Processing of (personal) data by the entity in charge of the online application process

Applicant Privacy Notice

Thank you for visiting our online application portal and for your interest in our company. We take the protection of your personal data and privacy very seriously. If you have any questions about how your personal data is handled during the recruitment process, please feel free to contact us.

1. Data Controller

The data controller responsible for this applicant portal in accordance with the General Data Protection Regulation (GDPR) is:

Toyota Automated Logistics EMEA B.V., Vanderlandelaan 18, 5460 AA Veghel, The Netherlands
E-Mail: info.de@toyota-al.com

Our legal notice (Impressum) is available here https://toyota-automated-logistics.com/legal-notice.

Data Protection Officer::
RA Dr. Oliver Meyer-van Raay, c/o V-Formation GmbH, E-Mail: om@v-formation.gmbh

2. Scope of Data Processing

Through our applicant portal, you may submit applications for advertised vacancies or submit an unsolicited application. To process your application, we collect and process the following personal data and categories of data:

Contact information: title, first name, last name, address, telephone number, email address
Application documents: CV/résumé, certificates, qualifications, references, and photograph (if provided)
Information relating to work authorization and residence permits
Any additional information you voluntarily provide

3. Purpose and Legal Basis of Processing

We process the personal data you provide in connection with your application to assess your suitability for the advertised position and, where appropriate, for other comparable vacancies within the viastore Group, and to conduct the recruitment process. The legal basis for processing your personal data is Section 26 of the German Federal Data Protection Act (BDSG), which permits the processing of personal data where necessary for decisions regarding the establishment of an employment relationship. Any additional information voluntarily provided by you is processed on the basis of Article 6(1)(f) GDPR, as we have a legitimate interest in considering such information as part of the recruitment process.

If we are unable to offer you a suitable position at the present time, you may be given the opportunity to join our candidate pool. If, after completion of the recruitment process, you consent to the continued storage of your personal data for this purpose, the legal basis for further processing will be your consent pursuant to Article 6(1)(a) GDPR. You may withdraw your consent at any time with future effect and without providing a reason.

If your application results in an employment contract, the information you have provided may be transferred to your personnel file and retained for standard organizational and administrative purposes in accordance with applicable legal requirements, particularly Section 26 BDSG.

4. Disclosure of Personal Data

Upon receipt of your application, your application documents will be reviewed by our Human Resources department and the relevant hiring managers. Within the company, only those individuals who require access to your data for the purpose of conducting the recruitment process will have access to it.

Your application documents may be shared with another Toyota Automated Logistics company only where necessary for processing your application or for making a decision regarding an employment relationship.

In addition, external recipients may include data processors, such as service providers engaged to support the technical infrastructure and maintenance of our IT systems.

5. Applicant Profile Management and Data Retention

Using the login credentials created during the application process, you may access your applicant profile at any time. You can view the information you have provided and update your personal and contact details whenever necessary. Please note that changes to your personal or contact details will apply to all of your active applications. Other information contained in your applicant profile generally cannot be modified after an application has been submitted.

You may withdraw your application at any time if you are no longer interested in the position. In that case, you will no longer be considered during the recruitment process. After the recruitment process has ended, or if you withdraw your application, your data will be deleted in accordance with applicable legal requirements.

As a general rule, applicant data is deleted four months after a rejection decision has been issued. If you have consented to being included in our candidate pool, your data will be retained only as long as necessary for the purposes for which it was collected and processed, typically for up to one year after being added to the candidate pool.

If an employment relationship is established, the relevant information from the applicant portal will be transferred to your personnel file and processed as part of the employment relationship.

6. Security and Final Provisions

Toyota Automated Logistics implements appropriate technical and organizational measures to protect applicant data against unauthorized access, manipulation, loss, or destruction. These security measures are continuously adapted to reflect technological developments. Data transmitted between your web browser and the applicant portal is encrypted using HTTPS (transport encryption).

We use Google reCAPTCHA, a service provided by Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland (“Google”). This service helps determine whether data entered on our website is provided by a human user or through automated processing and is used to prevent misuse and spam. As part of this service, your IP address and other information required by Google for reCAPTCHA may be transmitted to Google. The legal basis for this processing is Article 6(1)(f) GDPR, based on our legitimate interest in preventing abuse and spam. Further information about Google reCAPTCHA and Google’s Privacy Policy can be found on Google’s website https://www.google.com/intl/de/policies/privacy/.

We reserve the right to amend or supplement this Privacy Notice with future effect. The version available within the applicant portal at the relevant time shall apply. If you have any questions regarding this Privacy Notice or data protection at viastore in general, please contact: Privacy@toyota-al.com.

Additional information about data processing at viastore, including details of your rights as a data subject under the GDPR, can be found in the general privacy information available on our website https://toyota-automated-logistics.com/privacy-policy.

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.