Data Privacy Statement for the MAN Energy Solutions Job Portal
1. General information
a) Information on data protection
Protecting your privacy when processing personal data is an important matter for MAN Energy Solutions. We process personal data acquired in the course of visits to our career website in accordance with the statutory regulations of the country in which the Data Controller is domiciled, in this case MAN Energy Solutions SE domiciled in Germany. In addition to this, the companies in the MAN Energy Solutions Group have made a commitment to ensuring comprehensive and uniform protection of personal data in the form of a binding Group Policy. This guarantees that the level of protection provided within the MAN Energy Solutions Group worldwide is comparable to that enjoyed in Germany and the European Union.
b) Data Controller and Contact
The Data Controller for your data within the meaning of data protection law is the company in the MAN Energy Solutions Group that advertised the job for which you are applying. For general question and questions regarding data protection, please apply to the Human Resources Contact specified in the job advertisement to which you are responding. Alternatively, you can contact Group Data Protection (email@example.com).
2. Information on the MAN Energy Solutions Job Portal
a) The MAN Energy Solutions Job Portal
In this Data Privacy Statement, we provide information on what, if any, personal data we collect, process and use when you visit our Job Portal without registering.
In this context, ‘personal data’ is all information relating to an identified or identifiable natural person. A natural person is regarded as identifiable if they can be identified directly or indirectly, especially by means of assignment to an identifier such as a name, to an identification number, to location data, to an online identifier or to one or more distinguishing features that are an expression of the physical, physiological, genetic, mental, economic, cultural or social identity of the natural person in question.
The purpose of the MAN Energy Solutions Job Portal is to provide you with information on job vacancies in the MAN Energy Solutions Group.
b) Acquisition of general information
When you access the MAN Energy Solutions Job Portal, information of a general nature is acquired automatically. This information includes the web browser type, the operating system used, the domain name of your internet service provider, etc. None of this information allows you to be identified. The same data is also generated when any other website on the internet is accessed, so this is not a specific function of the MAN Energy Solutions Job Portal. Information of this sort is collected and statistically analyzed by us exclusively in anonymized form. The better we understand your requirements, the faster you will find the information you want on our webpages.
c) Collection and processing of personal data
Personal data is only collected if you make it available to us of your own accord, such as in the course of registration.
As a matter of principle, your data is protected by MAN Energy Solutions through technical and organizational security measures so as to prevent its accidental or deliberate manipulation, loss, destruction or access by unauthorized persons. Our security measures, such as data encryption, are improved on a regular basis in line with technological developments.
e) Links to other providers’ websites
Our website may contain links to other providers’ websites. At the time the link was created, MAN Energy Solutions satisfied itself that the directly linked pages were free from illegal content. However, MAN Energy Solutions does not have any control over the content of linked pages and cannot check them on an ongoing basis. MAN Energy Solutions therefore accepts no liability for content of linked pages that is changed after the link is created. This Data Privacy Statement does not apply to other providers’ linked websites.
3. Information on the MAN Energy Solutions application process
You do not have to enter any personal data if you just want to find out about job vacancies.
If you wish to apply for a job, however, you can only do so through our MAN Energy Solutions Job Portal. In order to apply, you will first have to register by creating an account, for which you must specify an email address and password. The other required fields are your first name and surname, your telephone number and the country in which you live. Using this registration data, you will then be able to sign into our Job Portal, apply for jobs, manage your applications or receive email notifications of new job openings.
After entering your registration data, you have to confirm by checking a box that you have taken cognizance of the data protection regulations that apply to the MAN Energy Solutions application process. You cannot proceed with the application process without doing so.
Following registration, you have the option of entering additional data about yourself, such as your address, under “My Profile”. You can upload documents there too. A CV is compulsory for the application process.
All data entered in the MAN Energy Solutions Job Portal is voluntary apart from the fields marked with “*” as being required information.
b) Lawful basis for processing
The lawful basis for collecting and processing data is the use of your data by MAN Energy Solutions to decide whether to enter into an employment contract with you (Art. 6 (1) (b) of the General Data Protection Regulation in conjunction with Section 26 (1) first sentence of the German Federal Data Protection Act).
After registering and signing in, you can apply for individual jobs via the “Job Search” function within the MAN Energy Solutions Job Portal. To do this, you have to click the “Apply now” button in the relevant job advertisement.
When applying, you have the option of adding further information to your profile or changing your data. You can upload more documents, for example. The company advertising the job may have set technical questions that require an answer from you.
If you wish to apply for an apprenticeship place, we will also want you to tell us the following:
type of school; how you learned about the place; whether you know anyone at MAN; whether you have done work experience at MAN.
When you have completed your application and click the “Apply now” button, the application will be forwarded to the company in the MAN Energy Solutions Group that advertised the job. A pop-up text and a message sent to your email address will confirm that your application has been submitted successfully. You can view your active applications under “My Profile/Job Applications”. You can also withdraw your applications there.
d) Purpose limitation regarding the use and passing on of personal data
We will use your profile and application data exclusively for the selection process for the job(s) to be filled.
You can set who is permitted to see your application in the profile status:
- All recruiters in the company
- Only recruiters responsible for jobs for which I apply
If you select 1, we can also check your application data for other suitable jobs at MAN Energy Solutions. This function is voluntary and can be changed at any time.
If you enable this function, MAN Energy Solutions personnel managers located in third countries outside the European Economic Area (EEA) will also be able to view your data. There may be an inadequate level of data protection in these countries because an adequacy decision has not been adopted by the European Commission and no other appropriate safeguards exist. Your data is transferred to such third countries based on your consent in accordance with Art. 6 (1) (a) of the General Data Protection Regulation and/or based on the derogations contained in Art. 49 (1) of the General Data Protection Regulation, which take effect when the relevant function is enabled. You can withdraw this consent at any time by selecting the option “Only recruiters responsible for jobs for which I apply”.
Your data may also be accessible to associated companies in the MAN Energy Solutions Group and external service providers who provide and operate the MAN Energy Solutions Job Portal and connected recruiting systems. Data protection contracts have been signed with these companies to ensure a high level of data protection.
e) Fact check for all new hires
If you are invited for a job interview, we will carry out a simplified check before issuing the invitation and an enhanced check before making the appointment in order to ensure the highest compliance and integrity standards in our business activities. It is necessary to ensure that potential employees will perform their duties in compliance with high ethical standards and faithfully commit to the company’s principles in order to minimize legal risks and prevent damage to our reputation.
Processing your personal data for the purposes of entering into an employment contract with you is necessary. The company has a valid interest in hiring persons who have integrity and act in accordance with current law. This is ensured by the fact check carried out prior to hiring.
Checking personal data in this context includes your personal information (surname, first name, date of birth, address) and submission of your ID card in the original, or a comparable identifying document, and certificates in the original (in particular the final diploma from your highest level of education or, in exceptional cases, a legally attested copy on paper). A check is also made on whether you have previously been employed by us and whether, in the course of that employment, you committed a serious breach of the rules and any infringements of statutory and regulatory provisions or group guidelines. In addition to this, personal data will be retrieved from existing personnel files for the past three years, the whistle-blower system and Group Security’s security database. Checks will also be made against a publicly available financial sanctions list in accordance with Council Resolution 881/2002. Over and above this, checks will be made against the PLEA Monitor List and SAM Database so as to detect involvement in reportable circumstances.
The PLEA Monitor List contains the names of persons who work or have worked for the Volkswagen Group as advisors or lawyers, for example, in the context of the emissions scandal. For compliance reasons, these persons may not be hired as employees of MAN Energy Solutions under certain circumstances.
The US authorities’ SAM Database contains the names of persons who may only work for MAN Energy Solutions SE as employees in compliance with certain criteria.
The fact check is carried out by the human resources department responsible in each case, with supplementary checks being performed by Group Security if necessary. Only a limited group of persons has access authority for your data internally. If anything suspicious is found in the course of the fact check, the findings will be discussed by a committee consisting of a representative from HR Compliance, the manager of the HR department responsible, the manager of the area making the appointment and the employee representative responsible (if available) for the appointment.
In case of (new) hiring, the completed fact check checklist is stored in the personnel file and remains there according to the deletion period for relevant personnel documents and data. The checklist for the fact check is deleted after six months for external candidates that are not hired.
f) Storage and deletion of data
When it comes to the storage and deletion of data, we differentiate between your application(s) and your user account. As several applications can be associated with a user account, the application(s) is/are first anonymized before the complete user account can finally be deleted, depending on processing status and defined time limit.
Applications are anonymized after 150 days. The candidates for whom all applications have been rejected, withdrawn or flagged for deletion are anonymized. Applications are anonymized 150 days after they were last processed.
Your user account will remain in place as long as at least one application has “in process” status.
If you do not sign into your user account for a period of 120 days, you will receive an automatic email notification. So as not to store data on inactive users unnecessarily, we will delete your user account permanently and irrecoverably if you do not respond to this notification within a further 30 days.
Apart from that, we will delete your user account if you prompt this by clicking the “Delete profile” button (My Profile Options Settings Delete profile). When the user account is deleted, all registration and profile data, together with all uploaded documents, is deleted or anonymized. For the purposes of proof and in order to respond to complaints, final and irrecoverable deletion/anonymization does not take place for 150 days. During this period, your user account is blocked and cannot be accessed either by employees from the human resources department or by you via the application portal.
4. Your rights
In addition to the right to receive information on data relating to you and to have your data amended, you also have the right to have your data deleted and blocked, and the right to object to your data being processed, unless barred by statutory rules. You also have a right to data portability.
If we acquire and process your personal data based on your consent, you have the right to withdraw the consent you gave. Your withdrawal of consent has no effect on the lawfulness of the data processing that took place based on your consent until it was withdrawn.
In order to withdraw your consent or exercise your rights in relation to your data, please apply to the Human Resources Contact specified in the job advertisement to which you are responding.
Please note that participation in the MAN Energy Solutions application process is not possible without your personal data being processed.
In the event of any complaints, you have the option of contacting a data protection regulator.
In order to cope with the continual development of the internet, MAN Energy Solutions can update this Data Privacy Statement at any time subject to data protection law.
Version: June 2020