Privacy Policy for the Application Process

The Proalpha Group (hereinafter "we" or "us") attaches great importance to the protection of your personal data. This privacy policy is designed to inform you about how your data is processed dur-ing the application process.

1. Name and address of the data controller

The entity responsible for processing your personal data is Proalpha Group GmbH.

Proalpha Group GmbH
Auf dem Immel 8
67685 Weilerbach
Phone: +49 6374 800 0
Fax: +49 6374 800 199
E-Mail: info@proalpha.com

For privacy-related inquiries, you can contact our Data Protection Officer at the above address with the reference “Data Protection”, or via email at datenschutz@proalpha.com.

2. Definition of personal data

The term "personal data" as defined in Art. 4 No. 1 GDPR refers to any information that directly or indirectly identifies a natural person. A natural person is considered identifiable if they can be identified directly or indirectly, particularly through an identifier like a name, an identification number, location data, an online ID or one or more specific characteristics that reflect their physical, physio-logical, genetic, mental, economic, cultural or social identity.

3. Purpose and legal basis of data processing

We process your personal data exclusively for the purpose of managing the application process. The legal basis for this processing is Art. 6 Para. 1 lit. b GDPR (steps prior to entering into a con-tract) and Art. 88 GDPR in conjunction with Section 26 German BDSG.

3.1. Admission to the applicant pool

If you give us your consent, we will gladly add you to our applicant pool. In this case, we will store your consent for another two years and contact you if a suitable job opening within the Proalpha Group becomes available and we would like to invite you for an interview. The legal basis is your consent, Art. 6 Para. 1 lit. a GDPR. You can revoke your consent at any time by emailing datenschutz@proalpha.com.

3.2 Job-Alert

If you use our joint careers page for your application, you have the option of being informed by e-mail about new job advertisements and interesting offers. When you use this function, we process your email address and all other data that you voluntarily provide to us in order to send you suitable job offers.

The legal basis for this is your consent in accordance with Art. 6 para. 1 lit. a GDPR, which you give by using the job alert function. You can revoke this consent at any time via the unsubscribe link contained in every email.

3.3 Voicemail

If you are unable to reach us by phone, you can leave a message on our voicemail. Your recorded message will be used solely for the purpose of processing your request and will be handled in accordance with the applicable data protection regulations. The legal basis for this is Art. 6 Para 1 lit. b GDPR (processing for the performance of a contract or the taking of pre-contractual steps) or Art. 6 Para 1 lit. f GDPR (legitimate interest in processing inquiries). The messages will be deleted immediately after processing, unless they are still required for the stated purpose.

4. Handling of sensitive data

We only process specific categories of personal data (e.g., health-related data) if you voluntarily provide it and if this is necessary for the fulfillment of legal obligations or required for the application process.

5.  Data sharing within the company group

Your application is centrally processed by the Talent Acquisition & Employer Branding department of Proalpha Group GmbH. This department acts as a shared service for the entire company group, managing job postings and applications across the group.

This means that your application data may be shared within the company group to ensure that your application is assigned to the right contacts and relevant positions within our company group. 

The legal basis for this is our legitimate interest according to Art. 6 Para. 1 lit. f GDPR.

Companies with access to your data are:

• Proalpha Group GmbH
• Proalpha GmbH
• Atoria - the people software GmbH
• Böhme & Weihs GmbH
• CP Corporate Planning GmbH
• DIG GmbH
• Enit Energy IT Systems GmbH
• Empolis Information Management GmbH
• Gedys Intraware GmbH
• MKG Netherlands BV
• Nemo GmbH
• Quiply Technologies GmbH
• SKILL SOFTWARE
  
  

6. Third-party providers and external service providers

Your data may be shared with external service providers who assist us in managing the application process (e.g., applicant management software providers). These service providers are contractually obligated to process your data only according to our instructions and to implement appropriate technical and organizational measures to protect your data.

7. Data retention and deletion periods

Your data will be stored for up to six months after the conclusion of the application process, unless you have given consent for a longer retention period, for example for the admission to the applicant pool.

If you have not explicitly consented to the storage of your personal application data in our applicant pool as part of the application process, your data will be retained for six months after the application phase for documentation and legal purposes. After this period, it will be deleted or irreversibly anonymized.

If you have given consent to the retention of your personal application data, your application data will be deleted after two years, unless you provide renewed consent for further retention. Exceptions apply only if tax or other legal retention obligations require extended storage. In such cases, the affected data will only be deleted after the statutory retention period expires.

If you would like to request deletion of your data, despite previously giving consent for retention, please contact us via the email address provided above.

8. Your rights as a data subject

• Right of access (Art. 15 GDPR)
• Right to rectification (Art. 16 GDPR)
• Right to erasure ("right to be forgotten", Art. 17 GDPR)
• Right to restriction of processing (Art. 18 GDPR)
• Right to data portability (Art. 20 GDPR)
• Right to object (Art. 21 GDPR)
• Right to lodge a complaint with a supervisory authority (Art. 77 GDPR)

To exercise any of these rights, you can contact us via the contact details provided above. We will process your request in accordance with legal requirements and inform you of the outcome.

9.  Technical and organizational measures

We use SSL encryption to secure your data. Additionally, we implement access restrictions, regular security audits, and other measures to protect your data from unauthorized access.

10. Changes to this privacy policy

If there are significant changes to the purpose or method of processing your personal data, we will update this privacy policy accordingly and notify you in a timely manner.

As of: January 2025