Privacy Policy for Applicants

Please note that only the German version is the legally binding version of the document. (see below this English version)

We are pleased as to your interest in working at our research center and in applying for a position via our application portal. Herewith we inform you according to Art. 13 GDPR about the collection, processing and use of personal data, which are processed by Helmholtz Zentrum München Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH) (hereinafter „Helmholtz Munich“)  in the context of your online application.

You will receive this data protection information after sending your application in the form of a PDF file automatically by e-mail with the confirmation of receipt. Please read the information carefully before you send us your data. If you have any questions or uncertainties regarding the processing of your personal data or if you wish to assert your rights under the GDPR, such as information, correction, deletion or withdrawal, please contact our data protection officer or our human resources department.

The provision of your personal data is a prerequisite for the application procedure and any possible employment. If you do not wish to provide us with the information required for this purpose, we may not be able to consider you for the positions advertised by us.

The controller within the meaning of data protection law for processing the personal data collected during the application procedure is:

Helmholtz Zentrum München
Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH)
Ingolstädter Landstr. 1
85764 Neuherberg
Phone: +49 89 3187-0
www.helmholtz-munich.de

Contact details of the Data Protection Officer
Address and phone number see above
E-Mail: datenschutz@helmholtz-munich.de

Contact details of the Human Resources department
Address and phone number see above
E-Mail: hr@helmholtz-munich.de

Scope of the processing of personal data

You can use the application portal as part of your application without prior registration. If you interrupt the application process and want to continue filling out the questionnaire later, an individual access will be created based on your e-mail address. You will then be able to log in again using the link sent to your specified e-mail address, check your entries and make any changes you wish with the available options. Due to the sensitivity of the data, the data is transmitted in encrypted form.

When you fill out the questionnaire for job postings in the application portal, the following applicant data is collected and processed:

• Form of address / title
• First name, last name
• Street, no.
• Country
• POSTCODE
• Place of residence
• E-mail
• Phone/Mobile
• Address of the own web profile
• Should a severe disability of ≥ 50% or equality be taken into account in your application? (1. no comment/2. yes/3. no)
• Upload documents
• Desired annual salary
• How did you hear about our job offer?

In the box “Severely disabled”, you have the option of informing us whether you would like us to take this into account in your application. The sole purpose of the question about a severe disability is that Helmholtz Munich wishes to fulfil its voluntary commitment to invite severely disabled candidates to an interview in accordance with the rules of the civil service. If you do not wish to comment on the severe disability, please mark "no comment". In this case, we assume that even if you are severely disabled, you do not wish to take advantage of the opportunity to be invited preferentially. If you are severely disabled and wish to indicate this, mark "yes" and enclose proof of your severe disability.

You also have the option of uploading individual application documents (e.g. cover letter, curriculum vitae, certificates). The data will be stored in the database after saving and sending the questionnaire. Helmholtz Munich would like to evaluate all applicants according to their qualifications only. We would therefore like to ask you (unless you want us to take a severe disability into consideration) to refrain from transmitting so-called "special categories of personal data" according to Art. 9 GDPR in your letter of application or in other documents submitted during the application procedure.

When filling out the questionnaire for unsolicited applications in the application portal, the following additional applicant data will be collected and processed:

• Desired research area, if applicable institute/department
• Desired career level
• Desired annual salary

When filling out the questionnaire for trainees in the application portal, the following additional applicant data is collected and processed

• Type of school and school leaving certificate on ...
• Grade of the last certificate
• Grades in mathematics, German, English
• Grade of a scientific subject
• Grade of the penultimate certificate
• Internships with period and indication of the activity
• Qualifications in MS-Office, hardware knowledge and network knowledge

Each time the application portal is called up, data and information is stored in the server's log files. The following data can be collected:

• Information on the browser type and version used
• The shortened IP address of the user
• Date and time of access
• websites from which the user's system accesses the website (referrer)
• Size of the returned object
• Status code
• Request

Applications from minors
 

If you are not yet of age, we would like to ask you to obtain the prior consent of both parents/legal guardians to submit your application. For this purpose we provide you with a sample form which you should sign and attach to your application documents via the upload function of the application portal.

Job alert (job subscription)

If you would like to receive the job alert offered on the applicant portal, we require your e-mail address as mandatory information. We use the so-called double opt-in procedure to send the job alert. This means that we will only send you information on new vacancies by e-mail if you have expressly confirmed to us that you agree to receive the job alert. In the first step, you will receive an e-mail with a link that you can use to confirm that you, as the owner of the corresponding e-mail address, wish to receive job alerts in future.

When you register for the job alert, in addition to the e-mail address required for sending, we store the jobs to which you have subscribed, the end date until which you wish to receive the job alert, as well as the date and time of registration and confirmation, in order to be able to trace any possible misuse at a later date. Optionally, i.e. whenever you have filled in the respective field, we also save the title of the job subscription, title, first name(s) and surname.

You can unsubscribe from the job alert at any time by sending an e-mail to the controller named above or via the link in the job alert. Once you have unsubscribed, your e-mail address will be deleted from our job alert distribution list immediately, unless you have expressly consented to the continued use of the data collected or the continued processing is otherwise permitted by law.

Applications from researchers from third countries

An export control check is required for nationals of all non-EU countries, with the exception of nationals of Australia, Japan, Canada, New Zealand, Norway, Switzerland, Liechtenstein, the USA and the United Kingdom. In addition to the applicant data already mentioned, the following personal data will be processed:

• Date of birth
• Place of birth (country)
• Citizenship(s)
• Current address in home country

Further personal data may be collected, especially in personal interviews, after consultation with the applicants.

Purposes and legal basis for the processing of your personal data

Insofar as this is necessary for the decision on the establishment of an employment relationship or for the purpose of fulfilling pre-contractual measures with us, the legal basis for the processing of your personal data is Art. 6(1) point (b) GDPR or Art. 88 GDPR in conjunction with Section 26(1) BDSG. In the event of recruitment, we will include the data provided in our personnel file. The legal basis for this is also Art. 6(1) point (b) GDPR or Art. 88 GDPR in conjunction with Section 26(1) BDSG.

Furthermore, we may process your personal data in accordance with Art. 6(1) point (c) GDPR, insofar as this is necessary to fulfil legal obligations to which we are subject.

The processing of the log files on our application portal serves exclusively to deliver the contents, to guarantee the functionality of our information technology systems and to optimise our website. The data of the log files are always stored separately from other personal data of the users. The legal basis for the processing is Art. 6(1) point (f) GDPR, whereby our legitimate interest lies in the above-mentioned purposes.

Within the scope of the consent declaration obtained from underage applicants, we process personal data in the form of the first and last name of the respective legal guardian for the purpose of verification. The legal basis for this is Art. 6(1) point (f) GDPR. Our legitimate interest here is to be able to provide proof of age of the respective applicant.

As part of the declaration of consent obtained for underage applicants, we process personal data in the form of the first name and surname of the respective legal guardian for the purpose of verification. The legal basis for this is Art. 6(1) point (f) GDPR. Our legitimate interest here is to be able to provide proof of the age of the respective applicant.

In addition, Art. 6(1) point (f) GDPR may be the legal basis for processing in order to defend against legal claims asserted against us. The legitimate interest is, for example, a duty of proof in proceedings under the General Equal Treatment Act (AGG).

In the context of export control, we process your personal data on the basis of our legitimate interest pursuant to Art. 6(1) point (f) GDPR. Here, our interest lies in not violating national and international export control regulations in the event of a possible employment of scientists from third countries.

If you give us your express consent to process personal data for specific purposes, e.g. to contact you for comparable vacancies, the processing will take place on the legal basis of Art. 6(1) point (a) GDPR. The same applies to information which you provide us with, but which is not necessary for the establishment of an employment relationship. Consent that has been granted can be withdrawn at any time, with effect for the future, without this resulting in any disadvantages for you.

Recipients of the data

Within our research centre, we only pass on your personal data to those departments and persons who need this data to fulfil (pre-)contractual and legal obligations or to implement our legitimate interests. This group of persons treats all personal data and information from your application confidentially and uses it exclusively for the purpose of your application. In the case of recruitment for cooperation projects, this group of persons may also include employees of cooperation partners in individual cases. We use the contact data you provide to get in touch with you by e-mail, telephone or post.

Otherwise, data will only be passed on to recipients outside the Research Centre if this is permitted or required by law, if the transfer is necessary to fulfil legal obligations or if we have your consent.

Your personal data is processed on our behalf on the basis of data processing agreements in accordance with Art. 28 GDPR. In these cases, we ensure that the processing of personal data is carried out in accordance with the provisions of the GDPR and that all persons authorised to process personal data have undertaken to maintain confidentiality or are subject to an appropriate legal obligation of secrecy. Our application portal is operated on our behalf by BITE GmbH, Magirus-Deutz-Straße 16, 89077 Ulm.

Transfer to a third country

There are no plans to transfer your personal data to recipients outside the European Economic Area (EEA). Should it be necessary for the above-mentioned purposes, it will only be carried out under the strict conditions of Art. 44-49 GDPR.

Storage period

If you have started an application to us without having sent it, you will receive an automatic e-mail informing you that the application has been paused. If you do not send the application within 30 days of the last changes you made in the application portal, your data will be completely deleted after 30 days.

The log files are currently also deleted after 30 days.

Your answers and information provided during the application phase can be stored together with your name for up to six months after you have been hired or rejected for a specific position. This storage is done to ensure legal deadlines for objections. Access to your data is severely restricted during this period. If you are still interested in working at Helmholtz Munich, we would like to ask you to apply again.

We store personal data that we collect from you within the scope of export control for five years in accordance with the applicable retention periods under export law, provided that your application leads to employment. In the event of a rejection, the above-mentioned period of six months applies.

If you have given us your consent to contact you for comparable vacancies, we will delete your data, unless you give us notice of revocation in the meantime, after 12 months at the latest, calculated from the receipt of your first application.

Automated decisions

We do not make any automated decisions that have legal implications for you and do not carry out any profiling.

Your rights as a data subject

You have the following rights in connection with the processing of personal data concerning you:

• Pursuant to Art. 7 GDPR, you have the right to withdraw your consent to data processing (if you have given it to us) at any time. The withdrawal of consent does not affect the lawfulness of the processing carried out on the basis of the consent until the withdrawal.
• Pursuant to Art. 15 GDPR, you have the right to request information about the personal data concerning you that is processed by Helmholtz Munich.
• Pursuant to Art. 16 GDPR, you have the right to request the immediate correction or completion of incorrect or incomplete data stored by us.
• Pursuant to Art. 17 GDPR, you have the right to request the erasure of personal data concerning you that is stored by us, unless the processing is necessary for the exercise of the right to freedom of expression and information, for compliance with a legal obligation to which Helmholtz Munich is subject, for the performance of a task carried out in the public interest, or for the establishment, exercise or defense of legal claims.
• Pursuant to Art. 18 GDPR, you may request the restriction of the processing of your personal data if you contest the accuracy of such data or if the processing of such data is unlawful.
• Pursuant to Art. 20 GDPR, you have the right to receive the personal data concerning you in a structured, common and machine-readable format, and to transmit this data to another controller without hindrance or to have it transmitted by us;
• Pursuant to Art. 21 GDPR, you have the right to object to the processing of your personal data, insofar as there are grounds for doing so that arise from your particular situation. Your data will then no longer be processed, unless Helmholtz Munich can demonstrate compelling grounds for the processing which override the interests, rights and freedoms of the data subject, or the processing serves to assert or defend legal claims.
• Pursuant to Art. 77 GDPR in conjunction with Section 17 BDSG, you have the right to lodge a complaint against Helmholtz Zentrum München Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH) with the competent supervisory authority. This is:
  
  Der Bundesbeauftragte für den Datenschutz und die Informationsfreiheit (BfDI)
  Husarenstr. 30
  53117 Bonn
  Tel.: +49 (0)228-997799-0
  e-mail: poststelle@bfdi.bund.de