Heubach Privacy Notice for Job Candidates

HEUBACH may collect the following personal data about you:

• General, identification and contact information, that you voluntarily provide to us, such as:
  • Details included in your CV and other information, including your contact details (your name, work, and home address, telephone numbers, and email address); country of origin or residence, nationality, date of birth, gender, civil status, information on partners, family members and dependents; images or recordings of you (optional), employment and education history, professional qualification, work experiences, and skills;
  • If applicable, your letter of motivation, certificates, and letters of references, if you submit this information voluntarily;
  • Communication details including language, email content, and chat;
  • LinkedIn and other social media profiles or a link to a professional website (optional);
  • Your function, degree and job title, work location, hire and termination date including the reason for leaving, information about the employment contract;
  • Information about your compensation and benefits including equity;
  • References and work permit;
  • Information necessary to complete background checks (subject to your explicit consent).
• Information derived from your interviews, such as notes from the interviews or information from recruitment agencies;
• Information from assessments or background checks, subject to your explicit consent, such as information obtained by asking for references and confirmations of your background (education, work experience) and criminal record;
• Special categories of data: During the recruitment process, we may collect and transfer special categories of data, only if required and permissible by applicable local laws and necessary in connection with the application and hiring process. Such data may include information about your religion for tax purposes, ethnicity, and origin for diversity reporting purposes; information about children and family allowances, and in particular cases, health related data.
• In addition, when visiting our website, and subject to your consent, personal data is automatically collected, such as website usage data, geolocation data and other information collected through cookies and other tracking technologies. For further information, please consult our Website Privacy Policy and Cookie Policy.

Your personal data may be processed to:

• manage your application and recruitment process, and in particular, subject to your consent, to process specific requests via contact forms, to contact you for a job interview, to verify your identity, academics or qualifications, to share your information with the hiring manager, to conduct job interviews in person or via phone and electronic communication channels, including video conferences, and to potentially perform the selection and hiring process;
• assess your professional competences for the job: HEUBACH may, subject to your consent, conduct background checks and carry out competence tests via assessment centres and in this context process your personal data;
• ensure compliance with applicable laws and regulations, such as for archiving, record keeping and reporting purposes.

• Within the HEUBACH Group: HEUBACH may share your personal data with HEUBACH Group affiliates in the EEA, the United States, India, Switzerland, or any other country with a Heubach location, as necessary for managing your application and carrying out the selection and hiring process. This may be the case, for example, if certain knowledge or skills of other HEUBACH Group affiliates are required for the fulfilment of a specific purpose, e.g., for assessing your application. Any access to your personal data within the HEUBACH Group is restricted to those individuals who have a need-to-know authorization in order to fulfil their professional responsibilities.
• With certain acquiring or acquired entities: If HEUBACH is sold or transferred in whole or in part, or if another entity is being acquired by or integrated into HEUBACH (or any similar transaction is being contemplated), your personal data may be transferred to the other entity prior to or after the transaction, subject to any rights provided by applicable law, including in jurisdictions where the other entity is located.
• With data processors: Certain service providers such as IT support providers,  cloud hosting provider, or recruiters (“processors”) may receive your personal data to process such data on our behalf and under appropriate instructions as necessary for the processing purposes, in particular to provide IT and other administrative support, to assist with compliance with applicable laws, to assist during the selection process of successful Candidates, to calculate the recruiter’s fees, and for other activities in connection with the recruitment and hiring process. The processors will be subject to contractual obligations to implement appropriate technical and organizational security measures to safeguard your personal data, and to process the personal data only as instructed. For more information about our service providers, please contact us as described in section 7.
• With certain other third parties: HEUBACH may share your personal data with professional advisors, regulators or governmental authorities as far as required by applicable laws or in our legitimate business interest.

If we transfer or provide access to the personal data stored in the data centers in Frankfurt to third countries, we ensure that appropriate safeguards, as legally required, will be implemented. Before transferring any personal data from the EEA, to third countries that do not ensure the same level of data protection like in your country (such as the US), we ensure that appropriate safeguards, such as entering into Standard Contractual Clauses (“SCCs”) as approved by the EU Commission, are in place. For further information about these safeguards or to receive a copy, please contact us as described in section 7.

• the right to withdraw your consent to manage your application, to perform assessments and competence tests, and contact you via electronic communications. Such a withdrawal will not affect the lawfulness of the processing prior to the consent withdrawal. You can withdraw your consent at any time with respect to future processing by using the methods mentioned in the original or any related communication or otherwise by contacting our Data Protection Officer via email, mail or phone as described in section 7 of this Privacy Notice;
• the right to request access to your personal data, respectively to obtain from us confirmation as to whether or not personal data concerning you is processed, and, where that is the case, to request access to the personal data;
• the right to request rectification of inaccurate personal data concerning you;
• the right to request erasure of your personal data, under certain conditions;
• the right to request restriction of processing, under certain conditions. In this case, the respective data will be marked and may only be processed for specific purposes as defined by law;
• the right to request data portability: As provided by applicable data protection law, you may – in cases where processing is based on consent or the performance of a contract, and the processing is carried out through automated means – have the right to receive the personal data concerning you, which you have provided to us, in a structured, commonly used and machine-readable format and you may have the right to transmit those data to another entity without hindrance from us;
• the right to object: Under certain circumstances, you have the right to object, on grounds relating to your particular situation, at any time to the processing of your personal data by us based on our legitimate interest, and in such circumstances, we are required to cease processing your personal data.

Please note that these rights are not absolute, and we reserve the right to enforce the restrictions imposed by law.

To exercise your rights, please contact us as described in section 7 below. You also have the right to lodge a complaint with the competent supervisory authority in your country (for example, the place where you live or work – contact details of competent supervisory authorities in the EU can be found here).