Privacy Policy for Applicants

Status: April 2026

Compliance with data protection regulations is of great importance to us. Below, we would like to inform you about the collection and processing of your personal data:

Controller
The party responsible for data processing is EW Group GmbH, Hogenbögen 1, D-49429 Visbek, Telephone: +49 4445 950 59 0, Email: personal@ew-group.de.

Purpose and Legal Basis of Data Processing
We process your personal data for the purpose of making a decision regarding the establishment of an employment relationship. In the context of the application process, we process personal data, particularly your contact details such as your name and address, as well as all data associated with your application, e.g., CV, certificates, qualifications.
The legal basis for processing your data is Art. 88 GDPR in conjunction with Section 26 (1) Sentence 1 BDSG (Bundesdatenschutzgesetz, which is the German Data Protection Act, engl. Federal Data Protection Act) or Art. 6 (1) Sentence 1 lit. b GDPR.
We also collect and process personal data that you voluntarily provide to us. Fields marked as voluntary or optional do not need to be completed. The processing of this data takes place on the basis of your revocable consent in accordance with Art. 6 (1) Sentence 1 lit. a, Art. 7 GDPR in conjunction with Section 26 (2) BDSG.
Furthermore, we reserve the right to use publicly accessible information about you as part of the selection process in addition to the application documents you submit. This only applies if such information is publicly available on the internet via search engines (e.g., Google). We also only use such information when and to the extent that it is suitable to provide further or confirmatory insight into your qualifications or your suitability for the position. This may include publicly accessible reporting about you, publicly accessible user profiles (e.g., on business networks such as LinkedIn or Xing), or statements you have made online (“posts”) or photos you have posted publicly.

Talent Pool
If your application does not lead to employment but remains of interest to us or affiliated companies (subsidiaries), we may ask whether we may retain your application for future job openings. The same applies if you provide your application proactively for future vacancies without reference to a specific job posting.
This extended retention is based on your revocable consent in accordance with Art. 6 (1) Sentence 1 lit. a, Art. 7 GDPR in conjunction with Section 26 (2) BDSG. Your inclusion in our talent pool is voluntary, and not providing consent does not affect any ongoing recruitment processes.

Job applications at affiliated companies
We also publish job applications for our subsidiaries on our website. If you apply for such a position, your application documents will be forwarded to the subsidiaries named in the relevant job advertisement. The subsequent application process will then be handled by that company.
The transfer of data is based on our legitimate interest pursuant to Article 6(1)(f) of the GDPR. Our legitimate interest lies in simplifying internal administration within the EW Group, organizing the recruitment process efficiently and, where necessary, supporting the subsidiaries in the recruitment process. We will store your application data for no longer than the duration of the recruitment process in order to support our affiliated companies in their selection procedures where necessary.
Where, in this context, data is transferred to subsidiaries based in a country outside the EU or the EEA, we ensure that this only takes place if the requirements of Article 45 et seq. of the GDPR are met. This includes, in particular, the existence of an adequacy decision by the European Commission or appropriate safeguards, such as the conclusion of standard contractual clauses.

Source of Data
We process personal data about you that you have provided to third parties for the purpose of deciding whether to establish an employment relationship. The data originates from:

Affiliated companies (subsidiaries) of EW Group GmbH, if you have consented to the transfer of your data
Job portals such as Stepstone, if you applied for one of our advertised positions via these platforms
Recruitment agencies

Information on Joint Responsibility under Art. 26 (2) Sentence 2 GDPR
In the context of the application process, we cooperate with the following platforms:

Stepstone, The Stepstone Group Deutschland GmbH, Völklinger Platz 1, 40219 Düsseldorf

If you apply to one of our job postings through one of these platforms, your personal data will first be collected by the platform operators and then forwarded to us.
The processing of your personal data takes place based on a joint controller agreement pursuant to Art. 26 GDPR, which we have concluded with the respective platform operators. We hereby inform you of the key contents of this agreement:

Responsibility of the platform operators (Scope A): The above-mentioned companies are responsible for the collection and transmission of your personal data.
The legal basis for registered users is Art. 6 (1) lit. b GDPR; for non-registered users, Art. 6 (1) lit. a GDPR may apply. Processed data includes the information you provide on the platforms, particularly CV-related information such as name, address, telephone number, date of birth, and information on education and work experience.
Responsibility of EW Group (Scope B): Once your application is received by us, we are responsible for further processing your personal data. This processing is carried out in accordance with the information provided in this privacy notice.

Both parties provide the required information pursuant to Art. 13 and 14 GDPR for their respective areas of responsibility.
You may exercise your data subject rights (Art. 15 ff. GDPR) with any of the parties involved. Please contact either the platform operators mentioned above or the controller listed in this privacy notice.

Recipients of Your Data
Your data will of course be treated confidentially and will not be shared with third parties. An exception applies to the transfer of data to affiliated companies after your prior consent via the talent pool.
Where, in this context, data is transferred to subsidiaries based in a country outside the EU or the EEA, we ensure that this only takes place if the conditions set out in Articles 45 et seq. of the GDPR are met. This includes, in particular, the existence of an adequacy decision by the European Commission or appropriate safeguards, such as the conclusion of standard contractual clauses.
If applicable, we may use strictly instruction-bound service providers that support us, e.g., in IT services or the archiving and destruction of documents, with whom separate data processing agreements have been concluded. Unless you explicitly consent, we do not transfer your data to entities outside the EU or EEA.

Retention Period / Criteria for Determining the Retention Period
Where no statutory retention period exists, data is deleted as soon as storage is no longer required or the legitimate interest in storage ceases. If no employment relationship is established, this is typically no later than six months after completion of the application process or after receipt of a rejection.
We also delete data if you revoke your consent to its processing.
Applications included in the talent pool are stored for one year. After that, the documents are deleted. Your declaration of consent for inclusion in our talent pool is retained for an additional three years to fulfil our accountability obligations under Art. 5 (2) GDPR. In individual cases, certain data may be stored longer (e.g., travel expense reimbursements). The duration depends on statutory retention obligations, such as those under the German Fiscal Code (6 years) or the German Commercial Code (10 years).
Further storage is also permissible if continued processing is necessary, following a balancing of interests, for the assertion, exercise, or defense of legal claims.

Your Data Protection Rights
You have the right to request information free of charge about the personal data stored about you (Art. 15 (1) GDPR). Additionally, subject to legal requirements, you have the right to rectification (Art. 16 GDPR), erasure (Art. 17 GDPR), restriction of processing (Art. 18 GDPR), and data portability (Art. 20 GDPR).
You have the right to revoke your consent at any time with effect for the future if data is processed based on Art. 6 (1) Sentence 1 lit. a or Art. 9 (2) lit. a GDPR.
You have the right to object to data processing pursuant to Art. 21 GDPR if the data is processed on the basis of Art. 6 (1) Sentence 1 lit. e or f GDPR.
To exercise your rights, please contact: personal@ew-group.de.
Under Art. 77 GDPR, you also have the right to lodge a complaint with a data protection supervisory authority. The right to lodge a complaint may be exercised in particular with a supervisory authority in the Member State of the place of residence or workplace of the data subject or of the place of the alleged infringement.

Our Data Protection Officer
Our Data Protection Officer at datenschutz nord GmbH can be reached at office@datenschutz-nord.de. Please include the controller mentioned above when submitting inquiries to our Data Protection Officer.

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