We are delighted that you are interested in us as a possible employer. The protection of personal data of job applicants*, employees and all our affiliated third parties is very important to us. We collect and process the personal data of job applicants for the recruitment procedure. Processing may also take place electronically. This mainly occurs where an applicant transmits application documents electronically, for example by email or via an online application tool, to the person responsible for processing it.
We collect personal data relating to you that is relevant for the recruitment procedure or which you transmit to us as part of the application process (including for example first name, surname, address, email, position applied for and the details of your personal application). In order to assess your application carefully, we may also need additional information, e.g. about your professional career.
If, during the application process, we ask you about your gender in the form of the desired salutation, this is exclusively due to the fact that we would like to write to you or address you in the correct manner. The indication of your age and/or the input of your date of birth is justified by the fact that for some of our activities a minimum age is legally intended. If you are a citizen of a country outside the EU, a work permit is required for Germany. Therefore we ask you in the application procedure also for your nationality.
When you make an online application, you enter your personal data into an online form or send them by email and upload the accompanying documents. In the case of applications by other channels, we collect the relevant information from your application and store your application documents in our system.
When you apply for a specific job or take part in a recruitment event, you can actively consent to the transmission of your personal data for the purpose of applying for other possible jobs in the same or another group company (national or international). If you do not give your consent or if you withdraw consent, this means that your application cannot be considered further for other jobs. You can withdraw your consent for transmission at any time by post to the address given above or by email to firstname.lastname@example.org . Withdrawal of consent to the transmission of your application means that your application cannot be considered further for other jobs. If your application could be considered by another group company but we do not have your consent, we would always obtain your express consent before sharing your data.
Due to the organizational structure of Schenker Deutschland AG and depending on your chosen application channel, your application may be processed by various offices. In all cases, your personal data will be processed exclusively by the company responsible for the job advertisement and, where applicable, by service providers that are contractually bound and legally obliged to comply with the relevant data protection provisions.
Under the Anti-Terrorism Regulations EC 2580/2001 and EC 881/2002, Schenker Deutschland AG and all its affiliates are prohibited from maintaining commercial relations with persons or organizations suspected of terrorist activity. In order to comply with these Regulations, we are obliged to check all job applicants, who are invited to an interview, against a sanctions list of persons and organizations suspected of terrorism. This of course takes place in compliance with all data protection provisions.
When an employment contract comes into effect with an applicant, the data transmitted for the purpose of processing the employment relationship is stored in accordance with the statutory provisions. When no employment contract is concluded with the applicant, the application documents will be deleted automatically three months after notification of refusal has been given, unless other legitimate interests of the party responsible for processing prevent such deletion. Another legitimate interest in this sense is, for example, the duty to provide evidence in proceedings under the Equal Treatment Act (AGG). If you attend our Assessment Center for our sandwich degree courses or take part in our trainee program, we will store your results for a maximum period of 12 months.
In addition, you have the right to request us to delete your data. If you want us to delete your application data, subject to compliance with the statutory retention periods, please contact the address indicated above.
In the context of the employment relationship
A. Objectives and legal bases
1. Your personal data will be processed by your employer and any mentioned group companies primarily for establishing, implementing and terminating your employment (art 6 para 1b, art 88 GDPR in conjunction with §26 para. 1 BSSG). For this purpose, it is necessary to collect various types of personal data, such as your contact information and HR master data and data which is required for your payroll or the transfer to the pension insurance fund. If this is necessary for the performance of your employment relationship, you are obliged to provide the necessary information and must otherwise expect that personnel processes will not function or that sanctions under employment law will also be possible. For important areas, e.g. the use of company IT, more specific regulations and legal bases are contained in company agreements. In the context of the implementation of the employment relationship, your personal data is collected and processed in particular for the more concrete purposes listed below - whereby, due to the factual context, such purposes are also named which are also covered exclusively or partially by the legal basis of a consent (they are marked with **):
- Recruitment, onboarding, change of job, change and termination of employment relationship
- Personnel data administration (master data administration, personnel file management, etc.)
- Implementation of your employment relationship, e.g. work organization, equipment, performance of a task, supervision by the manager
- Granting of benefits**, e.g. company travel, housing, rent subsidies, child care
- Leave processing; working time regulations, time recording, time off
- Qualification, further training and development**
- Health care and examinations, if necessary fitness, health promotion and if necessary company integration management*.
- Company pension scheme*.
2. Occasionally, your personal data may also be collected on the basis of consent given by you voluntarily in writing or in text form (Article 6 para. 1 a or Art. 9 para. 2 aGDPR , § 26 para. 2, 3 BDSG). This is only the case in very exceptional cases, for example in the context of voluntary personnel development measures, photo publications or additional offers to your advantage, e.g. child care or additional offers within the company pension schemes.
3. During your time of employment, your personal data will also be processed on the basis of overriding legitimate company interests (Art. 6 Para. 1 fGDPR). This is permissible if the interests of the company outweigh the personal right of the employees concerned in the concrete consideration of interests. This may be the case within the scope of the fulfilment of operational requirements, e.g. within the scope of video surveillance or access control for access to our buildings and the company premises, in order to protect the safety of the operating resources and employees and to preserve the domestic authority. Some of the above-mentioned collection or internal forwarding of personal data within the Group takes place on this legal basis in order for other Group companies to perform central functions for the purpose of efficient performance of Group tasks, such as the collection of data by the central legal department when it comes to safeguarding legal claims.
4. In the context of your employment with one of us, personal data is also collected by the employer or another company of the DB Group on the basis of other legal bases. This is particularly the case if personal data are collected and processed on the basis of legal obligations, e.g. tax or social security law (Art. 6 para. 1 c GDPRin connection with the respective legal obligation under European or national law, e.g. in accordance with the Tax Code or Social Security Code). The legal basis for possible measures of internal clarification of the facts of the case is Section 26 (1) sentence 2 BDSG; the DB Group also has provisions on this in works agreements.
5. special categories of data" - that is, health data or data about your ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, as well as genetic data, biometric data for unique identification, health data or data about sex life or sexual orientation - may also be collected in the context of employment. The following applies to them: their collection and processing is subject to strict rules. They may only be collected based on the legal bases referred to in Article 9 (2)GDPR , e.g. on the basis of consent or, if necessary, in order to exercise or comply with rights and obligations under labour law, social security law or social protection.
B. Origin of data
The data is initially collected is based on the information you have provided yourself when establishing your employment, in particular from the personnel questionnaire. Further personal data is collected on the basis of your information, applications and notifications during your employment (e.g. change of marital status, indication of changed contact or account data), as well as in the context of your own activities, e.g. when using work tools such as scheduling systems, or on the basis of information from your superiors or third parties in connection with personnel processes in which your data is processed for a specific purpose (e.g. grouping, qualification, documentation of employee appraisals, payroll accounting, time recording). In addition, certain data is transferred from one personnel data system to other personnel data systems for a specific purpose (for example, data from identity management via interfaces to systems that you use or that HR uses). In addition, we receive personal data from authorities, social insurance carriers and, where applicable, other external third parties.
C. When will your data be deleted?
Your data will always be kept for as long as required for the respective purposes and subsequently deleted, considering the statutory retention periods. Once the purpose of the data collection has been achieved, data access will be restricted (i.e. blocked) for a necessary retention period during processing and subsequently deleted. This is based on differentiated deletion concepts
D. When is data passed on?
As part of your work, you make your personal data available to other employees as part of cooperation. Your personal data is exchanged between individual departments, Group companies and personnel systems in the DB Group to the extent necessary for the purposes described above. Furthermore, your personal data will be passed on to authorized external recipients to the extent necessary to fulfil the purpose on the basis of legal or contractual requirements, taking into account the principle of data economy. These include external contractors, tax authorities, social insurance carriers, banks, insurance companies, DB Group social institutions and auditors. These may also be recipients in other Member States of the European Union or the European Economic Area (EEA). In rare cases, e.g. in the case of delegation, recipients in countries outside the EU/EEA. In the latter case, this only takes place if the legal requirements are fulfilled and an appropriate level of data protection is ensured for the recipient. As the parent company of the Group, Deutsche Bahn AG has important central functions at its disposal which process personal data and may also act for subsidiaries of the Group. Personal data is processed in these central functions to the extent necessary for the following purposes:
- Corporate Communications and Marketing
- Central administration, e.g. legal department, central personnel department, compliance, auditing, corporate security, data protection organization
- Procurement, see eProcurement Portal and Supplier Portal
- Contractual transfer of real estate
- Sale of railway property, see www.bahnliegenschaften.de
Within the DB Group, there are also holding companies active for individual Business Areas which perform central functions for the Business Area similar to those described here. Insofar as these holding companies process personal data at the business segment level, they are responsible under data protection law for this. Other functions are in turn performed by the individual Group companies themselves, which then bear the data protection responsibility for them.
The processing of your data may become necessary in various contexts and is based in each case on different legal bases within the meaning of Article 6 or 9 of the Basic Data Protection Ordinance (GDPR).
E. Data Overview
An overview of the categories of personal data stored about you, including the procedures, the purpose of processing, recipients and persons with access rights can be found in document 08 ZF015 Annex Data Overview. It is important to us that we make the processing of your data transparent. The extent to which data about you is collected, processed and stored can be seen in the data overview.