Privacy Notice umantis Application Tool
Data protection is important to us. Olympus and our software partner umantis have taken the necessary organizational and technical measures in order to ensure the confidentiality of your application. All human resources staff, including those of our software partner, are subject to a duty of confidentiality with respect to personal data, which is set out in their employment contract. Automated 128-bit encryption ensures secure transmission of your data. When processing data, general data security standards in line with the current state of the art are respected.
In order to ensure the greatest possible transparency, below you will find information about the collection and processing of the data you transmit to us in your application. Information is also provided on your rights as a data subject.
1. Controller and Data Protection Officer
The office responsible for data collection and processing is:
If you have any questions about data processing or your rights, our Data Protection Officer will be happy to help. You can contact them at: dataprotection(at)olympus-europa.com
2. What Personal Data Is Processed?
For the purpose of managing our job postings, we use the online application system “umantis”, which is provided by Haufe-Lexware GmbH & Co. KG (“Haufe”). If you apply for a position or sign up for a job subscription via our website, Haufe will process the data provided by you on our behalf. This includes your name, contact details, email address, application-specific information, and data contained in the documentation you submit (e.g. application letter, CV). This information is then compiled in an online applicant profile.
Certain fields are indicated as mandatory. We require this information in order to be able to process your application. The remaining fields are voluntary.
Use of the cut-e Diagnostics Tool
As part of the application process, a diagnostics tool is used for the purpose of behavior-based personality testing. The test is provided by our partner company cut-e GmbH, Grosser Burstah 18–32, D-20457 Hamburg. So that you can take the test, we transmit your first and last name and your email address to cut-e. Participation in the online assessment is voluntary. If you do not participate, this will at no point place you at a disadvantage in the recruitment process. The results will only be viewed by specially trained recruiters, and are solely analyzed in relation to the vacant position. Forwarding of the data to third parties is prohibited. Should you wish to object to the use of your data for the online test, please feel free to contact Jobs(at)Olympus.de at any time.
3. For What Purposes Is the Data Processed?
Your data is processed for the purpose of allocating positions and when deciding whether to offer an employment contract with OLYMPUS. We also process your data in pseudonymized form for statistical purposes.
4. What Is the Legal Basis for the Data Processing?
The data processing is carried out on the basis of Article 6(1)(d) of the EU General Data Protection Regulation (“GDPR”), which authorizes the processing of applicant data for the purpose of deciding to offer an employment contract.
Data processing for statistical purposes is carried out on the basis of Article 6(1)(f) of the GDPR, and enables us to obtain statistical data about the job market and our applicants in order to adapt our job advertisements to market conditions.
Moreover, data may be processed if you have given your explicit consent for this to occur, for example for a job subscription or inclusion in the applicant pool. This data processing is carried out on the basis of Article 6(1)(a) of the GDPR.
Haufe and cut-e process your data on our behalf on the basis of a data processing contract and solely upon our instruction, and are subject to an obligation to meet legal data protection requirements.
5. Who Is the Recipient of the Data?
Our human resources department and the responsible employees in our specialist departments can access your data.
6. Is the Data Transferred to Third Countries?
Haufe may process your data using servers located in Switzerland. Switzerland has been designated a safe third country by the European Commission [LINK: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm] and offers an equivalent level of data protection to the countries of the European Union.
7. How Long is the Data Stored?
Your profile in the “umantis” online application system and the results of your online assessment from cut-e are stored for approximately six months after the conclusion of the application process. This occurs regardless of whether you are offered a position with us or not. At the end of this period, your profile in the “umantis” online application system and with cut-e is pseudonymized and all attachments are deleted (CV, etc.)
In principle, you will not receive a specific message stating that your data has been deleted.
Should you accept a position at OLYMPUS, your data will be transferred to your human resources file.
During the application process, you are given the opportunity to consent to being included in our applicant pool should we not have a suitable vacancy for you at that time. In that case, your data will be stored in the applicant pool for a period of 12 months. After that, your profile in the “umantis” online application system is pseudonymized and all attachments are deleted (CV, etc.)
In principle, you will not receive a specific message stating that your data has been deleted.
You are free to decide whether to give your consent.
You are offered the option of submitting an application without providing consent, with no need to provide justification and without this having negative consequences. This is because the processing of your data is neither a legal nor a contractual obligation. You can withdraw your consent at any time. You can do so by deleting your profile and the data in your applicant profile. Withdrawal of consent does not affect the legality of the processing performed on the basis of consent given up until the time of withdrawal.
Consent text:
I consent to the aforementioned data being stored for a period of 12 months, even in the event that I am not offered a position, so that I can be informed of vacancies that may interest me. This consent is voluntary, and shall not affect my chances in the current application process. I am entitled to refuse consent without justification, and without fear of being disadvantaged as a result. I can withdraw my consent at any time by deleting the data in my applicant profile. Further information about my rights can be found in the Privacy Notice.
8. What Rights Do You Have as a Data Subject?
If you submit an application via our website, you will receive online access to your applicant profile in the “umantis” online application system. This allows you to view your data, access it, and change, correct, or delete it at any time. Should you no longer be interested in working for OLYMPUS or should you not consent to the storage of your data in the applicant pool, you may access your applicant profile online via the “umantis” online application system and delete it at any time.
You are entitled to the following rights, which shall not affect access to your applicant profile:
Right to Withdrawal of Consent
You may withdraw your consent to the processing of your personal data at any time with future effect. This shall not result in any professional disadvantages. You can withdraw your consent at any time by deleting your profile and the data in your applicant profile. Please note that withdrawing your consent does not affect the legality of previous data processing, and does not apply to data processing that is permitted by law and therefore does not require your consent.
Other Rights of Data Subjects
In addition, under Articles 15 to 21 and 77 of the GDPR, you are entitled to the following rights as a data subject when the relevant legal conditions are met:
If you wish to exercise these rights, please contact our Data Protection Officer by email at dataprotection(at)olympus-europa.com or contact us in writing at the address provided above.
You also have the right to lodge a complaint with a data protection supervisory authority.
Data protection is important to us. Olympus and our software partner umantis have taken the necessary organizational and technical measures in order to ensure the confidentiality of your application. All human resources staff, including those of our software partner, are subject to a duty of confidentiality with respect to personal data, which is set out in their employment contract. Automated 128-bit encryption ensures secure transmission of your data. When processing data, general data security standards in line with the current state of the art are respected.
In order to ensure the greatest possible transparency, below you will find information about the collection and processing of the data you transmit to us in your application. Information is also provided on your rights as a data subject.
1. Controller and Data Protection Officer
The office responsible for data collection and processing is:
:
Olympus Business Services Sp. z o.o.
Piłsudskiego 69
50-019 Wrocław
Poland
If you have any questions about data processing or your rights, our Data Protection Officer will be happy to help. You can contact them at: dataprotection(at)olympus-europa.com
2. What Personal Data Is Processed?
For the purpose of managing our job postings, we use the online application system “umantis”, which is provided by Haufe-Lexware GmbH & Co. KG (“Haufe”). If you apply for a position or sign up for a job subscription via our website, Haufe will process the data provided by you on our behalf. This includes your name, contact details, email address, application-specific information, and data contained in the documentation you submit (e.g. application letter, CV). This information is then compiled in an online applicant profile.
Certain fields are indicated as mandatory. We require this information in order to be able to process your application. The remaining fields are voluntary.
Use of the cut-e Diagnostics Tool
As part of the application process, a diagnostics tool is used for the purpose of behavior-based personality testing. The test is provided by our partner company cut-e GmbH, Grosser Burstah 18–32, D-20457 Hamburg. So that you can take the test, we transmit your first and last name and your email address to cut-e. Participation in the online assessment is voluntary. If you do not participate, this will at no point place you at a disadvantage in the recruitment process. The results will only be viewed by specially trained recruiters, and are solely analyzed in relation to the vacant position. Forwarding of the data to third parties is prohibited. Should you wish to object to the use of your data for the online test, please feel free to contact Jobs(at)Olympus.de at any time.
3. For What Purposes Is the Data Processed?
Your data is processed for the purpose of allocating positions and when deciding whether to offer an employment contract with OLYMPUS. We also process your data in pseudonymized form for statistical purposes.
4. What Is the Legal Basis for the Data Processing?
The data processing is carried out on the basis of Article 6(1)(d) of the EU General Data Protection Regulation (“GDPR”), which authorizes the processing of applicant data for the purpose of deciding to offer an employment contract.
Data processing for statistical purposes is carried out on the basis of Article 6(1)(f) of the GDPR, and enables us to obtain statistical data about the job market and our applicants in order to adapt our job advertisements to market conditions.
Moreover, data may be processed if you have given your explicit consent for this to occur, for example for a job subscription or inclusion in the applicant pool. This data processing is carried out on the basis of Article 6(1)(a) of the GDPR.
Haufe and cut-e process your data on our behalf on the basis of a data processing contract and solely upon our instruction, and are subject to an obligation to meet legal data protection requirements.
5. Who Is the Recipient of the Data?
Our human resources department and the responsible employees in our specialist departments can access your data.
6. Is the Data Transferred to Third Countries?
Haufe may process your data using servers located in Switzerland. Switzerland has been designated a safe third country by the European Commission [LINK: http://ec.europa.eu/justice/data-protection/international-transfers/adequacy/index_en.htm] and offers an equivalent level of data protection to the countries of the European Union.
7. How Long is the Data Stored?
Your profile in the “umantis” online application system and the results of your online assessment from cut-e are stored for approximately six months after the conclusion of the application process. This occurs regardless of whether you are offered a position with us or not. At the end of this period, your profile in the “umantis” online application system and with cut-e is pseudonymized and all attachments are deleted (CV, etc.)
In principle, you will not receive a specific message stating that your data has been deleted.
Should you accept a position at OLYMPUS, your data will be transferred to your human resources file.
During the application process, you are given the opportunity to consent to being included in our applicant pool should we not have a suitable vacancy for you at that time. In that case, your data will be stored in the applicant pool for a period of 12 months. After that, your profile in the “umantis” online application system is pseudonymized and all attachments are deleted (CV, etc.)
In principle, you will not receive a specific message stating that your data has been deleted.
You are free to decide whether to give your consent.
You are offered the option of submitting an application without providing consent, with no need to provide justification and without this having negative consequences. This is because the processing of your data is neither a legal nor a contractual obligation. You can withdraw your consent at any time. You can do so by deleting your profile and the data in your applicant profile. Withdrawal of consent does not affect the legality of the processing performed on the basis of consent given up until the time of withdrawal.
Consent text:
I consent to the aforementioned data being stored for a period of 12 months, even in the event that I am not offered a position, so that I can be informed of vacancies that may interest me. This consent is voluntary, and shall not affect my chances in the current application process. I am entitled to refuse consent without justification, and without fear of being disadvantaged as a result. I can withdraw my consent at any time by deleting the data in my applicant profile. Further information about my rights can be found in the Privacy Notice.
8. What Rights Do You Have as a Data Subject?
If you submit an application via our website, you will receive online access to your applicant profile in the “umantis” online application system. This allows you to view your data, access it, and change, correct, or delete it at any time. Should you no longer be interested in working for OLYMPUS or should you not consent to the storage of your data in the applicant pool, you may access your applicant profile online via the “umantis” online application system and delete it at any time.
You are entitled to the following rights, which shall not affect access to your applicant profile:
Right to Withdrawal of Consent
You may withdraw your consent to the processing of your personal data at any time with future effect. This shall not result in any professional disadvantages. You can withdraw your consent at any time by deleting your profile and the data in your applicant profile. Please note that withdrawing your consent does not affect the legality of previous data processing, and does not apply to data processing that is permitted by law and therefore does not require your consent.
Other Rights of Data Subjects
In addition, under Articles 15 to 21 and 77 of the GDPR, you are entitled to the following rights as a data subject when the relevant legal conditions are met:
- Right to information: This means information about what personal data we process, Article 15 of the GDPR.
- Correction of incorrect personal data and completion of incomplete personal data, Article 16 of the GDPR.
- Right to erasure of your personal data: Please bear in mind that data required for the performance or processing of contracts or for the establishment, exercise, or defense of legal claims, as well as data for which legal, statutory, or contractual retention obligations apply shall not be erased, Article 17 of the GDPR.
- Right to restriction of processing: This means that without your consent, your data may only be processed to a very limited extent, e.g. for the establishment, exercise, or defense of legal claims or for the protection of the rights of another natural or legal person, Article 18 of the GDPR.
- Right to object to data processing: You may object to the processing of your data at any time if the data is being processed on grounds of legitimate interest or for direct marketing purposes and the related profiling, Article 21 of the GDPR.
- Right to data portability: You have the right to obtain the data you have provided to us in a commonly-used, machine-readable format, and to request direct transmission of this data to third parties, where technically feasible.
If you wish to exercise these rights, please contact our Data Protection Officer by email at dataprotection(at)olympus-europa.com or contact us in writing at the address provided above.
You also have the right to lodge a complaint with a data protection supervisory authority.