Privacy policy for processing personal data as part of your application to Medical Center – University of Freiburg

We take the protection of your personal data very seriously. We would therefore like to inform you about the data protection principles that we have agreed to observe during the application process.

What kind of information do we collect?

In choosing to apply for this position, you are not just transmitting to your personal data, but also information about your education and your career background:

A) If you used our online application form and uploaded your CV, it will be automatically processed and the data will be saved in the applicants’ database. Your attachments will be processed using text recognition software, and the recognised contents will be saved with your data record. Your original documents will be converted to pdf format and also saved with your data record. Your original files will be deleted.

B) If you sent us your application documents by e-mail, your documents and all attachments will be automatically read and saved in our application management system. All documents you sent (cover letter, CV, certificates and references) as well as the information contained therein will be processed and saved as described under A).

C) If you submitted your application documents in person or by post, we will first scan and record them as described under A), and then save them in our application management system. The original documents will be returned to you immediately.

Inadmissible contents

The responsibility for the content of the texts uploaded by you lies solely with you. Please ensure that you do not send us any attachments containing viruses or worms. Personal data that you transmit to us should generally not contain the following information:

Personal data that you transmit to us should generally not contain the following information:

• information about your health,
• information about a possible pregnancy,
• information about your ethnic origin,
• political, religious or philosophical beliefs and convictions,
• union membership or sexual orientation,
• defamatory or degrading information,
• information which is not directly connected to your application.
• Please note that you are indemnifying us against any claims that may arise due to information that you submitted to us containing inadmissible content.

Who processes your data?

The application portal is operated by concludis GmbH Frankfurter Str. 561, 51145 Cologne, Germany. The application portal is hosted on servers operated by Hetzner Online GmbH, Industriestr. 25 in 91710 Gunzenhausen, Germany at computer centres in Nuremberg and Falkenstein.

Your CV will be automatically processed by a parsing tool by JoinVision. Your data will be deleted by JoinVision once parsing is complete. In addition to hosting, Concludis is also responsible for service and maintenance of the application management software. Service also includes telephone consultation on using the software. As part of this, concludis GmbH employees may have access to applicant data. We have signed a processing agreement which also covers confidential handling of applicant data.

For what purpose are my personal data being processed and who are they transferred to?

Your application data will be processed exclusively for the purpose of application management at Medical Center – University of Freiburg. The data will not be transferred to third parties – including in third countries.

Data is collected for the purpose of lawfully reviewing of your application as part of the application process. For this purpose, we save all the data which you have made available as part of your application. Based on the data transferred as part of the application, we will review whether we are able to invite you to an interview as part of the selection process. We will then ask generally suitable applicants for additional personal data, which may be important for our decision.

Deletion of your data

In the event of an unsuccessful application or if the application is withdrawn, the personal data collected as part of the application process will be automatically deleted from the system 180 days after notification of the rejection. We are legally required to save the data for this period of time in case of any legal action (especially the possible assertion of claims under the German General Act on Equal Treatment). Applicants who wish to remain in the talent pool after having received a rejection will be asked to consent to the continued storage of their data every 90 days. If consent is not given, the data will be deleted and restoration will be impossible. 

If an applicant is hired, they will receive separate information about the prevailing rules on handling their personal data, in particular in connection with the creation of a personal file.

You may withdraw your consent to your data being processed at any time without this having negative consequences for you. Please send your withdrawal of consent to the following e-mail address: datenschutz@uniklinik-freiburg.de In the event of a withdrawal of consent, all data will be physically deleted upon receipt of the declaration of withdrawal; restoration of the data will then be impossible.

If an applicant requests that their application data be deleted while the application process is ongoing, this will be understood as a withdrawal of the application.

Data security

We take great care to protect your data and to prevent any external misuse. We do this by implementing measures such as encryption (SSL encryption), firewalls, intrusion prevention software and manual safety measures. SSL encryption is active when the lock symbol at the bottom of your browser shows a closed lock, and when the address starts with “https://”. Please note that we use JavaScript technology on our website.

Interruption of service, discontinuation of or changes to the service, or deletion of data

We do not guarantee that the service will be available at specific times. We do not exclude the possibility of disruptions, interruptions or failure of our online services. We take great care to perform regular backups of our servers. If data is transferred – no matter via which medium – we recommend that you save a backup copy. We reserve the right to change, expand, limit, or even discontinue the service at any time. We therefore exclude any liability for data deletion or data loss.

Furthermore, we would like to inform you about your rights under the EU General Data Protection Regulation (GDPR):

Any time your personal data is processed, you have the right to obtain information about your personal data (Art. 15 GDPR). If the personal data being processed is incorrect, you have the right to the rectification of your personal data (Art. 16 GDPR). If there are no legal grounds for processing, you may demand that your personal data be deleted or that processing be restricted, and you may object to your personal data being processed (Art. 17, 18 and 21 para. 1 GDPR).

You also have a right to lodge a complaint with the data protection commissioner of the Federal State of Baden-Württemberg. The data protection commissioner can be reached under the following address:

Contact information

Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
Königstraße 10 a
70173 Stuttgart, Germany
Telephone: +49 (0)711 615541-0
Fax: +49 (0)711 615541-15
Email: poststelle@lfdi.bwl.de

Responsible person as defined by the GDPR

Data protection officer
Medical Center – University of Freiburg
Data Protection Officer

Breisacher Str. 153
79110 Freiburg
Telephone: +49 (0)761 270-0;
Fax: +49 (0)761 270-20200
Email datenschutz@uniklinik-freiburg.de

Right to lodge a complaint

Without prejudice to any other administrative or judicial remedy, you shall have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement, if you believe that the processing of personal data relating to you violates applicable law. A list of state data protection officers and their contact details can be found at: 
https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html.