Applicant data protection notice
FOLLOWING YOU FIND INFORMATION ABOUT HOW PERSONAL DATA IS PROCESSED AS PART OF THE RECRUITMENT PROCESS AT DEUTSCHE POST DHL GROUP.
FOR FURTHER COUNTRY SPECIFIC INFORMATION, PLEASE FOLLOW THE LINKS AT THE END OF THIS PAGE.
1. Why are you being provided with this information?
It is vitally important to us to protect your personal data (such as your contact details and your curriculum vitae) and to ensure your data is processed in accordance with applicable regulations. This privacy notice provides full details on how we process your data when you make an application and throughout the recruitment process. This is in accordance with the provisions of the General Data Protection Regulation (GDPR) and, where necessary, any additional applicable statutory data protection provisions. "Processing" in this instance covers activities including, the collection, storage, use, amendment and deletion of your data.
2. Who is responsible for processing your data?
The group company specified in the job advertisement is responsible for any positions advertised and for any data processing undertaken in connection with your application. The advertisement will also provide relevant contact details for that entity.
Deutsche Post AG provides you and Deutsche Post DHL Group companies with a central platform to view details of global job opportunities, along with centralised tools such as Job Alerts . Deutsche Post AG is responsible for aspects of the platform that relate to data protection legislation.
3. Who is the responsible company data protection officer?
The role of company data protection officer is – if required – performed by various individuals within the companies of Deutsche Post DHL Group. They can be contacted at the following group e-mail address: Datenschutz-Bewerbung@dpdhl.com. To ensure that your request is directed to the correct company, you will need to specify the name and location of the company to which you wish to make/have made an application e.g. DHL International (UK) Ltd , United Kingdom.
4. Who is the responsible regulatory authority?
If you are of the opinion that your data protection rights have not been sufficiently respected and you would like to report an issue to the responsible data protection regulatory authority, you may do so at any time. The European Data Protection Supervisory Authority within the EU responsible for the company to which you have applied, along with the contact details for this authority, can be found on the website for the European Data Protection Board (EDPB) under "Members".
5. How do we use your data?
Your data will be used by the companies belonging to the Deutsche Post DHL Group (DPDHL Group) for the purpose of contacting you in connection with the recruitment process. The items listed below may also give rise further reasons to process your data.
a. Your specific application
Your application to a group company will be handled by the employees of that company who are responsible for the application process. Those employees will process your data for the applicable purposes only.
b. Speculative applications
If you make an application to us that does not relate to a specific vacant position, we will assume, unless you tell us otherwise, that all applicable group companies may use your data in order to make you aware of any vacant positions that might be suitable for you. Your data will be stored for this purpose within DPDHL’s recruiting IT infrastructure/application in an IT system. The individual group companies will use this data to search for suitable candidates for current or future vacancies. You can withdraw your speculative application at any time. To do so, simply notify the office to which you sent your application.
c. Intra-group disclosure for a specific application
In the event that you apply for a specific vacant position within a group company, we will only forward your data to other group companies for the purposes of possibly filling vacant positions within that company, provided that you give us your express consent to do so. You are able to revoke your consent at any time with effect for the future.
d. Data matching for compliance purposes
We are obliged by law to ensure that we do not provide financial support to recipients under sanction pursuant to EU anti-terror laws (sanctions list) and some other national applicable legislation. In each case, we will therefore screen the master data that we receive from our selected candidates, possibly including you, against up to date denied parties’ lists and applicable sanctions legislation .
e. Registering on a career platform
If one of our career platforms requires you to register, your access data (such as name, email address and password) will only be used for the purpose of securing your access to the career platform and the data that you store on it. Where necessary, you can find more information on the career platform about how your data is processed.
f. Statistical analyses
In order to improve our job advertisements and overall recruitment processes, we may perform analysis and assessments on the data we receive for statistical purposes. For example, how many applicants have applied for a particular job, or for how long a vacancy was advertised? In this context, we process data about current and former applicants, e.g. how far from the workplace the applicant lives. Our legitimate interest in improving our job advertisement and recruitment processes forms the legal basis for this type of processing. You may object to the processing of your personal data for this purpose, pursuant to Article 21 (1) GDPR.
g. Job Alerts
If you enable the Job Alert function, your email address will be used to inform you about current job vacancies within our group companies that fit your search criteria (category, location).
6. How do we collect your data?
Usually you will save your own data on our career platform. You can also find additional information on the platform about how your data is processed. If you send your application to us via a different channel, as a rule we will also store your data on our career platform. If you supply data via publicly available networks, or platforms used for professional purposes, we will process this data in accordance with the applicable terms and conditions of use of the operating company of that network. Where we work with recruitment agencies, we assume that those agencies forward your data to us having sought your consent for them to do so. In all cases, the data will originate directly with you (direct data collection).
7. What data do you need to provide?
In addition to your core data and contact details, in order to assess each application we receive, we require personal data from you that provides an insight into how suitable you are for the position in question. ). Unless, by way of exception, there is a legal obligation to provide information about certain personal requirements, e.g. proof of credentials for drivers or pilots, you decide what data you will provide to us. If you wish, for example, to have recourse to special rights for severely disabled persons during the application process, you can specify your disability in your letter of application. There is no obligation for you to do so.
8. What data do we collect from you?
- Core data (surname, first name, date of birth)
- Contact details (address, telephone number, email address, etc.)
- Application details such as curriculum vitae, covering letter, certificates, references and anything further you provide to us or wish to disclose during interviews
- Photograph, where applicable
- Nationality and work permit, where applicable
- Details about suitability in respect of health, where applicable
- Previous convictions where this is applicable to the advertised position, e. g. for drivers
- Account details to reimburse you for travel expenses, for example
- Data about you that you have provided via publicly available networks or platforms used for professional purposes, in accordance with the applicable terms and conditions of use of the operating company.
- Access data for the career platform (user name and password), where applicable
- Status of communication and communication media (e.g. information about the receipt of the application or about conducting a telephone interview), if applicable
9. What is the legal basis for processing your data?
We will process your data for the purposes of making a decision about establishing an employment relationship. Depending on the individual application, the following legal bases may apply:
- Art. 6 (1) a GDPR (your consent),
- Art. 6 (1) b GDPR (the potential employment contract),
- Art. 6 (1) c GDPR (our legal obligation) and
- Art. 6 (1) f GDPR (our legitimate interests).
Other applicable legal provisions may give rise to other data protection requirements.
10. Who has access to your data?
Your data will generally be processed by a person authorised to do so for the group company to which you are making an application. For the purposes of undertaking the application process, some group companies may engage specially trained employees from other group companies (intra-group service providers) or contracted external service providers. In all cases, assurance is given that corresponding agreements are in place that ensure your data is handled in accordance with data protection legislation.
Your data will only be accessed in each case by individuals who are authorised to do so. If that your data is passed on within the group, the conditions outlined under 5a and 5b will apply. Group-wide recruitment processes may further stipulate that, alongside the line manager and the HR Department of the group company in which the position is vacant, technical and recruitment service providers, both from other group companies and external companies, can access your data. Where applicable, the responsible Works Council and the representative body for severely disabled individuals will also use your data to exercise their statutory participation rights during the recruitment process. Group-wide processes such as IT outsourcing, for example, may stipulate that employees of various group companies are authorised to access your data.
11. How is data passed on to countries outside of the GDPR’s jurisdiction?
12. How long will your data be stored for?
We will store your data until you withdraw your (speculative) application or you decide to revoke the consent you have given to be included in our pool of applicants in connection with your application for a specific position. If the recruitment process concludes without your application succeeding we will store your data for a further six months, unless applicable provisions give rise to any additional retention periods. If you are appointed, we will add your application data to your personnel file.
13. What is the process for making a decision about your application?
Applications are generally assessed personally by employees of the HR department that is responsible for the job advertisement. If, by way of exception, an automated decision is taken within a permissible framework or certain information about you is automatically processed and assessed and a prediction is made about you (for the purposes of building a profile), the group company to which you apply will inform you about your right to be heard and your right to object.
14. What rights do you have?
In accordance with the statutory provisions, you are entitled:
- to revoke any consent you have given with effect for the future (Article 7 (3) GDPR),
- to receive information about the data that we have stored about you (Article 15 (1) GDPR),
- to receive a copy of the data we have stored about you (electronically, where applicable) (Art. 15 (3) GDPR),
- to demand that we rectify incorrect data that we have stored about you (Article 16 GDPR),
- to demand that we delete any data that we may no longer store about you (Article 17 (1) GDPR),
- to object to your data being processed for the purposes of maintaining our legitimate interests (Article 21 GDPR) and
- to be consulted in the event of automated decision-making and to contest the outcome (Article 22 GDPR).
15. How do you exercise your rights?
To exercise your rights, please use our career platform or contact the relevant person involved in the application process.
Any data recipients will also be informed if your data is to be rectified or deleted.
The responsible data protection officer will be happy to help should you have any further questions.
If you are of the opinion that your rights are not being sufficiently upheld, you have the option to lodge a complaint with the relevant regulatory authority.
16. Changes to this information
This information is correct as at September 2019. Please note that we reserve the right to amend this information as required.
FURTHER COUNTRY SPECIFIC INFORMATIONAzerbaijan
La Réunion (France)
Russia (personal data protection policy)
Russia (data processing consent)