In this Privacy Notice, we inform you about how we process your personal data in connection with the recruitment process. This also includes optional processes such as inclusion in a talent pool, provided you give your separate consent for this. For additional information on how we handle your personal data, please see the general privacy policy on our website:https://www.rwu.de/kontakt/datenschutz
Name and Address of the Data Controller
Data controller within the meaning of Article 4(7) of the GDPR:
Ravensburg-Weingarten University of Applied Sciences
Doggenriedstraße 70
D - 88250 Weingarten
Represented by: Rector Professor Dr.-Ing. Thomas Spägele
Tel: 0049 (0) 751/501-9344
Email: info@rwu.de
Website: https://www.rwu.de/
External Data Protection Officer
Our external data protection officer can be reached at:
Name: Benedict Lenz
Email: dsb@rwu.de
Website: https://www.exacon-gmbh.de
Information on Data Processing
Nature and Purpose of Processing
The university processes personal data from applicants in order to conduct application procedures and make decisions regarding the filling of open positions. This includes, in particular, the assessment of professional suitability, qualifications, and performance, as well as the organization and documentation of the selection process. As part of the application process, the documents and information you provide will be processed in order to:
- receive and manage your application,
- assess your qualifications and suitability for the advertised position,
- contact you (e.g., to ask follow-up questions or invite you to interviews),
- involve the participation bodies required by law (e.g., staff council, equal opportunity officer),
- make and document selection decisions.
Optional: Inclusion in a talent pool—If you separately consent to being included in a talent pool, the university will also process your data so that it can consider and contact you regarding future job postings that match your profile.
Categories of Data
As part of the application process, we process the following categories of personal data in particular:
- Identification and contact information: name, address, email address, phone number.
- Application and qualification data: Information from your resume, cover letter, and attached documents (e.g., education, professional history, certificates, qualifications, references).
- Optional information: e.g., photo, interests, details regarding professional profiles (LinkedIn/XING), or other information you provide to us in your documents.
- Special categories of personal data (Art. 9 GDPR): To the extent voluntarily provided by you (e.g., information regarding health, religious affiliation, union membership, or ethnic origin).
- Data from the application process itself: Internal evaluation and decision-making notes, interview transcripts, communication data, and documentation of legally required participation (e.g., staff council, equal opportunity officer, representative for employees with severe disabilities).
- Technical data when using the application portal: Upload and system logs, technical metadata.
- Talent Pool (only with consent): Application and contact information required for future contact.
Legal Basis
The processing of your personal data is based on the following legal grounds:
The processing of your personal data in the application process is based on Art. 6(1)(b) GDPR (implementation of pre-contractual measures) as well as Art. 6(1)(e) of the GDPR in conjunction with Sections 4 and 15 of the Baden-Württemberg Data Protection Act (LDSG BW), to the extent that the processing is necessary for conducting the selection process and for deciding whether to establish an employment relationship.
If, in the course of your application, you provide information covered by Article 9 of the GDPR (special categories of personal data, e.g., health data, information regarding a severe disability, union membership, or biometric data), the processing of this information is based on Article 9(2)(b) of the GDPR in conjunction with Section 15(2) of the LDSG BW, to the extent that this is necessary for the decision regarding the establishment of a public-law employment relationship.
Insofar as this involves a selection process to fill a civil service position, the processing of your personal data is also based on Article 6(1)(e) of the GDPR in conjunction with Section 83a of the Baden-Württemberg State Civil Service Act (LBG BW), to the extent necessary to conduct the selection process under civil service law and to decide on the establishment of a civil service relationship.
To the extent that there are legal obligations to retain personal data or to disclose it to auditing and supervisory authorities (e.g., under budgetary regulations or to fulfill documentation obligations under the General Equal Treatment Act (AGG)), processing is also carried out in accordance with Article 6(1)(c) of the GDPR.
Inclusion in a talent pool and subsequent contact regarding suitable job openings are based exclusively on your voluntary consent pursuant to Article 6(1)(a) of the GDPR. You may revoke your consent at any time with future effect. You may submit a revocation to the data controller, the data protection officer
Recipients and Transfers to Third Countries
As part of the application process, only those departments within the university that are involved in conducting the selection process will have access to your personal data. This includes, in particular, the relevant faculty or organizational unit, the Human Resources Department, and the committees that must be involved in accordance with legal requirements (e.g., the staff council, the equal opportunity officer).
To manage online applications, the university uses an IT-based application management system provided by BITE GmbH, Magirus-Deutz-Straße 12, 89077 Ulm. Processing is carried out on the basis of a data processing agreement in accordance with Article 28 of the GDPR.
If you have consented to being included in a talent pool, your data will also be stored in the application management system for this purpose and processed exclusively by university personnel authorized to do so.
No personal data is transferred to a third country outside the European Union.
Retention Period
Your personal data will be stored only for as long as is necessary to conduct the application process.
If your application is not selected, your data will be deleted no later than six months after the conclusion of the selection process, provided that no legal retention obligations or legitimate interests of the university preclude such deletion (e.g., obligations to provide evidence under the General Equal Treatment Act —AGG—or in cases of competing claims).
If you have consented to being included in a talent pool, your data will be stored for this purpose for up to two years as of the end of the year or until you revoke your consent.
If your application is successful, your data will be transferred to Human Resources and further processed in accordance with the applicable data protection regulations.
Consequences of Withholding Consent
To participate in the application process, you must provide certain personal data so that the university can assess your suitability and conduct the selection process properly. Without this information, you cannot be considered in the selection process.
Providing voluntary information (e.g., additional attachments or further personal details) is not required and has no impact on the selection process.
If you consent to being included in a talent pool, the provision of your data for this purpose is voluntary. Failure to provide consent or the revocation of your consent has no effect on the ongoing application process; however, it means that your data will no longer be processed for the purposes of the talent pool.
Automated Decision-Making
Automated decision-making within the meaning of Article 22 of the GDPR does not take place. Should we use automated decision-making processes in individual cases in the future, we will provide separate notice of this to the extent required by law.
Your Rights as a Data Subject
Data subjects may contact the data controller or the data protection officer directly with any questions regarding data protection and the processing of their personal data.
Right of Access (Article 15 of the GDPR)
You may request information about your stored data.
Right to Rectification (Art. 16 GDPR)
You may have inaccurate data corrected.
Right to erasure (Art. 17 GDPR)
You may request that we erase your data, provided that the legal requirements for doing so are met.
Right to Restriction of Processing (Art. 18 GDPR)
You may request that the processing of your data be restricted, provided the legal requirements are met.
Right to Data Portability (Art. 20 GDPR)
To the extent technically feasible, you have the right to receive your data in a structured, machine-readable format.
Right to Object (Art. 21 GDPR)
You may object at any time to the processing of your data for reasons arising from your particular situation, provided that the processing is based on Art. 6(1)(e) or (f) GDPR.
Right to Withdraw Consent (Art. 7(3) GDPR)
If you have given your consent todata processing, you may withdraw it at any time with future effect. Withdrawal does not affect the lawfulness of processing carried out on the basis of your consent prior to the withdrawal. Please direct your withdrawal to the contact information provided for the Data Protection Officer or the data controller.
Timeframes for Complying with Data Subjects’ Rights
We generally strive to respond to all requests within 30 days. However, this timeframe may be extended for reasons related to the specific right of the data subject or the complexity of your request.
Competent Supervisory Authority
We take your concerns and rights very seriously. However, if you believe that we have not adequately addressed your complaints or concerns, you have the right to file a complaint with a competent data protection authority:
The State Commissioner for Data Protection and Freedom of Information
P.O. Box 10 29 32
70025 Stuttgart
Phone: 07 11/61 55 41-0
Fax: 07 11/61 55 41-15