Data protection for applications

Studierendenwerk Dortmund AöR
Vogelpothsweg 85, 44227 Dortmund
Phone: 0231-20649-0
Fax: 0231-754060
E-mail: info(at)stwdo.de

For further information about us, please see the imprint and the contents of this website.

What personal data does StwDo process and for what purposes?

We collect the data that you send or communicate to us in connection with your application, in particular by post, by e-mail, in a telephone call or in an interview. We may also receive your data from third parties, for example from an employment agency, because you have provided your data there and enabled or arranged for the transfer. We will inform you of this when you contact us or after receiving this data, unless you are already aware of this.

We process your data in order to check your suitability for the position (or, if applicable, other open positions in our Studierendenwerk) and to carry out the application procedure.

If your application is successful and we would like to employ you, you will receive a checklist before you start work, which lists all the other documents and details we need before concluding an employment contract. This includes, for example, stating your national insurance number and naming your health insurance. As an institution under public law, we also require all employees to submit a certificate of good conduct.

If you are hired, we add your application documents to your personnel file.

What is the legal basis for this?

You provide all information voluntarily, there is no obligation to provide data. If the application documents are not informative, this may have a negative impact on the success of the application.

The legal basis for the processing of application data is Art. 88 DSGVO in conjunction with § 18 DSG NRW. According to these provisions, the processing of such data is permissible that is necessary for the decision as to whether an employment relationship is established.

Insofar as the processing of data is based on consent, Art. 6(1)(a) or Art. 9(2)(a) DSGVO in conjunction with Section 18 DSG NRW constitute the legal basis for data processing.

Since filling vacancies is necessary to fulfil the tasks as a student union, Art. 6 (1) letter e DSGVO in conjunction with § 2 StWG NRW also provides a further legal basis for processing applicant data.

Art. 6 para. 1 letter c DSGVO is the legal basis for passing on data to authorities or public bodies. This disclosure only takes place if we are legally obliged to do so.

How long is the data stored?

If your application is successful, we transfer your data to our personnel management system.

In the event of rejection, applicants' data will be deleted no later than 6 months after the advertised position has been filled, unless you expressly agree to longer storage for a possible vacancy at a later date, in which case it will be deleted no later than after two years.

In the case of unsolicited applications, job opportunities will be examined over a maximum period of six months. The application is assigned to a vacancy and processed accordingly. Otherwise, the application will be rejected and the unsolicited application data will be deleted no later than six months after the rejection.

Who receives your data?

Your application data will be viewed by the Human Resources department after receipt of your application. The applications received are then forwarded internally to the person responsible for the respective open position. The further procedure is then coordinated. In our Studierendenwerk, only those persons have access to your data who need it for the proper course of our application procedure. In addition to the departments, this includes in particular the Staff Council, the Equal Opportunities Officer, if applicable the Disabled Persons' Representative Council, if applicable the Youth and Trainees' Representative Council, as well as other responsible offices, if applicable. Sometimes we also involve external experts in the recruitment process, who are then obliged to maintain confidentiality and to comply with all data protection regulations.

In the event of a successful application, your data will be further processed as part of the recruitment process, whereby only those persons in the Studierendenwerk who require this for the proper running of the recruitment process will have access to your data.

We only process data within the European Union as part of the application process.

What data protection rights do you have?

You have the right to information about the personal data we process about you in accordance with Article 15 DSGVO. You have the right to rectification in accordance with Article 16 of the GDPR, to erasure in accordance with Article 17 of the GDPR, to restriction of processing in accordance with Article 18 of the GDPR, to revocation of consent given at any time with effect for the future in accordance with Article 7 of the GDPR, to objection in accordance with Article 21 of the GDPR and the right to data portability in accordance with Article 20 of the GDPR. In the case of these rights, the restrictions pursuant to §§ 11 to 14 and § 19 DSG (Data Protection Act of North Rhine-Westphalia) may apply.

Should you make use of your above-mentioned rights, we will check whether the legal requirements for this are fulfilled and you will receive a corresponding notification from us. If necessary, we will ask you to identify yourself; we are obliged to do so if there are any doubts.

You can contact us at any time about this and other questions on the subject of personal data or complaints, either to the contact persons known to you or to our data protection officer, whose contact details you will find at the beginning of this data protection information. In addition, you have the right to lodge a complaint with a data protection supervisory authority, for example the State Commissioner for Data Protection and Freedom of Information LDI NRW, Kavalleriestr. 2 - 4, 40213 Düsseldorf.

Revocation of consent

You may revoke any consent given to us to process your personal data at any time with effect for the future. Processing that took place before the revocation is not affected by this.

In principle, the revocation can be sent to us without any formalities, but for reasons of proof, we request that you send it to us by post or e-mail with the subject "Revocation" and stating your name and address. As a precautionary measure, we would like to point out that we may continue to process data in whole or in part even after you have withdrawn your consent if there is another legal basis for doing so.

Right of objection

You have the right to object to the processing of personal data relating to you at any time on grounds relating to your particular situation, provided that the processing is carried out on the basis of Article 6(1)(e) or (f) DSGVO.

In principle, the objection can be sent to us without any formalities, but for reasons of proof, we request that you send us a letter or e-mail with the subject "Objection", stating your name and address, or hand over a letter.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

How can you get more information?

In addition, we refer you to all the information you already have or know about us. If you would like further information, please contact our data protection officer. They will be happy to help you. Please note that in the case of part-time positions and in the event of holiday/illness, processing may be slightly delayed, thank you. We reserve the right to update this information at any time in order to adapt it to changed business processes or legal amendments. You can always find the current version on the Internet at www.stwdo.de/datenschutz.