Data protection statement for applicants
Our use of your data and your rights
Information according to Articles 13, 14 and 21 General Data Protection Regulations (GDPR)
We are happy that you are interested in becoming a potential employer for GSP Sprachtechnolgie GmbH.
The protection of your personal data during the entire application process is important to us. When processing personal data, we comply with the relevant legal provisions on data protection and data security.
With this data protection information we would like to explain to you what information we collect during the application process, how this is used and the rights you are entitled to under the Data Protection Act.
1. Who is responsible for data processing and who is the data protection officer?
The office responsible for data processing is
GSP Sprachtechnologie GmbH
Telephone: +49 (0)30 76 99 29 - 0
Fax: +49 (0)30 76 99 29 - 312
You can contact our company data protection officer at
GSP Sprachtechnologie GmbH
Telephone: +49 (0)30 76 99 29 - 0
Fax: +49 (0)30 76 99 29 - 312
2. Where does your personal data come from?
Your personal data is generally collected directly from you as part of the application process.
If required, we process data with your consent, e.g. to contact former employers.
In addition, we might process personal data that we have rightfully obtained from public sources (e.g. professional networks) and are permitted to process.
3. What personal data do we collect?
The following categories and types of data are collected and processed in the course of the application process:
- Personal data (first and last name, date of birth, address, school leaving certificate)
- Communication data (telephone no., mobile no., fax no., e-mail address)
- Reported information (from third parties, e.g. credit agencies or public registers)
- Data on the assessment and evaluation within the application process
- Data on education (school, vocational training, civil/ military service, degree course, promotion)
- Data on professional career so far, education and work certificates
- Information on other qualifications (e.g. language skills, computer knowledge, voluntary activities)
- Application photo
- Information on the desired salary
Should we ask you about your gender in the application form by asking for your desired form of address, this is solely because we would like to address in the correct manner.
If your citizenship is from a country outside of the EU, a work permit for Germany is required. Therefore, we will also ask about your nationality in the application process.
4. For what purposes and on what legal basis is your data processed?
GSP Sprachtechnologie GmbH collects and processes the personal data from applicants in order to finalise the application process. Processing can occur electronically. This is particularly the case if the applicant has transmitted the corresponding application documents electronically to the person responsible for processing, for example by e-mail or via a web form available on the website.
We process your personal data in compliance with the provisions of the GDPR, the German Data Protection Act (BDSG) as well as with all other relevant laws (e.g. the Works Constitution Act (BetrVG), Working Time Act (ArbZG), etc.)
- To fulfil contractual and pre-contractual measures (Article 6 (1) b GDPR) To check and assess your suitability for the job to be filled, performance and behaviour evaluation to the legally permissible extent, possibly to register and authenticate applications made via our website, possibly to prepare the employment contract, measures to fulfil the general duty of diligence, statistical evaluations for management control, booking trips and travel expense settlement, permission and credential management, cost recording and control, internal and external communication, settlement via company credit card, (pre-)contract-related communication (including arranging appointments) with you, for the assertion of legal claims and defence during legal disputes.
- Processing your personal data occurs in order to work on your application for a specific job posting or your unsolicited application, and in this context especially for the following purposes:
- In the context of balancing interests (Article 6 (1) f GDPR)This applies, in particular, to guarantee IT security and IT operations, to secure and ensure domiciliary rights (e.g. video surveillance to prevent and secure evidence of crimes), to solve crimes (legal basis Section 26 (1) sentence 2 BDSG) and for internal communication.
- If necessary, we also process your data on the basis of Article 6 (1) f GDPR in order to safeguard our legitimate interests or those of third parties (e.g. authorities).
- On the basis of your consent (Article 6 (1) a GDPR).In general, you can withdraw your consent at any time. You will be informed in the corresponding text of consent about the purposes and the consequences of a withdrawal or of a refusal to give consent.
- As a general rule, withdrawing consent only becomes effective for the future. Processing that occurred before withdrawal is not affected by this and remains lawful.
- Your personal data can also be processed for specific purposes (e.g. to obtain references from previous employers or to use your data for later vacancies) based on your consent.
- On the basis of legal requirements (Article 6 (1) c GDPR)Purposes for processing may include identity and age checks, company health management, the guarantee of work safety, the fulfilment of fiscal control and reporting duties as well as archiving data for the purpose of data protection and data security as well as for the purpose of an assessment by tax consultants/auditors, tax and other authorities. Furthermore we are obligated in the context of preventing fraud and money laundering based on the European Anti-terrorism Regulations 2580/2001 and 881/2002 to compare your data with the so-called “EU terrorist lists” in order to ensure that no money or other economic resources are made available for terrorist activities.
- In addition, the disclosure of personal data can become necessary in the context of official/court measures for the purpose of gathering evidence, prosecution or asserting civil claims.
- We also process your data in order to be able to fulfil our legal duties, in particular, in the area of tax and social security law (control and reporting duties) and for statistical purposes. This occurs on the basis of Art. 6 (1) c GDPR in conjunction with Section 26 BDSG.
5. Who receives your data?
Your personal data is treated with the strictest confidence.
In our company only persons and offices responsible for processing the application (e.g. managers and line managers that have advertised a position, Works Council, accounts department) that need your personal data to fulfil the (pre-)contractual and legal obligations or in the context of processing and implementing our legitimate interests, will receive it.
Your data will only be transmitted to external offices
- for purposes where we are obligated (e.g. tax authorities) or entitled to provide information, report or transmit the data in order to meet legal requirements or the data transmission lies in the public interest;
- for purposes where we are obligated to provide information, report or transmit data in order to fulfil contractual requirements (e.g. to personnel service providers to calculate commission);
- if external service companies process data on our account as contract processor or to assume certain functions (e.g. credit institutions, external computer centres, companies that remove data, courier services, post office, logistics);
- based on our legitimate interests or the legitimate interests of third parties (e.g. to authorities, lawyers, courts, appraisers);
- if you have given us your consent to transmit it to third parties.
Recipients of your data may only use it for the purposes it was transmitted to them.
If we commission service providers in the context of contract processing in order to fulfil our (pre-)contractual and legal duties, these are contractually obligated to adhere to our data protection instructions.
6. Is your data transmitted to a third country?
Data is only transmitted to countries outside of the European Union (EU) or of the European Economic Area (EEA) – so-called third countries - if
- this is necessary to implement the employment contract,
- it is legally prescribed (e.g. duties to report under tax law),
- you have given us your consent or
- necessary in the context of contract data processing.
Currently no service providers are used in third countries. Should this be planned, you will be informed. Such data transmission only occurs if the EU Commission has confirmed that there is an adequate level of data protection or other suitable data protection guarantees in the third country (e.g. binding internal data protection provisions or EU standard contract clauses).
7. How long is your data stored?
In principle, we process and store your data for the duration of your application. This also includes the initiation of a contract (pre-contractual legal relationship).
If GSP Sprachtechnologie GmbH does not conclude an employment contract with the applicant, the electronic application documents are erased six months after announcing the rejection decision, provided erasure does not conflict with other legitimate interests of the person responsible for processing.
Application documents in paper form are returned in their originals no later than after six months in the event of non-employment.
Should we wish to store your data longer for future vacancies or you have placed your data in an applicant pool, the data will be deleted at a later stage; details will be communicated to you in connection with the respective process.
Furthermore, we are subject to various storage and documentation obligations that are derived among others from the Commercial Code (HGB) and the Fiscal Code (AO). The periods of storage or documentation prescribed there can last up to ten years beyond the end of the contract relationship or the pre-contractual legal relationship.
If the data is no longer required for the fulfilment of contractual or legal duties and rights, they are regularly erased, unless their continued – temporary – processing is necessary to fulfil purposes arising from a prevailing legitimate interest of our company. Such a prevailing legitimate interest exists if erasure is not possible or only at a disproportionately large expense due to the special type of storage. In this case, we can store your data for a period compatible with the purposes also beyond the end of our contract relationship and possibly use it to a limited extent. In these events, deletion is principally replaced by a restriction on processing. In other words, the data is blocked by appropriate measures to prevent the usual processing.
8. Which data protection rights can you as the data subject assert?
Under certain conditions you can assert your data protection rights against us.
According to Article 15 GDPR, you can demand information on the data stored about your person from the abovementioned address. In addition, under certain conditions you can according to Article 16 GDPR demand rectification or according to Article 17 GDPR erasure of your data. You may also have a right to the restriction of processing your data according to Article 18 GDPR as well as a right to receive the data made available by you according to Article 20 GDPR (data portability) in a structured, usual and machine-readable format.
The limitations according to Sections 34 and 35 BDSG apply to the right to information and the right to erasure. Furthermore, there is a right to object to a supervisory authority for data protection (Article 77 GDPR in conjunction with Section 19 BDSG).
You can at all times withdraw your consent to your personal data being processed. This also applies to the withdrawal of declarations of consent that were granted to us before the validity of the GDPR, in other words before 25 May 2018. Please note that withdrawal is only effective for the future. Processing that occurred before the withdrawal is not affected by this.
Your applications to exercise your rights should be made in writing if possible and sent to one of the following offices.
GSP Sprachtechnologie GmbH
9. Where can you lodge a complaint?
You have the option to approach the abovementioned data protection officer or a supervisory authority for data protection with a complaint. The supervisory authority for data protection responsible for us is:
Berliner Beauftragte für Datenschutz und Informationsfreiheit
10. Are you obligated to make your data available?
In the context of your application you only have to make the personal data available that is required to implement the application process and to fulfil the (pre-)contractual duties associated with this or that we are legally obligated to collect. Without this data we will not be able to implement the application process with you.
If we request data from you beyond this, you will be informed separately that the information is voluntary.
11. To what extent is there automated decision-making (including profiling)
In principle, we do not use fully automated decision-making according to Article 20 GDPR when processing applications. Should we use this procedure in individual cases, we will inform you of this separately, provided this is legally required.
12. Information on your right to object according to Art. 21 GDPR
Right to object
If we process your data to protect legitimate interests, you can object to this processing on grounds relating to your particular situation. Then we will no longer process your data, unless we can prove compelling legitimate reasons for processing which override your interests, rights and freedoms, or processing serves the establishment, exercise or defence of legal claims.
Of course, you can withdraw your application at any time.
We do not plan to use your personal data for purposes of direct mail. Nevertheless, we have to inform you that you have the right to enter an objection against advertising; this also applies to profiling provided it is connected to such direct mail. We will take this objection into consideration for the future.
The objection can be made in no particular form and, if possible, should be directed to:
GSP Sprachtechnologie GmbH