Information on the processing of personal data in connection with the job application process in a Union Investment Group company
1 The controller
Union Asset Management Holding AG, Weissfrauenstrasse 7, 60311 Frankfurt am Main, Germany (‘UMH’) is the controller within the meaning of Article 4 no. 7 of the EU General Data Protection Regulation (‘GDPR’) of all data arising in connection with the job application process. UMH carries out all duties associated with the services of an HR department (e.g. recruitment, development, planning and administration of staff) on the basis on the existing service level agreements between the relevant Union Investment company (potential employer) and UMH.
The data protection officer of the Union Investment Group (‘UIG’) can also be contacted at this postal address or by email at email@example.com.
For Union Investment companies (potential employers) based in Luxembourg, Union Investment Luxemburg S.A., 308, route d’Esch, 1471 Luxembourg is the controller within the meaning of Article 4 no. 7 GDPR.
The data protection officer of the Union Investment companies based in Luxembourg can also be contacted at this postal address or by email at firstname.lastname@example.org.
For the Union Investment company in Austria (potential employers), Union Investment Real Estate Austria AG, Schottenring 16, 1010 Vienna, Austria is the controller within the meaning of Article 4 no. 7 GDPR.
The data protection team in Austria can also be contacted at this postal address or by email at email@example.com.
2 Scope and purpose of the data processing
To carry out the application process (Article 6 (1) (b) GDPR and/or section 26 of the Federal Data Protection Act (BDSG)), UMH processes the personal data you supply in connection with the application process. Your personal data will be processed in UMH’s applicant management system when you apply for specific vacancies or speculatively, as well as when you register online.
Data is processed in order to start and carry out the application process.
Simultaneous applications to several group companies; opportunities within the Union Investment Group
If you apply for jobs at different Union Investment Group companies at the same time, the HR departments concerned will be notified of all parallel applications. This has no impact on application processes already in progress.
If your skills and qualifications are not right for the position for which you have applied, or if that position has already been filled, but we think you may be a good fit for the Union Investment Group, we will be happy to pass on your details internally to our subsidiaries so that they can see whether there are any opportunities within the Union Investment Group that may be suitable for you.
You need to set up a personal user account to submit an application. This is how we can clearly identify you, manage your data and deal with any specific queries. The user account is used to manage your application, and you can add any missing data or documents there and organise interview dates.
For your protection, we use the double opt-in system for registration.
When you register, your first name, last name, user name and email address will be processed, along with all information you supply with your application, for the specified purpose. The legal basis for such processing is Article 6 (1) (a) GDPR, section 26 BDSG.
If you choose to participate in a video interview during the application process, we need your consent. This consent (pursuant to Article 6 (1) (a) GDPR) does not affect your chances in the application process. You may refuse a video interview without stating any reason and will not be disadvantaged if you do so.
Once given, consent can be revoked at any time. Notice of revocation can be sent to firstname.lastname@example.org.
Inclusion in the candidate pool
As part of our recruitment process, we offer you the opportunity to have your data stored for a longer period so that it can be used in future job applications.
If your application is considered for an alternative vacancy at one of the UIG subsidiaries, we will pass your application documents to the relevant department at the company concerned and then contact you by telephone or email. The pool is also used to keep in touch with you, for example to send you newsletters. Inclusion in the pool is based on consent pursuant to Article 6 (1) (a) GDPR, section 26 BDSG.
Our newsletter provides information about events and keeps you up to date with company news. We will also send you information relating to specific occasions (birthdays, holidays, anniversaries).
After 360 days, your data will be deleted from the pool or will remain on file, if you prefer.
Registration for the job subscription service
You can choose to sign up for our job subscription service to receive details of interesting job openings in the Union Investment Group.
For this, we need your email address and your personal consent (Article 6 (1) (a) GDPR) to receiving job advertisements. We use double opt-in for this, to prevent abuse. You can revoke your consent to receiving job advertisements at any time.
If you sign up to the job subscription service outside the applicant portal, the process will also involve use of Captcha by Google Inc. (see following section).
We use Captcha by Google Inc when you register in the applicant portal and when you sign up to the job subscription service outside the applicant portal. Captcha is a security mechanism that checks whether information in online forms has been entered by human or machine. When you visit our website, your browser connects to Google’s servers via Captcha. Your IP address and information on your operating system and the browser you use is sent to Google. The legal basis for this is Article 6 (1) (f) GDPR. For information on the purpose and scope of the processing, collection and use of data by Google Inc., please see Google’s privacy notice: https://policies.google.com/privacy?hl=en&gl=en.
3 Duration of the processing
Where required, personal data is processed and stored for the duration of the application process.
Your data will be deleted six months after the close of the application process.
4 Sharing of personal data for performance of a contract
Within UIG, personal data is shared with those who need it in order to carry out the application process. These are generally the relevant employees in HR and in the department looking to fill a vacancy.
Personal data is only shared with recipients outside UIG if this is permitted by law or if the data subject has given their consent.
Data is not sent to third countries (countries outside the EU and the European Economic Area – EEA).
5 Data processing by technical means
UIG uses specialised technical service providers to assist with the technical processing of personal data. These service providers are carefully selected and are statutorily and contractually obliged to guarantee a high level of data protection. Article 28 GDPR constitutes the legal basis for the collaboration with these service providers.
6 Other circumstances in which data may be shared
For purposes and processing activities other than those specified in this privacy notice, UMH will share employees’ personal data with third parties only if this is required by law or there is a legal basis for this, or if the data subject has given their consent.
7 Right to access, erasure and portability of personal data
Under Article 15 GDPR, you have the right to demand access to the personal data about you that is being stored. If you find any of the personal data stored to be inaccurate or incomplete, you have the right under Article 16 GDPR to demand that such data be rectified or completed without delay. Under the circumstances set out in Articles 17 (1) and 18 (1) GDPR, you also have the right to demand the erasure of your personal data or a restriction of the processing of this data.
If your personal data is being processed based on your consent (Article 6 (1) (a) GDPR) or based on a contract (Article 6 (1) (b) GDPR), you have the right under Article 20 GDPR to receive a copy of your personal data on record in a structured, commonly used and machine-readable format and to demand that this data be transmitted to a third party. If you have consented to the processing of your data (Article 6 (1) (a) GDPR), you are free to withdraw your consent at any time. If your data has been processed based on a legitimate interest (Article 6 (1) (f) GDPR), you have the right to object to this processing at any time under Article 21 GDPR. To do so, please contact email@example.com.
If you wish to lodge a complaint in relation to the use of your data, you can also contact the competent supervisory authority.
This Privacy Notice was last updated in November 2021