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Data Protection Information for Applicants

Data Protection Statement According to Art. 13 GDPR

This Data Protection Statement informs you about the processing of your personal data at BioMed X GmbH (hereinafter, “BioMed X” or “we”). According to Art. 4 No. 1 GDPR, personal data includes any information that relates to or allows connecting it to your person, in particular by means of assigning an identifier such as a name, organization or personnel number by which your person can be identified.

1. Content and Purpose

The confidential and responsible handling of personal data is a central component of the corporate culture of BioMed X. This applies in particular to the personal data of our applicants. This information sheet for the processing of applicant data serves to inform applicants of BioMed X of the processing of their personal data as well as their respective rights according to the EU General Data Protection Regulation (GDPR).

2. What Information Does BioMed X Process About Applicants and How Are These Data Recorded?

As part of the application process, BioMed X processes personal data of its applicants. This involves in particular information provided by applicants themselves. Other information is automatically generated by applicants when using and communicating with the systems of BioMed X, e.g. through system logins or the sending of emails. Moreover, personal data of applicants can also be generated or made available by third parties.

In particular, the following applicant data will be processed:

  • Personal particulars such as name, gender, date of birth, nationality, country of residence, English language skills, current and desired position, primary interest, how the applicant heard about BioMed X, curriculum vitae, professional experience and training, competences, etc.
  • Professional and private contact details, in particular address, telephone and fax numbers, email address, etc.
  • Credentials and authentication data, in particular ID card copies, ID card data, driver’s license, certificate of good conduct, application photo, etc.

3. Why Does BioMed X Need Personal Data of Applicants?

As a rule, BioMed X needs the requested information from applicants to carry out the application process. For this purpose, applicants are encouraged to provide the information.

If the requested information is not required to complete the application process, applicants will be informed that the information is provided on a voluntary basis and can therefore be refused.

4. For What Purpose Will Applicant Data be Processed?

Applicant data will be processed by BioMed X in accordance with applicable data protection laws for the purpose of carrying out the application process.

In particular, applicant data are processed for the following purposes:

  • Implementation of the application process

In this context, applicant data of BioMed X are only used to meet legal obligations (Art. 6 Par. 1 lit. c GDPR or Art. 9 Par. 2 lit. b GDPR) or to safeguard the legitimate interests of our company or of a third party (Art. 6 Par. 1 lit. f GDPR).

On the other hand, the processing of personal data does not in principle require the consent of the applicant concerned.

5. Who Will Be Given Access to Applicant Data?

Among our subsidiaries and affiliates with a majority shareholding of BioMed X, only those bodies or employees receive personal data who require them to carry out their functions within the scope of contractual and legal obligations or to safeguard a legitimate interest. Other than the foregoing, no applicant data will be disclosed or transmitted within BioMed X.

Data processors commissioned by BioMed X (especially IT and back-office service providers) receive candidate data when these are needed to perform their functions. All processors are contractually obligated to treat transmitted data confidentially and to process them only as part of their service role.

As far as required for the evaluation of applications, applicant data is transmitted to research sponsors and partners of BioMed X as well as external independent reviewers in countries inside or outside the EU or the EEA. All recipients of applicant data are contractually obligated to treat transmitted data confidentially and to process them only for the purpose of evaluating the applications.

6. How Long Will Applicant Data Be Stored?

BioMed X processes applicant data, as far as necessary, for the duration of the entire employment relationship (from application to the end of employment) as well as in accordance with statutory archiving and record-keeping requirements. If no employment contract is concluded with BioMed X, applicant data will be deleted at the latest after 6 months except in the presence of a legitimate interest or the consent of the applicant to continued storage.

In addition, the storage period takes into account the statutory limitation periods, in particular under the German Civil Code (BGB) which in certain cases may be up to 30 years (the general limitation period is 3 years).

For details on the storage period of personal data at BioMed X, applicants may contact the data protection officer for further information.

7. What Rights Do Applicants Have with Regard to Their Personal Data?

In accordance with the provisions of Arts. 15 to 22 GDPR and the terms laid down therein, applicants have the right:

  • to obtain information on their personal data processed and to the issue of a copy of the stored data (“Right to Information”)
  • to request the correction or completion of incorrect or incomplete personal data (“Right to Rectification”)
  • to request the deletion of the personal data concerning them if the processing is carried out in breach of the GDPR, in particular when the consent of the applicant was revoked or a legitimate objection raised (“Right to Deletion”)
  • to demand a restriction on the processing of their data and to object to certain processing operations (“Right to Restrict Processing” and “Right to Object); and
  • to obtain their data in a structured, common and machine-readable format, and transfer the data to another data controller (“Right to Data Portability”).

Applicants are not subject to any decision that results solely from automated processing, including profiling, which has a legal effect on them or significantly affects them in a similar manner.

Every applicant is free to lodge a complaint to the Baden WĂĽrttemberg State Commissioner for Data Protection and Freedom of Information at poststelle@lfdi.bwl.de