We at Esslingen University of Applied Sciences are delighted that you are interested in working with us. We know that you entrust us with some very personal information when sending us your application materials. Therefore, transparency is very important to us. Below, we want to explain in a comprehensible way which data we process and on which legal basis, who has access to these data and how long we store your data.
A) Controller and data protection officer
The controller processing your data is Esslingen University of Applied Sciences (for its address for service, see above).
B) Purposes and legal basis of data processing
During the application procedure, we only process data which you send or otherwise disclose to us. We use an application management software to process these data. We may contact you via phone if we have any questions regarding your application. If you do not wish to be contacted via phone, please let us know. In this case, we will use another communication channel to contact you and ask that you call us.
During the application process, personal data such as your name, address, phone number and e-mail address will be stored in the application database. In addition, we store your application materials (e.g. cover letter, CV, certificates) in our software.
During the application process, your application materials may also be printed. The materials will only be stored in the application management software. We will digitise any documents that we receive in paper form.
We only process your data to evaluate if you have the required aptitude and qualifications for the position you are applying for and to contact you if we have any questions regarding your application or to inform you about the application process. The legal basis for processing applicants’ data in application processes is Art. 6 paragraph 1 (b) GDPR, section 15 LDSG in conjunction with sections 83 to 85 of the civil service act of the Land of Baden-Württemberg (LBG).
If your application materials contain special categories of personal data, e.g. health data, data revealing religious beliefs or ethnic origin, the data processing is also covered by Art. 9 paragraph 2 (b) GDPR, due to our statutory obligations as employer and the resulting protection of your basic rights.
You may object to the processing of your personal data at any time. In particular, you always have the option to withdraw your application. You may revoke any consent given to us at any time. For more information on your rights, please refer to E.
After we have received your application, the human resources department at Esslingen University of Applied Sciences as well as the person responsible for the position you applied for will look through your application. Applications which meet the criteria will be forwarded to the employees of Esslingen University of Applied Sciences who are involved in the application process. The staff council and, if required, the representatives for disabled persons will also receive the personal data contained in the application materials.
We use a software provided by Haufe-Lexware Services GmbH & Co. KG, Fraunhoferstr. 5, D-82152 Planegg for the application process. Haufe-Lexware Services GmbH & Co. KG is our service provider. We cannot rule out that the service provider may also see your personal data while maintaining and operating the systems. We have therefore concluded a contract on data processing on behalf of the controller with this service provider to ensure that the data are processed in a reliable manner. The employees of our service provider as well as our employees have committed themselves to confidentiality.
D) Storage period
Your personal data will be deleted once they are no longer necessary to achieve the purposes for which they were collected. In case the application process results in an employment relationship of any kind, your data are stored for the time being and transferred to the personnel file. Otherwise, the application process ends when you receive a rejection letter or e-mail.
In the latter case, your personal data will be deleted six months after you received the rejection letter or e-mail, unless a longer storage period is required for the defence of legal claims. This also applies to application data received in paper form. We explicitly inform employees and departments involved in the application process that they must destroy any prints and notes they may have made after the application process has ended to comply with data protection laws.
E) Your rights
For information on your rights as data subject, please refer to the section Rights of the data subject.
F) Important information
Applicants who fail to provide relevant personal data might not be considered for the position in question.
If you object to the processing of your data in the application management software used by us, we are not able to consider your application. We might consider your application if you provide reasons relating to your particular situation due to which you cannot be expected to have your application materials digitised and stored in the application management software used by us.
The selection of suitable candidates is not automated and we do not use any automated processing (“profiling”) within the meaning of Art. 4 number 4 GDPR.