YOUR PERSONAL DATA IN THE APPLICATION PROCESS
(January 2025)

Information about privacy

We are delighted that you wish to apply to KLINGELNBERG GmbH. Transparency and trust in the handling of your personal data is an important basis for good collaboration. This is why we notify you about how we process your data and how you can exercise the rights that you enjoy under the General Data Protection Regulation (GDPR). The information below gives you an overview of how your personal data is collected and processed in the context of conducting the application process. Please read this privacy statement carefully before you apply to us.

1.    General information

a) Who is responsible for the data processing?
The controller within the meaning of Art. 28 of the GDPR is:
KLINGELNBERG GmbH
Peterstraße 45
42499 Hückeswagen

b) How can you contact the data protection officer?
If you have any questions about privacy, please e-mail us at datenschutz(at)klingelnberg.com

2. What is personal data?

According to Art. 4 no. 1 of the GDPR, personal data means any information relating to an identified or identifiable natural person.

3. What data is processed?

3.1 To conduct the application process, the following data or data categories are processed:

• applicant master data (first name, last name, salutation, e-mail address, telephone number, address, date of birth, citizenship)
• qualification data (cover letter, letter of motivation, résumé, previous roles, professional qualifications and skills)
• voluntary information, such as an application photo, information about your status as a severely disabled person, or other information that you provide to us voluntarily in your application or upload voluntarily
• additional questions depending on the particular role advertised (e.g. driving license, citizenship)
• the communication between you and us, and also comments and assessments that are made about you during the course of your application process
• special categories of personal data: if you provide information in your application documents that contains special categories of personal data within the meaning of Art. 9 Para. 1 of the GDPR (e.g. information that allows conclusions to be drawn about your sexual orientation; information about your health; information that allows conclusions to be drawn about your ethnic origin or religion), we will also only ever process this data within the legally permissible framework.
• Nevertheless, we ask you to avoid using information that comes under this special category of personal data when you send us your application documents. This kind of data is not relevant to the application.
   

3.2. The following additional personal data is processed in connection with the use of the job portal:

a) Usage data collected in automated fashion
If the website is used purely for informational purposes, so if you do not register or transmit information to us in some other way (e.g. via a contact form), we collect the following technical information (log file data):

• operating system of the device that you use to visit our website
• browser (type, version & language settings)
• the quantity of data accessed
• the current IP address of the device that you use to visit our website
• date and time of access
• the URL of the previously visited website (referrer)
• the URL of the (sub-)page that you access on the website
• the Internet service provider for the accessing system

This data needs to be collected for technical reasons to display our website to you and ensure stability and security. We (and our service provider) are generally unaware of the entity behind an IP address. We do not combine the data listed above with other data.

The legal basis for storing the data/log files is Art. 6 Para. 1 no. 1 f) of the GDPR. This storage in log files ensures that the website works properly and also serves to improve and secure our systems. In this context, there is no further evaluation of this data (for marketing purposes, for example).

The data that is stored by rexx systems GmbH is deleted as soon as it is no longer required to achieve the purpose for which it was collected. This will be the case after no more than six weeks. Storage beyond this is possible. In this case, the users’ IP addresses will be deleted or anonymized so that a link to the accessing client can no longer be established.

b) Cookies – how are they handled at rexx?
This website uses “cookies”, which are designed to make the website more user-friendly, effective and secure overall. Cookies are small text files that are stored on your computer system. We wish to point out that some of these cookies are transferred from our server to your computer system, and these cookies are usually what are known as “session cookies”. “Session cookies” are characterized by the fact that they are automatically deleted from your hard drive at the end of the browser session. Other cookies remain on your computer system and enable us to recognize your computer system the next time you visit (these cookies are known as persistent cookies). When a user accesses the website, the user is notified about the use of cookies and their consent to the processing of the personal data that is used is obtained. No personal data is stored in the cookies that are used. The cookies merely provide us with anonymized information. You may of course refuse cookies at any time, as long as your browser permits this. Please note that certain features of this website may not work or may only work to a limited extent if your browser setting does not allow cookies (from our website).

The legal bases for possible processing of personal data using cookies and their storage period may vary. If you have given us consent, the legal basis is Art. 6 Para. 1 no. 1 a) of the GDPR. If the data is processed on the basis of our overriding legitimate interests, the legal basis is Art. 6 Para. 1 no. 1 f) of the GDPR. The specified purpose then corresponds to our legitimate interest.

Technically required cookies are used to make websites easier to use. The user data that is collected by technically required cookies is not used to create user profiles. The analysis cookies are used to improve the quality of the websites and their content. The analysis cookies tell us how the website is used and can constantly optimize our offering.

Cookies are stored on and transmitted by the user’s computer. This means that users also have full control over the use of cookies. You can disable or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been stored can be deleted at any time. This can also be done in automated fashion. If cookies are disabled for our website, it may no longer be possible to use all the features of the website to their full extent.

   4. For what purposes do we process your data and on what legal basis?

a) Data processing for purposes of the employment relationship – Section 26 of the German Federal Data Protection Act
Your personal data is processed for purposes of selecting personnel to fill vacancies, so in order to initiate an employment contract. The necessity and scope of data collection will be dictated, among other things, by the position that needs to be filled. If the position you are applying for involves particularly confidential assignments, increased human resources and/or financial responsibility, or is linked to certain physical and health-related requirements, it may be necessary to collect more extensive data. The legal basis is Section 26 Para. 1 of the German Federal Data Protection Act (FDPA).

b) Consent – Art. 6 Para. 1 a and Art. 9 Para. 2 a of the GDPR, Section 26 Para. 2 of the FDPA
If you have given us voluntary consent to the processing of certain personal data, then this consent will form the legal basis for the processing of this data.

We process your personal data on the basis of consent you have given in the following cases:

• Admission to the “Finest Job” candidate pool, which means we store the application documents beyond the current application process so the candidate can be considered in subsequent application processes.

If we base data processing on your consent, you have the right to withdraw this consent at any time with effect for the future. If possible, please provide notification of this withdrawal by e-mailing  datenschutz(at)klingelnberg.com. The lawfulness of the processing of your data up until the time of withdrawal remains unaffected.

On our website, we provide you with a contact form to make it easy for you to get in contact. The data that is entered in the input mask is transmitted to rexx systems GmbH and stored. In addition, the IP address of the user as well as the date and time of the transmission are stored at the time the data is sent. Alternatively, it is possible to make contact using the e-mail address provided. In this case, the user’s personal data transmitted with the e-mail will be stored. The data will not be passed on to any third parties. The data will be used exclusively for the purpose of processing the request.

If the user has provided consent, the legal basis for processing the data is Art. 6 Para. 1 no. 1 a) of the GDPR. The legal basis for processing the data that is transmitted when an e-mail is sent is Art. 6 Para. 1 no. 1 f) of the GDPR. If the aim of the e-mail contact is to conclude a contract, the legal basis for the processing is Art. 6 Para. 1 no. 1 b) of the GDPR.

The personal data is processed solely for the purpose of dealing with the contact request. If contact is made by e-mail, this also constitutes the required legitimate interest in the processing of the data. The other personal data that is processed is used to prevent abuse of the contact form and to ensure the security of our IT systems.

The data will be deleted as soon as it is no longer required to achieve the purpose for which it was collected. For the personal data from the input mask of the contact form and the data sent by e-mail, this is the case when the respective conversation with the user has ended. The conversation is deemed to have ended when it is evident from the circumstances that the situation in question has been definitively clarified.

c) Data processing based on a legitimate interest – Art. 6 Para. 1 f) of the GDPR
In certain cases, we process your data in order to protect our legitimate interest or a legitimate interest of a third party. A legitimate interest exists, for example, if your data is required to assert, exercise or defend legal claims in the context of the application process (e.g. claims under the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidential purposes.

5. Who is your data forwarded to?

Your data is processed primarily by our Human Resources department in the EU (Germany) and Switzerland. Corresponding guarantees, such as the adequacy decision between Switzerland and the EU, are in place. However, in some cases other internal and external bodies may also be involved in the processing of your data. Internal bodies may be specialist divisions or departments or the works council of our company. The external service provider that we employ is rexx systems GmbH. rexx systems GmbH, Süderstrasse 75-79, 20097 Hamburg operates the job portal under the domain career.klingelnberg.com where companies can post job advertisements and receive and manage applications. As part of these activities, rexx systems GmbH processes personal data in what is known as contract processing, pursuant to Art. 28 of the GDPR. When you use our online form, your personal data is recorded directly at career.klingelnberg.com. Even if you apply by post or e-mail, your data may be transferred to the e-recruitment system.

6. For how long is your data stored?

(1) We store your personal data for as long as this is required to make a decision on your application. If an employment relationship between you and us does not materialize, we may also continue to store data if this is required to defend against possible legal claims. Your data will normally be deleted within six months of the completion of the application process.
(2) If an employment relationship does not materialize, but you have consented to the further storage of your data (“finest job”), we will store your data until you withdraw your consent, but for a maximum period of another twelve months. If there is a specific reason to do so, we may also store your data for a longer period of time for the purpose of defending against possible legal claims.
(3) If you withdraw your application before the end of the application process, so you delete your data and your account, the stored data will be blocked for the period of the ongoing application process and permanently deleted after a period of six months following the end of the application process.
(4) If you no longer use your candidate profile and have not consented to your data being stored in the candidate pool for a longer period of time, the data will be deleted within six months following the end of the application process.
(5) You yourself can delete your candidate profile and your application documents at any time or submit a request for them to be deleted or ask for the processing to be restricted.

7. Matomo

On this website, the web analysis service software Matomo (www.matomo.org) is used to collect and store data for marketing and optimization purposes. Use profiles are created from this data under a pseudonym, with cookies being used. Cookies are small text files that are stored locally in the cache of the Internet browser of the visitor to the site. These cookies enable the Internet browser to be recognized. The data that is collected with the Matomo technology (including your anonymized IP address) is transmitted to our server and stored for use analysis purposes, which helps us to optimize the website. The information that is generated by the cookie in the pseudonymous user profile will not be used to identify the visitor to this website personally and will not be combined with personal data relating to the person behind the pseudonym. By adjusting your browser software settings, you can prevent cookies from being used and therefore participation in any tracking, but in this case you may not be able to make use of all the features of this website to the full extent.

The legal basis for processing users’ personal data is Art. 6 Para. 1 no. 1 a) of the GDPR.

The processing of users’ personal data enables us to analyze our users' browsing habits. By evaluating the data that is obtained, we are able to compile information about the way that the individual components on the website are used. This helps us to constantly improve the website and make it more user-friendly. Data is only ever collected and stored with explicit consent pursuant to Art. 6 Para. 1 no. 1 a) of the GDPR.

The data is stored for a period of four years.

Cookies are stored on and transmitted to us by the user’s computer. This means that you also have full control over the use of cookies. You can disable or restrict the transmission of cookies by changing the settings in your Internet browser. Cookies that have already been stored can be deleted at any time. This can also be done in automated fashion. If cookies are disabled for our website, it may no longer be possible to use all the features of the website to their full extent. For more information about the privacy settings of the Matomo software, please visit the following link: https://matomo.org/docs/privacy/.

8. Newsletter

On some of our websites, you can subscribe to different newsletters in which we notify you about what our company is doing, the latest information about our services, special offers, promotions, events and competitions. The content of the individual newsletter will be briefly described as part of the registration process. The legal basis for sending the respective newsletter is your consent pursuant to Art. 6 Para. 1 no. 1 a) of the GDPR in conjunction with Section 7 Para. 2 no. 3 of the German Act against Unfair Competition or the statutory permission pursuant to Section 7 Para. 3 of the German Act against Unfair Competition.

We use what is known as the double opt-in process for registration for our newsletters. This means that, after you register, we will send an e-mail to the e-mail address you provided in which we ask you to confirm that you wish to receive the newsletter. If you do not confirm your registration, your information will automatically be deleted after three days.
The only information you must provide to receive the newsletter is your e-mail address. Provision of other data is voluntary: this data will be used to allow us to address you in person. Following your confirmation, we will store your e-mail address for the purpose of sending the newsletter and until you withdraw your consent. We will also store the current IP address you had when you registered, the date of registration and the confirmation for up to three years after registration (limitation period). The purpose of this process is to be able to provide evidence of your registration if there is any doubt and clarify any misuse of your personal data that may occur. The legal basis for recording the registration is our legitimate interest pursuant to Art. 6 Para. 1 no. 1 f) of the GDPR in providing proof of consent granted previously, see also Section 7 Para. 1 of the GDPR.

You can withdraw your consent to the newsletter being sent to you at any time and unsubscribe from the newsletter. You can declare this withdrawal by clicking on the link provided in each newsletter e-mail or by sending an e-mail to career(at)klingelnberg.com.

9. What rights do you enjoy in relation to the processing of your data?

(1) You can request information on whether we have stored any of your personal data. If you wish, we will tell you what the data is, for which purposes the data is processed, who this data is disclosed to, how long the data is stored and what other rights you enjoy in relation to this data.
(2) In addition, you have the right to have your data corrected or deleted. You may also request that we make available all personal data that you have provided to us in a structured, commonly used and machine-readable format either to you or a person or company of your choice.
(3) Furthermore, you have the right not to be subjected to a decision that is based on exclusively automated processing – including profiling – and has a legal impact on you. We do not utilize any exclusively automated processing to make decisions as part of the application process.
(4) You also have the right, for reasons arising from your specific situation, to object at any time to the processing of personal data relating to you that takes place on the basis of Art. 6 Para.1 no. 1 e) of the General Data Protection Regulation (data processing in the public interest) or on the basis of Art. 6 Para.1 no. 1 f) of the GDPR; this also applies to any profiling based on this regulation. If you object, we will stop processing your personal data, unless we can provide evidence of compelling legitimate reasons for the processing that override your interests, rights and freedoms, or the processing is for the purpose of asserting, exercising or defending legal claims.
(5) In addition, there is a right to appeal to the relevant data protection supervisory authority.
(6) To exercise your rights, you can send an e-mail to datenschutz@klingelnberg.com. We will process your requests immediately and in accordance with the statutory rules and let you know what measures we have taken and will be taking.

10. Is there an obligation for you to provide your personal data?

The provision of personal data is prescribed neither by law nor by contract, and you are not obliged to provide the personal data. However, the provision of personal data is required for the purpose of conducting the application process. This means that, if you do not provide us with any personal data in an application, we will not be able to conduct the application process.

11. Can you edit the data in your online application at a later date?

You can view, edit or update your data that you provided as part of your online application in your candidate profile at any time. If you do not make any more changes to your candidate profile, for example completing an ongoing application, starting a new application or amending the data for an existing application, your data will be deleted within six months following the end of the last active application process.

You yourself can submit a request for your candidate profile and your application documents to be deleted at any time. Once the request for deletion has been submitted, you will be notified of the precise deletion date and your data will automatically be deleted in accordance with the conditions that are set out in this privacy policy.

Peterstraße 45
42499 Hueckeswagen, Germany
Fon: +49 2192 81-336
Fax: +49 2192 81-549
E-mail: dataprotection(at)klingelnberg.com