Data Protection Information on Applications

1. Who is responsible for processing your personal data?

Newline Europe Versicherung AG
Schanzenstrasse 38
Gebäude 81
DE-51063 Cologne
info@newlinegroup.de

(hereinafter referred to as “we”), is the responsible party within the meaning of the EU Data Protection Regulation (GDPR”).

You can reach our data protection officer by mail at the above address with the addition – data protection officer – or by e-mail at: datenschutz@newlinegroup.de.

2. For what purposes and on what legal basis do we process personal data?

We process your personal data in compliance with the provisions of the EU General Data Protection Regulation (GDPR), the Federal Data Protection Act (“Bundesdatenschutzgesetz”; BDSG) and all other relevant laws (e. g. “Betriebsverfassungsgesetz”; BetrVG, “Arbeitszeitgesetz”; ArbZG, etc.). We process personal data about you for the purpose of your application for employment, insofar as this is necessary for the decision on the establishment of an employment relationship with us. The legal basis for this is Section 26 para 1 in conjunction with para 8 sentence 2 BDSG. Furthermore, we may process personal data about you insofar as this is necessary for the defense of asserted legal claims against us arising from the application process. The legal basis for this is Article 6 para 1 lit. f GDPR; the legitimate interest is, for example, a duty to provide evidence in proceedings under the General Equal Treatment Act (AGG). Insofar as an employment relationship arises between you and us, we may further process the personal data already received from you for the purposes of the employment relationship in accordance with Section 26 para 1 BDSG if this is necessary for the implementation or termination of the employment relationship or for the exercise or fulfillment of the rights and obligations of the employee representation resulting from a law or a collective agreement, a company or service agreement (collective agreement).

3. What categories of personal data do we process?

We process data related to your application. This may be general personal data (such as name, address and contact details), information on your professional qualifications and school education or information on further professional training or other information that you provide to us in connection with your application. In addition, we may process job-related information that you have made publicly available, such as a profile on professional social media networks.

4. What are the categories of recipients of data?

We may transfer your personal data to companies contractually affiliated with us, insofar as this is permissible within the scope of the purposes and legal bases set out in Section 2. If we transfer data to intra-group companies outside the European Economic Area (EEA), the transfer will only take place if the third country has been confirmed by the EU Commission to have an adequate level of data protection or if other appropriate data protection guarantees (e.g. EU standard contractual clauses) are in place. You can then request these at one of the above-mentioned contact addresses.

In addition, personal data is processed on our behalf on the basis of contracts in accordance with Article 28 GDPR, this in particular by host providers.

5. How long will your data be stored?

We store your personal data for as long as is necessary to make a decision about your application. Insofar as an employment relationship between you and us does not come about, we may continue to store data beyond this, insofar as this is necessary for the defense against possible legal claims. In this case, the application documents will be deleted six months after notification of the rejection decision, unless longer storage is required due to legal disputes.

6. What rights do you have?

As an applicant with us, you have the following data protection rights, depending on the situation in the individual case, for the exercise of which you can contact us at any time using the data specified in item 1:

a) Information

You have the right to obtain information about your personal data processed by us, as well as to request access to and/or copies of your personal data. This includes information about the purpose of the use, the category of data used, its recipients and authorized persons and, if possible, the planned duration of data storage or, if this is not possible, the criteria for determining this duration.

b) Correction, deletion or restriction of processing.

You have the right to request that we correct any inaccurate personal data concerning you without undue delay. Taking into account the purposes of the processing, you have the right to request the completion of incomplete personal data, including by means of a supplementary declaration.

c) Right of objection

Insofar as the processing of personal data concerning you is carried out on the basis of Article 6 para 1 lit. f GDPR, you have the right to object to the processing of such data at any time on grounds relating to your particular situation. We will then no longer process this personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

d) Right of withdrawal

If the processing is based on consent, you have the right to withdraw your consent at any time without affecting the lawfulness of the processing carried out on the basis of the consent until the withdrawal. To do this, you can contact us at any time using the above data.

e) Right to deletion

You have the right to request that we delete personal data concerning you without undue delay, and we are obliged to delete personal data without undue delay if one of the following reasons applies:

• The personal data is no longer necessary for the purposes for which it was collected or otherwise processed.
• You object to the processing in accordance with point 6.c above and there are no overriding legitimate grounds for the processing.
• The personal data have been processed unlawfully.
• The erasure of the personal data is necessary for compliance with a legal obligation under Union or Member State law to which we are subject.
• This does not apply insofar as the processing is necessary:
• For compliance with a legal obligation that requires processing under Union or Member State law to which we are subject.
• For the assertion, exercise or defense of legal claims.

f) Right to restriction of processing

You have the right to request us to restrict processing if one of the following conditions is met:

• The accuracy of the personal data is disputed by you, for a period enabling us to verify the accuracy of the personal data,
• The processing is unlawful and you object to the erasure of the personal data and request instead the restriction of the use of the personal data;
• We no longer need the personal data for the purposes of processing, but you need it for the establishment, exercise or defense of legal claims; or
• You have objected to the processing pursuant to point 7.c above, as long as it has not yet been determined whether our legitimate grounds override yours.

If processing has been restricted pursuant to this point (f), such personal data may – apart from being stored – only be processed with your consent or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of important public interest of the Union or a Member State. If you have obtained a restriction on processing, we will inform you before the restriction is lifted.

g) Right of appeal

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 residence, your place of work or the place of the alleged infringement, if you believe that the processing of personal data concerning you violates the GDPR, the BDSG or other provisions of data protection law. The data protection supervisory authority responsible for us is:

State Commissioner for Data Protection and Freedom of Information of North Rhine-Westphalia.

PO Box 20 04 44

DE-40102 Düsseldorf

7. Necessity of providing personal data

The provision of personal data is neither required by law nor by contract, nor are you obliged to provide the personal data. However, the provision of personal data is necessary for the conclusion of a contract of employment with us. This means that if you do not provide us with personal data when applying for a job, we will not enter into an employment relationship with you.

05 September 2023