I. Preliminary remarks

Personal data is any information that relates to you as an individual. We process the data you provide and submit to us as part of your application, which typically includes: 

• First name, surname, salutation and title
• Your contact details: Contact information such as address, telephone number, fax number, e-mail address, professional position, if applicable.
• Your application data, consisting of cover letter, curriculum vitae and the usual supporting documents and certificates

Responsible body acc to Art. 4 No. 7 GDPR for the data processing carried out in the context of your application is the company of the Surteco group of companies named in the specific job description:

SURTECO GmbH
Am Brühl 6
86647 Buttenwiesen
Germany
T: +49 8274 51-0
info (at) surteco.com
www.surteco.com

SURTECO GROUP SE
Johan-Viktor-Bausch-Str. 2
86647 Buttenwiesen
Germany
T: +49 8274 99 88-0
datenschutz@surteco.com

Döllken Profiles GmbH
Industriestr. 1
59199 Bönen
Germany
T: +49 23 83 / 91 000 717
info@doellken-profiles.com
www.doellken-profiles.com

Kröning GmbH
Michael Recke 
Tengerner Straße 127
32609 Hüllhorst 
Germany
T: +49 (0) 5744 93 10 25
m.recke@kroening-gmbh.de
www.kroening-gmbh.de

DAKOR Melamine Impregnations GmbH
Gewerbestr. 15
72535 Heroldstatt
T: +49 7389 9096-0
info@dakor-melamin.de
www.dakor-melamin.de

SURTECO Art GmbH
Design + Engraving 
Niersweg 80 
47877 Willich 
Germany 
Tel.: +49 (0) 2156 5998 30 
Email: info@surteco-art.com 
Website: www.surteco-art.com

Our external data protection officer can be contacted at: datenschutz (at) surteco.com or via the postal address above with the addition of "to the data protection officer".

II. Notes on the processing of applicant data

1. Data categories

The categories of personal data processed include your master data (such as first name, surname, name affixes), contact data (such as private address, (mobile) telephone number, e-mail address), all data resulting from your application documents (including health data, if applicable) and, if applicable, data on bank details (in order to reimburse travel expenses).

As a rule, your personal data will be collected directly from you as part of the application process. In addition, we may have received data from third parties (e.g. employment agencies).

We also process personal data that we have permissibly obtained from publicly accessible sources (e.g. professional networks). 

If there is a discrepancy in your application documents about previous employment or other legitimate interests, we may also process data that we have received from previous employers. If you provide references from third parties in your application documents, we have a legitimate interest in verifying this information and in processing the data of the third person you have provided.
 

2. Purposes and legal bases of data processing

We process your personal data in compliance with the provisions of the GDPR, the Federal Data Protection Act (BDSG) and all other applicable laws (e.g. ArbZG, etc.). 

The data processing is exclusively for the purposes of deciding on the establishment of an employment relationship. The primary legal basis for this is Art. 6 (1) sentence 1 lit. b) GDPR in conjunction with. Section 26 (1) sentence 1 BDSG. 

In addition, your separate consent may be used as data protection permission provison in accordance with Art. 6 (1) sentence 1 lit. a), 7 GDPR in conjunction with Section 26 (2) of the Federal Data Protection Act (BDSG). 

If you have given us your permission to store your personal data beyond the application procedure for a specified period of time or to use the data within the group for similar recruitment procedures, the legal basis is Art. 6 (1) sentence 1 lit. a) GDPR in conjunction with Section 26 (2) BDSG.

Insofar as your application documents contain photographs, we consider this to be implied consent to the processing of the photograph. The legal basis is therefore Art. 6 (1) sentence 1 lit. a) in conjunction with Section 26 (2) BDSG. You are entitled to revoke this consent at any time.

In addition, the European anti-terrorism regulations 2580/2001 and 881/2002 require us to protect employee data against so-called "EU terrorist lists" to ensure that no funds or other economic resources are provided for terrorist purposes. The legal basis is Art. 6 (1) sentence 1 lit. c) GDPR in conjunction with Section 26 (2) BDSG or, if applicable, Art. 6 (1) sentence 1 lit. f) GDPR. For this data reconciliation, the Human Resources Department, using the company's internal data processing systems, shall draw up a list of employees containing only the following data of the persons covered by the scope of application:

Title
First name(s) and surname
Date of birth
Birthplace
Nationality
Employee number 
If required for unique identification: Address
This list is updated every six months.

An applicant-related data record of the same content is created as required to check applicants whose recruitment has already been substantiated.
 
The list drawn up is compared with the most recent consolidated list of persons, groups and entities subject to financial sanctions provided by the EU. 

Upon request, employees shall be provided at any time with information on the data used for data matching, the frequency and the software used.

In the event of a match being found, the person concerned shall be informed immediately of the match with a request to comment. The data subject has the right to inspect the respective data before the opinion is given. 

If there is no match, the screening software will not store any employee data. In this case, only the process is documented for compliance reasons.

In the event of a match, the data is stored for documentation purposes for a period of three years. The employees will be informed accordingly.
Hits identified as "false positives" are whitelisted to avoid repetition of the incorrect assessment.

Insofar as special categories of personal data (in particular health data, e.g. a severe disability) are processed in accordance with Art. 9 (1) GDPR, this is exclusively for the purposes of fulfilling the obligations incumbent on us pursuant to Section 164 SGB IX within the scope of the application process. 

Should we wish to process your personal data for a purpose not mentioned above, we will inform you of this beforehand and of the legal basis given for this.
 

3. Data sharing

Within our company, only those persons and departments receive your personal data who are responsible for the specific application procedure in the specific company. These are the employees in the personnel or recruiting department as well as the departments in which a position is to be filled, the managers and the potential supervisors; if necessary, the works council receives the application documents. 

Service providers employed by us and acting on our behalf (so-called processors, cf. Art. 28 GDPR) may also process data for these purposes.
We use a processor for the technical implementation of the online application. You can find additional information on the data processing that takes place under Link here to DSExplanation of the job page.

If you have consented to be included in the applicant database of the Surteco Group, your applicant data will be passed on and processed by the relevant departments within the Surteco group of companies or its subsidiaries for the purpose of checking your qualifications for suitable job advertisements and carrying out subsequent application procedures (including contacting you). 

SURTECO GmbH
Am Brühl 6
86647 Buttenwiesen
Germany
T: +49 8274 51-0
info (at) surteco.com
www.surteco.com

SURTECO GROUP SE
Johan-Viktor-Bausch-Str. 2
86647 Buttenwiesen
Germany
T: +49 8274 99 88-0
datenschutz@surteco.com

Döllken Profiles GmbH
Industriestr. 1
59199 Bönen
Germany
T: +49 23 83 / 91 000 717
info@doellken-profiles.com
www.doellken-profiles.com

Kröning GmbH
Michael Recke 
Tengerner Straße 127
32609 Hüllhorst 
Germany
T: +49 (0) 5744 93 10 25
m.recke@kroening-gmbh.de
www.kroening-gmbh.de

DAKOR Melamine Impregnations GmbH
Gewerbestr. 15
72535 Heroldstatt
T: +49 7389 9096-0
info@dakor-melamin.de
www.dakor-melamin.de

SURTECO Art GmbH
Design + Engraving 
Niersweg 80 
47877 Willich 
Germany 
Tel.: +49 (0) 2156 5998 30 
Email: info@surteco-art.com 
Website: www.surteco-art.com

Only those internal departments that are entrusted with the preparation and implementation of the application process and are required for this purpose will receive your data. In this case, your application will not be restricted to a position that you have specifically applied for.

4. Transfer to a third country

As a matter of principle, we do not transfer personal data to third parties outside the European Economic Area (EEA). Insofar as a data transfer to third countries should be necessary, this shall only take place if an adequate level of protection exists or guarantees have been taken.

5. Storage period
If there is no legal retention period, the data will be deleted as soon as storage is no longer necessary or the justified interest in storage has come to an end. If no recruitment takes place, this is routinely no later than 6 months after completion of the application procedure.
In individual cases, individual data may be stored for a longer period of time (e.g. travel expense report). The duration of storage then depends on the statutory retention obligations, e.g. from the German Fiscal Code (six years) or the German Commercial Code (ten years).

If you have given us your permission to store your personal data beyond the application process, within the framework of our applicant database, the following regulation applies: Your applicant profile is activated with every activity you undertake, such as registration, contacting us or changes you make to your profile, and is stored for a further period of 180 days.

III. Data protection rights

As a data subject, you have the following rights:

• the right to information in accordance with Art. 15 of the GDPR,
• the right to rectification in accordance with Art. 16 GDPR, 
• the right to erasure in accordance with Art. 17 GDPR,
• the right to restrict processing in accordance with Art. 18 GDPR 
• the right to data portability from Art. 20 GDPR and
• the right to object to data processing in accordance with Art. 21 GDPR. 

With regard to the right to information and the right of deletion, the restrictions in accordance with Sections 34 and 35 BDSG apply. 

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Art. 6(1) lit. f) GDPR (data processing on the basis of a balance of interests).
You can revoke your consent at any time with effect for the future. The revocation of consent shall not affect the lawfulness of the processing carried out on the basis of the consent until revocation. Revocation usually results in the termination of your application procedure or removal from our applicant database.

In addition, there is a right of appeal to a data protection supervisory authority in accordance with Art. 77 GDPR in conjunction with Section 19 BDSG if you believe that your personal data is being processed unlawfully. You can find the relevant supervisory authority at: https://www.bfdi.bund.de/DE/Service/Anschriften/Laender/Laender-node.html.

We will fulfil all of the rights to which you are entitled free of charge and without delay. If you have any further questions, please contact us or our data protection officer directly using the contact details provided at the beginning of this document.
 

Status of the data protection declaration: May 2022