Privacy Information for Job Applicants

1. Content and Purpose

Handling personal data trustfully and responsibly is a key principle of iC Consult Group (“iC Consult”) and its affiliate companies. This especially is valid in regard of our job applicants’ data. The controller of the respective underlying processing of data is the iC Consult group company you have applied for a job with and which is named as the hiring company in the job ad. An exhaustive list of our group companies is provided at https://careers.ic-consult.com/en/locations/

This information on how applicants’ personal data is processed is meant to inform persons applying for a job at iC Consult about this processing and about their rights as a data subject as per the EU General Data Protection Regulation (EU-GDPR).

2. Which information about job applicants is processed by iC Consult and how is this data collected?

During the application process, iC Consult processes its applicants’ personal data. That especially affects any data provided by the applicants themselves. Among others, the following data is processed:

• Information which is mandatory as per the application form, such as name, e-mail address and phone number.
• Data which is part of the application documents you uploaded, such as especially title, gender, birthdate and place of birth, address, nationality, CV, professional experience and training, competences, testimonials, photographs (if provided on a voluntary basis) and driver’s license, etc.
• Any further data you may provide for application purposes.

Should you provide us, in the context of your application, with special categories of personal data within the meaning of Art. 9 para. 1 EU-GDPR, such as health data or information regarding a severe disability, such data will only be processed where a corresponding legal basis exists or where you have expressly consented to such processing.

You are not obliged to provide any data. However, we kindly ask you to consider that an application process may not be executed if the data marked as mandatory in the job ad is not provided, and that your application will likely have to be declined in case you should not provide the data marked as necessary or even no data at all.

3. For which purposes and on which legal basis is our applicants’ personal data processed?

iC Consult processes application data in compliance with the applicable data protection legislation and for the purpose of executing the application process, which, again, means to decide on whether or not an employment relationship is initiated, Art. 6 para. 1, sentence 1, lit. b EU-GDPR resp. Art. 88 I EU-GDPR, Section 26 para. 1 German Federal Data Protection Act (BDSG). Such processing may include the internal handling of your application as well as the potential event of contacting you. In this regard, iC Consult may process personal application data also to comply with legal obligations iC Consult is subject to, Art. 6 para. 1, sentence 1, lit. c EU-GDPR.

Moreover, your personal data may be processed based on our legitimate interest in processing, Art. 6 para. 1, sentence 1, lit. f EU-GDPR. Such legitimate interest may, in particular, consist of the assertion, exercise or defense of legal claims in connection with the application process.

Your consent, however, does not generally serve as the legal basis for the processing of personal application data, unless expressly stated otherwise in this privacy notice.

4. Which entities are personal application data transferred to?

This career website and its application form are provided and operated by iC Consult Group GmbH, Keltenring 14, 82041 Oberhaching, Germany. Should you apply with a different iC Consult Group company, iC Consult Group GmbH acts as a processor on behalf of the further iC Consult Group companies and manages the application process on their behalf. As a processor, iC Consult Group GmbH is contractually obliged to handle that data confidentially and solely for the purpose of providing the mentioned service. The necessary data protection agreements have been concluded.

Should you have applied for one or more specific positions, your personal data will be transferred by iC Consult to the hiring subsidiary or affiliate company as well as to the respective specialist and HR staff and recruiters in charge of the respective hiring decision. Within iC Consult and its affiliate companies, your data is transferred only to the instances and persons requiring this data to fulfill their contractual and legally mandatory tasks or who have a corresponding legitimate interest. Beyond this, your data is generally not disclosed or transferred within iC Consult.

Insofar as iC Consult engages external service providers to carry out the application process, such providers may also receive personal data to the extent necessary. Where these service providers process personal data on iC Consult’s behalf, they are contractually bound in accordance with the applicable legal requirements.

A transfer of personal application data to recipients in third countries – i.e. countries outside the EU resp. outside the EEA – takes place only in case you apply with the respective group company (see https://careers.ic-consult.com/en/locations/). An application with a group company based in a third country, in particular the USA, necessarily means a transfer of your data to that country, where a different level of data protection may apply. Any such transfer takes place in compliance with the legal requirements set out in Art. 44 et seq. EU-GDPR.

Should you have given your consent accordingly, Art. 6 para. 1, sentence 1, lit. a EU-GDPR, your application documents may also be transferred to further iC Consult Group companies (see https://careers.ic-consult.com/en/locations/) for their own hiring purposes. Your declaration of consent is voluntary and may be revoked at any time, with effect for the future and without the need to state reasons, by sending an e-mail to datenschutz@ic-consult.com. The lawfulness of the processing carried out on the basis of the consent up to the point of revocation shall remain unaffected by the revocation.

5. How long is your application data retained?

iC Consult will delete your application data 6 months after the application process has terminated, unless iC Consult is entitled to further keep it for reasons of legitimate interest, in particular the assertion, exercise or defense of legal claims, or based on a declaration of consent.

Should an applicant be entitled to reimbursement of travel expenses for the job interview, the respective evidence, for reasons of tax and duties law, has to be retained for a period of 10 consecutive years, Art. 6 para. 1, sentence 1, lit. c EU-GDPR in combination with the applicable provisions of tax and duties law. Please feel free to contact us for further information on the retention of personal data at iC Consult.

6. Which rights are job applicants entitled to in regard of their personal data?

As per the provisions of Articles 15 to 22 EU-GDPR and their respective conditions, job applicants of iC Consult are entitled to:

• Receive information on which data is processed about them and to receive a copy of their stored data (“right to data access”);
• Have their personal data corrected resp. completed in case such data is incorrect or incomplete (“right to rectification”);
• Have personal data affecting them deleted if it is processed in violation of the EU-GDPR, especially in case the applicant has withdrawn a declaration of consent or has legitimately objected to the processing (“right to erasure”);
• Request the restriction of the processing of their data and object to certain processing activities (“right to restriction of processing” and “right to object”);
• Data portability;
• Withdraw a declaration of consent under data protection law.

Job applicants are not subject to a decision based solely on automated processing – including profiling – which produces legal effects concerning them or similarly significantly affects them.

Every job applicant is entitled to lodge a complaint with a data protection supervisory authority, in particular the supervisory authority of their habitual residence, place of work, or the place of the alleged infringement.

7. Contact and Additional Information

Data Protection Officer

E-mail: datenschutz@ic-consult.com