Information on processing doctoral and postdoc applicant data at the University of Stuttgart with SAP SuccessFactors, according to article 13 and article 14 GDPR

Disclaimer: The English translation is provided solely for informative purposes.

Information according to Articles 13 and 14 General Data Protection Regulation (GDPR)

The University of Stuttgart uses SAP SuccessFactors for the application management of doctoral and postdoctoral positions. In the following, we would like to inform you about the processing of personal data in connection with the use of this service.

1. Contact data of the controller
Universität Stuttgart
Keplerstraße 7
70174 Stuttgart, Germany
Tel.: +49 711 685-0
E-Mail: poststelle@uni-stuttgart.de
Internet: www.uni-stuttgart.de

2. Data Protection Officer
University of Stuttgart
Data Protection Officer
Breitscheidstr. 2
70174 Stuttgart
Tel: +49 711 685-83687
Fax: +49 711 685-83688
E-Mail: datenschutz@uni-stuttgart.de

3. Technical contact
University of Stuttgart
SAP SucessFactors Support
E-Mail: support-careers@uni-stuttgart.de

4. Processing frame
4.1 Sources and categories of data

The categories of personal data processed as part of the application process include your identifying information (title, surname, first name, nationality), contact data (such as private address, mobile or telephone number, e-mail address) and your resume and qualification data.

In addition, we may process personal communication data (user details, content data, connection data and comparable data) as part of the application process, in particular when conducting interviews digitally if the contract is initiated with the help of Internet-based communication tools, in order to simplify the organization of the application process and to meet the current needs of the applicant and the person responsible.

You provide us with your personal data directly as part of the application process or you provide it to us in your application documents.

4.2 Purpose and legal basis of the processed data

We process your personal data in compliance with the regulations of the EU General Data Protection Regulation (GDPR), the German Federal Data Protection, the State Data Protection Act (LDSG) and all other relevant laws (e.g. State University Act (LHG), State Civil Servants Act (LBG), State Civil Servants Pension Act (LBeamtVG), Civil Servants Status Act (BeamtStG), etc.) to carry out the application process.

4.2.1 Application process and profile creation

Data processing in the context of the application process serves to carry out the selection procedure for the establishment of the employment relationship. The primary legal basis for this is Art. 6 para. 1 lit. b GDPR (contract initiation/execution with the data subject) in conjunction with. § 15 LDSG in conjunction with §§ 83-85 LBG.

Should the data be required for legal prosecution after completion of the application process, data processing may be carried out on the basis of the requirements of Art. 6 GDPR, in particular to safeguard legitimate interests pursuant to Art. 6 (1) f) GDPR. Our interest then lies in the assertion or defense of claims.

In the event that you provide us with special categories of personal data pursuant to Art. 9 (1) GDPR as part of your application documents (e.g. information on severe disability), we process this on the basis of Art. 9 (2) a GDPR in conjunction with Section 15 (2) LDSG. This information is provided voluntarily. Special categories of personal data are not required or requested by us as part of the selection process.

The use of our application portal and the associated creation of a profile as part of the registration process is required for the application process and is therefore also covered by the aforementioned legal grounds.

If we intend to process your personal data for a purpose not mentioned above, we will inform you separately in advance.

When you apply for a specific position, you create a candidate profile and upload the documents required in the advertisement. After sending your application, you will immediately receive a confirmation of receipt by e-mail and we will be informed about the receipt of your application. Now we will check your application first formally and then professionally/contentwise. If documents are missing, we will ask you to submit them, e.g. by uploading them in your profile area. After the aforementioned preliminary checks, the persons/committees responsible for decision-making will review your application and decide whether you will be invited for an interview. Interviews can take place by phone, virtually or in person. Once one or more rounds of interviews have been completed, the persons/committees responsible for decision-making will involve board members in their decision, if necessary. If we have decided in your favor, we will contact you and express our interest. If you are also interested in a cooperation, we will agree on the further procedure together, e.g. regarding the preparation of a doctoral agreement or the contract.

If your application is not successful, we will inform you by e-mail..

Special procedure in case of foreign applications
In the case of foreign applications, the equivalence of the foreign degree is pre-checked via an automatic interface and compared with a copy of the Anabin database, which is managed by the subcontractor CASE GmbH. Anabin (Recognition and Evaluation of Foreign Educational Qualifications) is a database that provides information on the evaluation of foreign educational qualifications. With the help of the database, foreign degrees are ranked in the German education system (Anabin, see: https://anabin.kmk.org/anabin.html).

The result of the equivalence assessment is subsequently checked manually and does not lead to an automatic decision.

4.2.2 Talent Pool

In addition to your application for a specific position, you also have the option of releasing your profile and application documents for the talent pool. It is also possible to create a candidate profile independently of a specific application. In this case, you allow us to actively search all the information provided ("active sourcing") in order to identify you as a suitable candidate for a position. Access to your profile and your uploaded documents is limited to two groups of people:

Individuals who are entrusted with general organizational and coordination tasks in the recruiting process and are to search specifically for candidates with certain attributes, e.g. experience in a certain research field.

Individualswho have the overall responsibility for the recruiting process and application management in their area (e.g. institute or department).

In these cases, all information that you have entered in your candidate profile can be used as search criteria. On the basis of these searches, interesting candidates can be found in a targeted manner and subsequently contacted.

In both cases, the processing is based on your voluntarily given consent and thus on the basis of Art. 6 para. 1 lit. a GDPR. You can revoke your consent at any time in your candidate profile with immediate effect.

We obtain your consent by agreeing to the processing of their data before you create your profile, by choosing one of these two options:

My profile may only be considered for the positions I am applying for.

My profile may be considered for all suitable positions at the University of Stuttgart. In the event of a suitable position, I will be notified via e-mail. For this I give my consent according to Art. 6 para. 1 lit. a) GDPR, which I can revoke at any time by e-mail at: datenschutz@uni-stuttgart.de. You may change your settings at any time in your account/candidate profile.

If you have created a candidate profile and consented to us actively searching for you, authorized employees who are entrusted with application management and recruiting processes in the respective institutes can access your specified data and uploaded documents and search them according to selected criteria, e.g. professional background. If there is interest in your profile, we will contact you.

4.2.3 Usage/processing options

You can add information about yourself to the candidate profile at any time and provide additional information/documents. You can enter and edit all documents and information required for the specific application as well as your profile information by yourself. You can view the current status of your application at any time via your profile. In addition to the data marked as mandatory, you can also enter additional, voluntary information and upload documents.

You can terminate your participation in an application process and the talent pool at any time by deleting your profile. By doing so, you withdraw from all activated and uncompleted applications, including accepted application processes. You also have the option of withdrawing your applications at any time (for more information, see 4.6 Deletion of data and storage periods).

4.3 Consequences of non-available data

As part of your application, you must provide the personal data that is required for the selection process to establish the employment relationship and fulfill the associated obligations, or which we are required to collect by law. Without this data, we will not be able to make a decision about establishing an employment relationship with you.

If you do not wish to participate in the applicant/talent pool, your data will not be passed on to other departments and we will not contact you with any interesting options. Your data will then only be processed as part of the specific application process.

4.4 Automated individual decision-making (including profiling)

We do not use any purely automated decision-making processes in accordance with Art. 22 GDPR.

4.5 Recipients of data

After receiving your application, your applicant data will be viewed by the persons who supervise and coordinate the application process. Suitable applications are then forwarded internally to the persons/committees responsible for making decisions for the respective open position. Depending on the organizational structure and process organization of the institution posting the vacancy, your application may be pre-screened in terms of form and content by persons assigned to do so. Board approval may also be necessary in certain situations. Within the university, only those persons who need to access your data for the proper execution of our application process will have access to it. For this purpose, a corresponding role/rights concept with graduated rights and processing options is used.

We use a specialised software provider (SAP Recruiting SuccessFactors module) for the application process. This provider acts as a service provider for us within the scope of providing the system as a Saas solution (System as a Service). The operation of the system (hosting) as well as the storage and further processing of your data (e. g. maintenance and servicing of the system) takes place within the European Union in certified data centers. We have concluded a data processing agreement with this provider, which ensures that the data processing is carried out in a permissible manner. Your data will not be transferred to third countries.

4.6 Deletion of data and storage periods

Under no circumstances will your data be automatically transferred from the applicant data system to our personnel information system.

Regardless of whether you have received a rejection or acceptance, your application documents will be deleted four months after receipt of the acceptance or rejection, unless longer storage is necessary for the defense of legal claims.

Deletion of your candidate profile is independent of this and takes place automatically a maximum of 6 months after your last log-in to the application portal, unless you actively remove your user account beforehand using the "Delete user account" function. One week before the expiration of the 6-month period of your profile, we will inform you by mail about the upcoming deletion. By logging in again, this period will start again and your profile will not be deleted.

You can terminate your participation in an application process as well as the talent pool at any time by deleting your profile. You also withdraw from all active and not completed applications. Your profile and any existing applications will then be deleted from the system in accordance with legal requirements.

You can withdraw your application at any time; the application data will then be deleted in accordance with the legal requirements.

5. Your rights

In the following, we would like to inform you about your rights as a data subject under Chapter III of the GDPR. If possible, your requests about the execution of your rights should be addressed in writing or by e-mail to the address given above or directly in writing or by e-mail to our data protection officer.

- You have the right to receive information from us about your data stored by us according to the rules of Art. 15 GDPR (if necessary with restrictions according to § 9 LDSG).

- Upon your request, we will correct the data stored about you in accordance with Art. 16 if it is inaccurate or incorrect.

- If you wish, we will delete your data in accordance with the principles of Art. 17 GDPR, provided that other legal regulations (e.g. legal retention obligations or the restrictions according to § 10 LDSG) or an overriding interest on our part (e.g. to defend our rights and claims) do not prevent this.

- Taking into account the requirements of Art. 18 GDPR, you may request us to restrict the processing of your data.

- Furthermore, you may object to the processing of your data pursuant to Art. 21 GDPR, on the basis of which we will terminate the processing of your data. This right of objection only applies in the case of special circumstances of your personal situation, whereby rights of our company may oppose your right of objection.

- You also have the right to receive your data under the conditions of Art. 20 GDPR in a structured, common and machine-readable format or to transfer it to a third party.

- In addition, you have the right to revoke your consent to the processing of personal data at any time with effect for the future.

- Furthermore, you have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR).

You can contact the supervisory authority responsible for us at:

The State Commissioner for Data Protection and Freedom of Information.
Lautenschlagerstraße 20
70173 Stuttgart, Germany
Phone.: 0711/615541-0
E-Mail: poststelle@lfdi.bwl.de

6. Validity of this information

We reserve the right to adapt the content of this data protection declaration at any time. This is usually done in the event of further development or adaptation of the services used. You can always view the current privacy policy on our website.

Status of this declaration: 02/15/2022

7. Further Information

This and further data protection information of the University of Stuttgart can be found at
https://www.uni-stuttgart.de/datenschutz/