs-rm.de
2. Contact details of our data protection officer
Email: datenschutzbeauftragter(at)hs-rm.de
3. Purpose and legal basis of data processing
We process your personal data in accordance with the provisions of the European General Data Protection Regulation (EU GDPR), the Hessian Data Protection and Freedom of Information Act (HDSIG) and the Hessian Civil Service Law (HBG) insofar as this is necessary for the decision on hiring an employee or civil servant. The legal basis for this is Art. 6 (1) (1) (e), (3) (1) (b) GDPR in conjunction with Section 23 HDSIG and Section 86 (4) HBG. Furthermore, we may process personal data from you if this is necessary for the fulfillment of legal obligations (Art. 6 (1) (c) GDPR). Pursuant to Art. 20 (1) HDSIG, this includes all information required to exercise the rights arising from social security and social protection legislation and to comply with the obligations in this regard, including those relating to disability.
If you are shortlisted in the civil service recruitment process, we as the employer are obliged to disclose your identity to unsuccessful applicants.
If we hire you as an employee or civil servant, we may process your personal data for the purposes of the contract of employment or civil service in accordance with Article 6 (1) (1) (b), (c) and (e) GDPR.
4. Categories of personal data
We only process data that is related to your application. The application procedure includes all processes that are necessary in connection with hiring an employee or civil servant, regardless of the type of position to be filled.
The data to be processed may include contact details and any other data provided by you as part of the application (resumé, certificates, qualifications, answers to questions, photographs, etc.) (hereinafter: application data). If job interviews, expert discussions or trial teaching sessions are held via a video conferencing tool – ZoomX or Jitsi Meet – technical data is processed to ensure the successful establishment of the connection, including video and audio transmission of the applicants.
RheinMain University of Applied Sciences processes your application data solely for the purpose of communication during the application process and for the purpose of reaching a decision on filling the position, i.e. to be able to assess whether you have the suitability, qualifications and professional skills for the position for which you are applying. The data will also be used to document the correct course of the procedure.
5. Sources of the data
We process personal data that we receive from you when you contact us or submit your application via the BITE application portal, by post, by email or, in the case of job interviews, expert discussions or trial teaching sessions, possibly via a video conference provider.
6. Recipients of the data
Recipients of the personal data contained in the application documents are the HR department (Administrative Divisions III.1, III.2 and III.3), the relevant HR managers at RheinMain University of Applied Sciences, as well as staff representatives and those required to participate in the application process within the scope of their legal duties (Staff Council, Women's Representative and, if applicable, the Representatives of the University's Employees with Disabilities).
If it is necessary for the application procedure or the processing thereof, your personal data will also be passed on to third parties. This includes, in particular, the disclosure to members and participants of appointment committees, selection committees, experts and, if applicable, doctors and other public bodies.
For our online application portal, we use application management software from the company BITE GmbH, Resi-Weglein-Gasse 9, 89077 Ulm, Germany Tel: +49 (0) 731/14 11 50-0, Fax: +49 (0) 731/14 11 50-10, info(at)b-ite.de. Your data entered in the application portal will be stored by BITE GmbH on our behalf. We, and on our behalf the company BITE GmbH, take all necessary technical and organizational security measures to protect your personal data from loss and misuse.
In some cases, job interviews may be held via the video conferencing software integrated in BITE's application management system (Jitsi Meet). Likewise, job interviews, expert discussions or trial teaching sessions may be held via the video conferencing tool ZoomX. We have a data processing agreement with ZoomX, which ensures that the personal data involved is processed on our behalf only.
These video conferencing sessions are not recorded and are not shared with third parties.
7. Transmission to third countries
Data is not transmitted to third countries.
8. Duration of data storage
Your personal data and/or application documents will be deleted a maximum of six months after the end of the application process, i.e. after notification of the rejection of the application or, in the case of civil servants, after acceptance of the appointment. We store your personal data beyond this date only to the extent that this is required by law or in specific cases for the assertion, exercise or defense of legal claims for the duration of a legal dispute. If you are offered a position as an employee or civil servant following the application process, your data will be transferred to the personnel file insofar as this is required and permissible.
In Jitsi Meet, the technical data is deleted after 7 days. In ZoomX, this data is routinely deleted after 18 months at the latest.
9. Your rights
Every data subject has the right to information under Article 15 GDPR, the right to rectification under Article 16 GDPR, the right to erasure under Article 17 GDPR, the right to restriction of processing under Article 18 GDPR, the right to notification under Article 19 GDPR and the right to data portability under Article 20 GDPR.
The assertion of the right to erasure in the ongoing application process will be deemed to be a withdrawal of the application.
For information on the protection of your rights, please contact us: bewerbung(at)hs-rm.de
In addition, you have the right to lodge an objection with the Hessian Data Protection Supervisory Authority pursuant to Art. 77 GDPR if you are of the opinion that the processing of your personal data is not lawful. The right to object exists without prejudice to any other administrative or judicial remedy:
Hessische Datenschutzbeauftragte
Postfach 3163
65021 Wiesbaden
Telephone: +49 611 1408 – 0
Telefax: +49 611 1408 – 611
10. Requirement to provide personal data
The provision of personal data in the context of application processes is neither legally nor contractually required. You are therefore not obliged to provide personal data.
However, the provision of personal data is necessary for the legitimacy of the selection procedure that is to be conducted. Missing relevant personal data in the application documents may result in the applicant not being considered for the position. For RheinMain University of Applied Sciences, the legal requirements for the selection procedure result in particular from Article 33 (2) of the German Basic Law, the German General Act on Equal Treatment, the German Act on assistance for persons who have been taken into custody for political reasons outside of the Federal Republic of Germany , if applicable, and German budgetary law. In accordance with this legislation, the selection decision is to be made according to suitability, qualification and professional skills.
11. Automated decision-making
As the decision on your application is not based exclusively on automated processing, this does not constitute automated individual decision-making as defined in Art. 22 GDPR.
12. Processing of personal data in connection with the job newsletter
For the job newsletter, we work with BITE GmbH, with whom we have a data processing agreement. Use of the job newsletter is, pursuant to Art. 6(1)(a) GDPR, voluntary. The primary information that is required for this purpose is an email address. The following data is also collected:
-Search parameters (e.g. professorship, administrative position for which the subscriber would like to receive job offers), source identifier 'job-alert', job alert ID
-Technical data: Creation date, date last issued, double opt-in status, technical log data – here the IP addresses are added to the logs in abbreviated form. The retention period for log data is 7 days.
The subscription ends and any stored data is deleted as soon as the subscriber unsubscribes.