What information is recorded and processed?
By deciding to apply for this post, you provide not only your personal data, but also information on your academic and professional career.
The following categories of data are processed:
- Personal data such as your name, address and contact details
- Your school/university education
- Your professional career
- A severe disability (if stated by you)
You have been asked to upload your résumé in an application form. Your résumé is then processed automatically and the data is stored in the applicant database. Your attachments are processed with text recognition software and the recognized contents are stored along with your data record. Your original documents are converted to PDF documents and likewise stored along with your data record. Your original files are deleted.
When you send your application documents by e-mail, they are read automatically and entered in our applicant management system. All the documents you send (covering letter, résumé, certificates, references and other proof) and the information in them are also stored as part of that.
If you deliver your application documents to us in person or send them by regular mail, we first digitize them and then likewise enter them in our applicant management system. We return the original documents to you right away.
Inadmissible contents
You have sole responsibility for the content of the texts you submit. Please make sure that you do not send us any file attachments containing viruses or worms. The personal data you send us should usually not include the following:
- Information on illnesses
- Information on whether you are pregnant
- Information on your ethnic origin,
- political, religious or philosophical beliefs,
- trade union membership and sexual orientation
- Information of a defamatory or degrading nature
- Information not specifically related to your application.
The information you send us must be truthful and must not violate any third-party rights, public-law regulations or public morality (“inadmissible contents”). Please also note that you indemnify us against all claims asserted against us due to information with inadmissible contents you have sent to us.
Who processes your data?
The applicant portal is operated on behalf of USU Software AG by the company concludis GmbH Frankfurter Str. 561, 51145 Cologne, Germany. The applicant portal is hosted on servers of the company Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany. Your résumé is processed automatically by the parsing tool from the company Textkernel. Parsing is carried out on a server in Germany. Your data is erased at Textkernel after parsing.
For what purposes is my personal data processed and to whom is it forwarded?
Your personal application data is processed solely by the companies in the USU Group for the purposes of the application as part of the steps prior to entering into an employment relationship. The data is forwarded only to the above-mentioned processors who operate and host the portal on behalf of USU. Your personal data is not transferred to other third parties or to third countries where the General Data Protection Regulation (GDPR) does not apply.
Processing and erasure of your résumé data
You have the right to obtain access to and information on your data and to correct it. If you wish to change or erase your data or résumé, simply log onto the applicant portal with your user name and password and use the functions for that under the menu item EXTRAS. Your application data is then physically erased and can no longer be restored.
If you do not erase your application data manually, it is automatically erased in the system 90 days after the application process has been completed.
We have the right at any time to discontinue this service or erase your data in full or in part without the need to give a reason for doing so.
In addition, you can withdraw your consent to processing of your data at any time without suffering any disadvantages as a result. Please send notice that you wish to withdraw your consent to [EMAIL ADDRESS OF THE COMPANY]. After such notice is received, all your data is physically erased and can no longer be restored.
Automated decision-making is not used.
Data security
We take precautions to protect your data and prevent misuse of it by external parties. As part of that, we use measures such as encryption (SSL encryption), firewalls, anti-hacking programs and manual security precautions. SSL encryption is activated if the padlock icon at the bottom of your browser is closed and if the address begins with “https://”. Please note that we use JavaScript™ technology on our pages.
Disruptions to, discontinuation of or changes to the service, or erasure of data
We do not guarantee that the offering is available at particular times. We cannot rule out disruptions to, interruptions in or any outage of the online offering. The servers are backed up carefully on a regular basis. However, you are advised to make backup copies of the data you send us, in whatever form you submit it. We reserve the right to change, expand, restrict or completely discontinue this service at any time. Any liability on our part for erasure or loss of data due to that is excluded.
Data Protection Officer
Please address any queries you have relating to data protection to our Data Protection Officer: datenschutz@usu.com
Right to lodge a complaint
Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, your place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes prevailing law. The responsible supervisory authority is Link to the supervisory authority
If the above link does not work, please copy the following text into the address bar of your browser:
https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html
Rights of data subjects in accordance with Article 15 et seq. GDPR
You have the right to demand confirmation of whether your personal data is being processed. If this is the case, you also have a right of access to this personal data and to obtain the following information: purposes for which your data is processed, categories of personal data, whether your data is transferred to third countries where the GDPR does not apply, and the planned length of time for which your personal data is stored. You have the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning you or to object to such processing. You also have the right to lodge a complaint with a supervisory authority.
Announcement of changes
If our policy on data protection changes, we will display these changes on the homepage of the applicant portal.
Charges for using the applicant portal
Applicants can use the applicant portal free of charge.