Information on Data Protection During the Application Process at Johannes Gutenberg University
Protecting your personal information throughout the entire application process is important to us. Therefore, we are committed to making our application process as safe as possible for you.
In the following, we will inform you of type, extent, and purpose for the collection and processing of your personal data according to the regulations of the Regulation (EU) 2016/679 (General Data Protection Regulation (GDPR)):
- Contact Details of the Controller
|Johannes Gutenberg-Universität Mainz (JGU)||phone: +49 6131 39-22301|
|Represented by the president||fax: +49 6131 39-26611|
|Univ.-Prof. Dr. Georg Krausch||e-mail: firstname.lastname@example.org|
- Contact Details of the Data Protection Officer
|JGU’ Data Protection Officer||phone: +49 6131 39-22109|
|Saarstr.21||fax: +49 6131 39-25131|
|55122 Mainz||e-mail: email@example.com|
- Purpose and Legal Basis of Processing
Your personal data is processed for the following purposes:
- Taking up contact and, if applicable, sending information regarding job postings if subscription services are used
- Assessment of whether or not you possess the suitability, professional capacity, and qualifications for the position (application process)
- In case your application is successful: employment purposes
- Transmission of your social media access data in order to link a job posting in your profile, if applicable.
We are permitted to process the personal data you transmit during the course of the application according to Art. 88 GDPR in connection with § 20 subsection 1 of the State Data Protection Act (Landesdatenschutzgesetz - LDSG) of Rhineland-Palatinate and, if sensitive data is concerned, in combination with Art. 9 subsection 2 lit. b) GDPR in connection with § 20 subsection 3 LDSG.
For the online application process and to manage applications and select candidates, we use software from the company “hidden professionals GmbH”, Kaiserstraße 39, 55116 Mainz.
If any application materials are received via regular mail, they are added to the above-named software.
If any application materials are received via regular mail, they are added to the above-named software. You also have the option of using your social media accounts (such as XING or LinkedIn) when applying. In this case, you must log in to your social media account through the job posting. By doing so, you agree to the data transfer. If you choose this path, we will only receive your CV and the information required for the application form. We do not receive any further information through XING or LinkedIn and also do not transfer applicant information to the social media platforms. The legal basis is the con-sent granted according to Art. 6 subsection 1a) of the GDPR.
Furthermore, we offer the option to share and recommend job postings on your social networks. This is a simple alternative to copying and pasting links.
In order to be able to share the page, you must log in to the social network. Data is transferred during this process. By using this function, you consent to the data transfer and this consent is the legal basis for the processing according to Art. 6 subsection 1a) of the GDPR. Purpose and extent of the collection of data, the social network’s further processing and use of the data, as well as your rights and setting options to protect your privacy can be found in the respective social network’s data policies:
In addition, you have the option of subscribing to job postings via e-mail. You can select which types of job postings you are interested in. In order to verify your e-mail address, you will receive an e-mail containing a link. If you click on the link, you confirm your participation and will receive the job postings of interest to you. This forms the legal basis for the processing according to Art. 6 subsection 1a) of the GDPR. We only process and use this information in order to send you the job postings you have subscribed to. You can unsubscribe at any time.
- Recipients of Personal Data
Recipients are JGU’s human resources managers responsible in your case, the staff representatives involved in a case-by-case basis (such as the staff council, youth and trainee representatives, representatives for the severely disabled, equality commissioners) as well as members of admissions or appointment committees, if applicable. Due to the use of software during the online application process, the information entered is transferred through use of the “hidden professionals GmbH” company server, hosted by the subcontractor “m-result GmbH, Kaiserstraße 39, 55116 Mainz”.
Your data is only used within the context of processing your application and according to data protection regulations. The data will not be transferred to third parties unless you have explicitly given your permission or a legal obligation to do so exists.
- Data Storage, Data Usage, and Data Erasure
If the application for a job is not successful, we will store the transferred data and documents for six months in order to be able to answer questions regarding the application at a later date. After the six months have passed, the data will be erased. You are entitled to withdraw your application at any time. This will result in the immediate erasure of your data in the applicant database, with the following limitations.
Furthermore, within the context of the application, you can at any point request the erasure of certain information you transferred at a previous time. However, we reserve the right to store your data for the limited time period of six months in order to comply with legal regulations, especially the obligation of burden of proof required by the General Act on Equal Treatment (AGG).
Your personal data is protected from unauthorized interference such as data loss, destruction, intentional manipulation, or unauthorized third-party access through the use of technical and organizational protection measures (Art. 32 GDPR / § 20 LDSG) corresponding to current technology.
By applying online, your personal data is encoded through so-called secure socket layer-technology (SSL) during the transmission process. SSL enables encoded communication/document transfer between browsers and servers. The URL of a website with an SSL-connection to your browser begins with https://.
The website for online applications only uses essential cookies, which are necessary to allow use of the website.
- Rights of Affected Persons
“Affected persons” have various rights provided for them in the GDPR. The following rights regarding their personal data are therefore accorded to them:
- Right to withdraw consent at any time according to Art. 7 subsection 3 GDPR. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
- Right of access (Art. 15 subsection 1, 2 GDPR)
- Right to rectification (Art. 16 GDPR) and right to erasure (Art. 17 GDPR)
- Right to restriction of processing (Art. 18 GDPR)
- Right to data portability (Art. 20 GDPR)
- Right to object to future processing (Art. 21 GDPR)
Please note: there is no possibility to object to the collection and processing of mandatory data in the context of the application (see no. 5).
- Right to lodge a complaint with a supervisory authority (Art. 13 subsection 2 lit. d) GDPR):
State Commissioner for Data Protection and Freedom of Information Rhineland-Palatinate (LfDI)
Hintere Bleiche 34
phone: +49 6131 208-2449
fax: +49 6131 208-2497