V2 (022024)
Viridium Gruppe uses the onlyfy one service (by XING) to process job applications. This Privacy Policy will inform you about the processing of your data by the onlyfy one service and by Viridium Gruppe.
With regard to interaction within the company account of Viridium Gruppe, Viridium Gruppe and New Work SE have shared responsibility pursuant to Article 26 GDPR, as they jointly determine the purposes and means of processing pursuant to Article 4 (7) GDPR. The current version of the agreement on shared responsibility pursuant to Article 26 GDPR, which New Work SE concludes with companies that use onlyfy one, can be viewed here https://www.xing.com/terms/onlyfy-one to gain information on the key aspects of the agreement.
onlyfy one is part of the extensive XING service operated by New Work SE, which pursues the aim of improving and simplifying users’ working lives with a variety of applications (onlyfy one, as well as the XING social and jobs network, kununu, etc.), and creates a more fulfilling working world of work for individuals while boosting the performance of companies. As part of the extensive XING service, onlyfy one is an online platform on which or through which talent and companies meet.
With regard to data processing for which New Work SE is solely responsible or is responsible within the scope of the shared responsibility with Viridium Gruppe, detailed information is available in the XING Privacy Policy at https://privacy.xing.com/en/privacy-policy. You will also find contact details for New Work SE, as well as for the New Work SE data protection officer there.
When submitting an application, you enter into a user relationship with New Work SE for the purpose of processing applications. In addition, you will receive support and New Work SE can present you with other opportunities in support of your career. A public profile will not be automatically created for you on the XING social and jobs network. The legal basis for New Work SE processing your data is, in particular, Article 6 (1)(b) GDPR (processing necessary for the performance of a contract).
You can pause the creation of your online application at any time and continue at a later point. Cookies are used for this purpose. The data you provide to create the user account, as well as any uploaded documents, are recorded in the company account of Viridium Gruppe in onlyfy one. The data remains recorded even if an application is paused and/or not completed. In this case, your application is flagged as incomplete and the data remains visible to Viridium Gruppe only.
The data you have provided as part of the online application can be read, edited, or updated in your candidate profile at any time.
If the calendar function is used, your data is processed during and for the purpose of setting appointments within the application process. The legal basis is Article 6 (1)(f) GDPR. The calendar function is provided by an IT service provider (Cronofy Ltd., United Kingdom). The United Kingdom is classified as a secure third country based on the adequacy decision of the European Commission. Further information on data protection at Cronofy is available here: https://www.cronofy.com/gdpr/ and https://docs.cronofy.com/policies/privacy-notice/
If you use the apply using WhatsApp function, your consent, which can be withdrawn at any time, forms the legal basis for communication (Article 6 (1)(a) GDPR). When applying via WhatsApp, all required applicant information is requested during a WhatsApp chat. The data is then sent directly to onlyfy one through a service provider, and is processed further there as part of and for the purpose of the normal application process.
The apply via WhatsApp function is provided by an IT service provider (PitchYou) that can gain access to your data for this purpose. More information is available here: https://www.pitchyou.de/en/pitchyou-gdpr. Candidate data from apply via WhatsApp are transferred to onlyfy one via an interface. Immediately after this transfer, candidate data are deleted from the apply via WhatsApp infrastructure in PitchYou. Further processing then takes place exclusively in onlyfy one.
Please note that you use your personal WhatsApp account for applications, and therefore we cannot rule out that messages will be transferred, to the USA in particular. WhatsApp data protection information, such as its processing or exercising of data protection rights with regard to WhatsApp is available here: https://www.whatsapp.com/legal/privacy-policy-eea.
Subject to your consent, your application will be sent from WhatsApp via the PitchYou infrastructure to onlyfy one. You have the right to withdraw your consent to this at any time. Either way, your application data will be deleted from the PitchYou infrastructure once transferred to onlyfy one, meaning that PitchYou will not process your data any further.
The FADP applies to circumstances which have an impact on Switzerland, even if said circumstances are initiated outside of Switzerland. Correspondingly, this privacy policy applies to information in line with the EU GDPR and the FADP. Here, EU GDPR terminology is used in favour of FADP terminology. However, FADP terminology is used if the FADP applies and the terminology differs from EU GDPR terminology in a given language. The About this site section on XING contains the name and address of our representative in Switzerland.
Privacy policy for applicants
This privacy policy explains how we process the personal data you submit and we collect in the context of an application procedure and what legal rights you have in this respect.
This privacy policy augments the general privacy policy on our website which provides information about how we process your personal data when you visit our website or in connection with matters other than job applications.
1. Controller
The controller pursuant to Art. 4 (7) of the EU General Data Protection Regulation (GDPR) is:
for job postings of Viridium Group GmbH & Co. KG
Viridium Group GmbH & Co. KG
Dornhofstr. 36
63263 Neu-Isenburg
Phone: +49 6102 5995 0
Fax + 49 6102 5995 4003
Email: bewerbung@viridium-gruppe.com
for job postings of Viridium Service Management GmbH
Viridium Service Management GmbH
Dornhofstr. 36
63263 Neu-Isenburg
Phone: +49 6102 5995 0
Fax + 49 6102 5995 4003
Email: bewerbung@viridium-gruppe.com
for job postings of Proxalto Service Management GmbH
Proxalto Service Management GmbH
Adenauerring 7
81737 München
Phone: +49 40 555 544 00
Fax +49 40 555 544 99
Email: bewerbung@proxalto.de
for job postings of LV Bestandsservice GmbH
LV Bestandsservice GmbH
Im Breitspiel 2-4
69126 Heidelberg
Phone: +49 6221 872 2700
Fax: +49 6221 872 2701
Email: bewerbung@viridium-gruppe.com
You can contact our Group data protection officer at datenschutz@viridium-gruppe.com.
2. Purpose and legal grounds for processing data
We collect and process your personal data to the extent necessary to make a decision about hiring you.
To this end, we collect your personal data based on your consent [Art. 6 (1) (b), Art. 88 (1) GDPR in conjunction with Sec. 26 (1) (1) of the revised German Federal Data Protection Act (BDSG].
Furthermore, we may collect personal data from you if this is necessary to fulfil legal obligations [Art. 6 (1) (c) GDPR] or to defend ourselves against asserted legal claims [Art. 6 (1) (f) GDPR].
Special categories of personal data (e.g. health data) are processed in accordance with Art. 26 (3) German Federal Data Protection Act (BDSG), unless otherwise permitted by a relevant statutory provision.
Pursuant to Art. 88 GDPR in conjunction with German Federal Data Protection Act (BDSG), in the event that you are hired, we may continue to process personal data previously received from you insofar as this is necessary to enter into or terminate employment relations as well as to execute or fulfill the rights and obligations arising from a statutory provision or from a collective bargaining agreement, a works agreement or a labor-management contract.
3. Data categories
We collect and process the following categories of personal data to finalize your application:
We process special categories of personal data (e.g. health data, religious affiliation, degree of disability) only if you have voluntarily provided us with such data.
4. Data sources
We generally obtain your personal data:
We may also obtain your personal data from other sources, e.g. from staffing agencies that have your consent to share your data.
We may also receive data that you have made public on job-oriented social networks such as XING or LinkedIn, or that you submit to us via third-party websites such as external job exchanges, or from other publicly accessible sources (but only if the data is relevant to your professional life). The purpose of this is to contact you about job offers or to verify the accuracy of the information you provide in your application.
5. Data recipients
Your personal data will be handled confidentially and made available only to those persons within our organization who are involved in the given application process.
If, in the course of the application process, it becomes apparent that you are eligible for employment at an affiliated company, we will transfer your personal data to the persons responsible for the alternative application process at that company, insofar as this is permissible within the framework of the purposes and legal grounds described above.
In this case, we will inform you of the transfer of your data to an affiliated company and ask you to notify us if you do not wish to consent to this.
Should you be hired, the subsequent use or transfer of your personal data will be limited to purely employment-related purposes and to the group of persons who must be privy to it in the course of the hiring process. This also applies to information disclosed to internal or external service providers or because of legal or official requirements.
In addition, we may, if necessary and to the extent permitted by law, disclose personal data to courts, authorities or legal advisors in order to comply with applicable statutory provisions or to assert, enforce or defend legal claims.
6. Order processing
Personal data is processed on our behalf in accordance with contracts pursuant to Art. 28 GDPR. In these cases, we ensure that the personal data is processed in compliance with the provisions of the GDPR.
The following categories of recipients process data in the context of application procedures:
Personal data will not be transferred to third parties unconnected to applicant management and the candidate selection process, or beyond the purposes described in the section above, “Purpose and legal grounds for processing data.”
7. Retention periods
We store your personal data for a period of six months after the completion of your application process or after the most recent change of status in your data set. This is necessary for establishing burden of proof in proceedings in accordance with the German General Equal Treatment Act (AGG). Your application process is deemed to have been completed when you receive notice of rejection or are hired.
Your data will be automatically and irrevocably deleted when the retention period ends.
If we wish to retain your data to contact you again at a later date, we will offer you the opportunity to be included in our talent pool before the normal retention period ends. If you consent, we will store your data for a further 12 months and, in the event, contact you again about suitable job offers.
At the end of the extended retention period, we will offer you the one-time option of us storing your data for another 12 months.
If you do not consent to extended data storage, your data will be automatically and irrevocably deleted when the retention period ends.
Should you be hired, we will transfer your data to your personnel file and store it for the duration of your employment in compliance with the data protection regulations for employees.
We only store your personal data beyond the specified periods if required by law or for the duration of a legal dispute if this is necessary to assert, exercise or defend legal claims in a specific case.
8. Your rights
You have the following rights in relation to the personal data concerning you:
You also have the right to lodge a complaint with a data protection authority about our processing of your personal data.
Our designated supervisory authority is:
for Viridium Group GmbH & Co. KG and Viridium Service Management GmbH:
Der Hessische Datenschutzbeauftragte
Postfach 3163
65021 Wiesbaden
Phone: +49 611 1408 – 0
Email: Poststelle@datenschutz.hessen.de
for Proxalto Service Management GmbH:
Bayerisches Landesamt für Datenschutzaufsicht
Promenade 18
91522 Ansbach
Postfach 1349
91504 Ansbach
Phone: +49 (0) 981 180093-0
Fax: +49 (0) 981 180093-800
Email: poststelle@lda.bayern.de
for LV Bestandsservice GmbH:
Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
Lautenschlagerstraße 20
70173 Stuttgart
Postfach 10 29 32
70025 Stuttgart
Phone: (0711) 61 55 41 0
Fax: (0711) 61 55 41 15
Email: poststelle@lfdi.bwl.de
9. Revocation of the declaration of consent under data protection law
You have the right to revoke your declaration of consent under data protection law at any time. The revocation of consent shall not affect the lawfulness of processing carried out on the basis of the consent given until it was revoked.
10. Right of objection
You have the right, for reasons arising out of your particular situation, to object at any time to the processing of personal data concerning you performed on the basis of Art. 6 (1) (e) or (f) GDPR.
We will then no longer process personal data relating to you unless we can establish compelling reasons to do so that prevail over your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.
11. Discretionary provision of personal data
The provision of personal data in the context of application processes is neither statutorily nor contractually mandatory. You are therefore not obliged to disclose any personal data.
Please note, however, that this information is necessary to make a decision about hiring you.
If you do not provide us with personal data, we will be unable to make a decision about hiring you. We recommend that you provide only such personal data in your application as is necessary to process it.
