Data protection information

Data Protection Notice

Applicants

1. Name and Contact Details of the Controller

The controller within the meaning of Art. 4 No. 7 of the European General Data Protection Regulation (GDPR) is

State Museum of Natural History Stuttgart
represented by the Scientific Director Prof. Dr. Lars Krogmann
Rosenstein 1
D-70191 Stuttgart
Germany

Tel: 0049- (0) 711-8936-0
E-Mail: museum@smns-bw.de
Website: https://www.naturkundemuseum-bw.de

2. Contact Details of the Data Protection Officer

You can reach our official Data Protection Officer, Dr. Marcus Hoinle, as follows: E-Mail: datenschutz@smns-bw.de

3. Scope, Purpose and Legal Basis of Processing

As a rule, the following data are processed:
  • Title
  • Salutation/Gender
  • First and last name
  • Address (street, house number, postal code, city)
  • Contact details (e-mail address, telephone/mobile number)
  • Severe disability and degree of disability, if applicable equal status
  • (Higher) education certificates (transcripts and degrees)
  • Professional or practical references (certificates, evaluations, professional experience)
  • Additional skills (further training, language/IT skills, international experience, driving licenses)
  • Curriculum vitae
  • Preferred field of activity
Your personal data will be processed exclusively for the purpose of carrying out the recruitment procedure for the establishment of an employment, service or training relationship. The legal bases are:
  • Art. 6 (1) lit. b GDPR (pre-contractual measures, here: employment contract)
  • If applicable, Art. 6 (1) lit. a GDPR (consent)
  • Section 15 (1) and (3) of the Act Adapting General Data Protection Law and Other Provisions to Regulation (EU) 2016/679
Furthermore, we may process personal data concerning you if this is necessary to defend against legal claims asserted against us under the German General Equal Treatment Act (AGG) in connection with the recruitment procedure.
If an employment, service or training relationship with the State Museum of Natural History Stuttgart is subsequently established, your data will be transferred to your future personnel file and stored there.

4. Recipients of Personal Data

Your personal data will generally not be transferred to third parties unless they are involved in the recruitment process.
Internally, your application documents will only be forwarded to decision-makers and advisory bodies involved in the recruitment process: Head of the Institution, Human Resources Department, the respective Department Supervisor, Staff Council, Equal Opportunities Officer, Representative Body for Severely Disabled Persons.
Inquiries with former employers are subject to your consent.

5. Storage Period

Your personal data will be stored for as long as necessary to decide on your application. If an employment, service or training relationship with the State Museum of Natural History Stuttgart is subsequently established, your data will be transferred to your future personnel file and stored there.

If your application is stored for a longer period in an applicant pool on the basis of your consent, the storage period shall not exceed 2 years.

If you receive a rejection during the recruitment procedure, your data will be deleted three months after completion of the selection procedure. Longer storage may take place for the purpose of defending against possible legal claims and in connection with pending legal disputes.

If you are entitled to claim travel expenses for a job interview, the relevant supporting documents must be retained for 10 years.

6. Data Subject Rights

Right of Access (Art. 15 GDPR)
You may request confirmation as to whether personal data concerning you are being processed. You also have the right to obtain information about the processed data.
Right to Rectification (Art. 16 GDPR)
You have the right to rectification and/or completion if the processed data are inaccurate or incomplete.
Right to Restriction of Processing (Art. 18 GDPR)
The right to restriction of processing gives you the option to temporarily prevent further processing of personal data concerning you.
Right to Erasure (Art. 17 GDPR)
You may request that personal data concerning you be deleted without undue delay. The right to erasure does not apply insofar as processing is necessary for compliance with a legal obligation or for the establishment, exercise or defence of legal claims. 
Right to Notification (Art. 19 GDPR)
If you have exercised one of your rights, the controller is obliged to inform all recipients of the data of this rectification, erasure or restriction of processing.
Right to Data Portability (Art. 20 GDPR)
The right to data portability allows you to receive the personal data concerning you from the controller in a commonly used, machine-readable format in order to transmit them to another controller, if applicable.
If you have given us your consent to process your personal data, for example because we would like to store them for a longer period in case you may be considered for future job postings, you also have the right to withdraw your consent at any time. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.
You also have the right to lodge a complaint with the data protection supervisory authority responsible for the State Museum of Natural History Stuttgart:

poststelle@lfdi.bwl.deThe State Commissioner for Data Protection and Freedom of Information Baden-Württemberg
Office address: Königstrasse 10 a, D-70173 Stuttgart
Postal address: P.O. Box 10 29 32, 70025 Stuttgart
Tel.: +49 711/61 55 41-0
E-Mail: poststelle@lfdi.bwl.de