With this data protection notice, Hermes Fulfilment informs you about the processing of applicant data in accordance with Articles 13, 14 and 21 of the General Data Protection Regulation (DSGVO).
Data processing purposes and legal basis
The data controller is the following Hermes company (insofar as you have applied to one or more of these companies or are in an initiation relationship for an employment contract):
Hermes Fulfilment GmbH
Headquarters & Returns Operations
Bannwarthstrasse 5
22179 Hamburg, Germany
Contact details (general):
Phone: +49 40 537 55 - 0
Fax: +49 40 537 54 - 870
E-mail: kontakt@hermes-ws.com
Data processing purposes and legal basis
Applicant data within the meaning of this data protection notice is all personal data of applicants, including the application documents submitted by them, which Hermes Fulfilment processes within the scope of the purposes described below.
Hermes Fulfilment processes your applicant data in accordance with the applicable statutory data protection regulations, in particular the General Data Protection Regulation (DSGVO) and the Federal Data Protection Act (BDSG), for the purposes outlined below. Further details and additions to the processing purposes are contained in the respective contractual documents, forms or pre-formulated declarations, if applicable:
Your applicant data is generally processed in order to review and evaluate your application with regard to a specific job description or - in the case of unsolicited applications - with regard to vacancies (legal basis Art. 6 (1) p. 1 lit. b DSGVO in conjunction with Section 26 BDSG).
Processing for certain purposes may also be based on your consent (legal basis Art. 6 para. 1 p. 1 lit. a DSGVO). This is particularly the case if we ask you whether we may pass on your applicant data to another Hermes company or include your applicant data in a talent pool.
Datanot directly collected from you and/or data categories
To the extent necessary for processing your application or for processing for the above purposes, we may collect data from third parties (e.g. recruiters, Xing, LinkedIn) or from public sources (commercial or civil register, press, Internet or social media), but only to the extent that we are permitted by law to collect and process such data. The relevant personal data categories include in particular:
Address and contact data (residence, telephone number, e-mail address).
Information about you on the Internet or social networks
Recipients or categories of recipients
Regardless of the channel through which you have applied to Hermes Fulfilment (Hermes Fulfilment online job portal, social networks such as Xing or LinkedIn, postal application), your applicant data is stored in a central applicant database of Hermes Fulfilment.
Within Hermes, only those persons and departments of the respective Hermes company receive your applicant data who need them to process your application or to fulfill contractual or legal obligations (such as executives, job managers, accounting, HR employees for contract preparation, etc.). In individual cases - provided you have given your consent - we may pass on your applicant data within the respective Hermes company to specialists for other vacant positions if your application is suitable for this.
Beyond this, your data will only be passed on if and insofar as
we are obliged to do so in order to comply with legal requirements (e.g. information, notification to tax authorities) or the data processing is in the public interest (e.g. disclosure in the event of criminal prosecution);
external service companies process the data on our behalf (external data centers, operation of the applicant management database, etc.), whereby these service providers are subject to security standards specified by us;
Beyond this, we will not pass on your application data to third parties unless we expressly and separately inform you of this.
Storage period
We process and store your applicant data for the duration of the application process and for the duration of any other contract initiation. After completion of the application process or the contract initiation, your electronically collected applicant data will be stored for 6 months and then either anonymized or completely deleted. The original application documents sent to us will be returned at the latest after expiry of the deadline.
If you have given us your express consent, we will transfer your data to our talent pool. There, the data will be deleted after 12 months, unless you renew your consent.
Data transfer to a third country
All applicant data transferred by you to Hermes Fulfilment will be stored and processed within the European Economic Area EU/EEA. Your data will only be transferred to third countries if this is necessary to fulfill a contractual obligation to you (e.g. application for a position abroad) or if you have given your express consent.
Your data protection rights
You can withdraw your application at any time. To do so, please send an informal letter to the contact person named in the job advertisement. Upon receipt of your letter or e-mail, the application process is completed for you.
Furthermore, you have the following rights with regard to Hermes Fulfilment concerning your applicant data:
Right to information: You have the right to information about your personal data stored by us (Art. 15 DSGVO), in particular you can request information about the processing purposes, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the origin of your data, if it has not been collected directly from you. Please understand that we may require proof from you that you are the person you claim to be.
Right to correction or deletion: You have the possibility to have your personal data corrected or deleted at any time, if the legal requirements for this are fulfilled in each case. In the event of inaccuracies, we will correct the data stored by us immediately after notification by you. Personal data will be deleted if legal requirements are met, including because the data is no longer necessary for the purposes for which it was collected or otherwise processed, or because this data was processed unlawfully.
The only data that is exempt from deletion is data that we need to complete outstanding tasks (e.g. to fulfill contracts) or to enforce our rights and claims, as well as data that we must continue to store due to legal retention periods.
Right to object to processing: Under the conditions of Art. 21(1) DSGVO, you may object to data processing on grounds relating to the particular situation of the data subject. The above general right to object applies to all processing purposes processed on the basis of Article 6(1)(f) DSGVO. Unlike the specific right to object directed at data processing based on consent, under the GDPR we are only obliged to implement such a general right to object if you provide us with reasons of overriding importance for doing so (e.g. a possible risk to life or health) and we cannot demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or which serves the assertion, exercise or defense of legal claims.
The objection can be made without any formalities and should be sent to the contact persons mentioned in section 8.
Right to data portability: You have the right to data portability according to Art. 20 DSGVO, i.e. the right to have selected data stored by us about you transferred in a common, machine-readable format or to request the transfer to another responsible party.
Right of revocation: Insofar as we process data on the basis of consent granted by you, you have the right to revoke the granted consent at any time. The revocation of consent does not have the consequence that the data processing carried out on the basis of the consent up to the time of the revocation becomes ineffective.
Right to complain to a data protection supervisory authority: You have the right to lodge a complaint with a data protection authority. You can contact the data protection authority responsible for your place of residence or your federal state or the data protection authority responsible for us.
Some of the aforementioned rights may only exist under additional conditions.
If you have given us permission to process your applicant data (in particular for longer storage), you have the right to revoke this permission at any time without giving reasons with effect for the future.
Contact person and data protection officer
If you have any questions regarding the collection, processing or use of your applicant data, as well as for information, corrections, deletions, processing restrictions, objections or because of the transfer of your data, please contact:
Hermes Fulfilment GmbH
Alexander Nörenberg
Data Protection Officer
Bannwarthstrasse 5
D-22179 Hamburg
E-mail: datenschutz@hermes-ws.com
Please make sure to provide us with your complete contact information (first name, last name and address) when submitting your request; this is the only way we can clearly identify you and respond to your inquiry quickly.
No automated decision-making
Hermes Fulfilment does not use any purely automated decision-making processes pursuant to Art. 22 DSGVO in connection with your application or your application data.
Status: April 2021
