Information on the processing of your personal data in the application process

With this privacy statement, we inform you about the processing of your personal data in the context of our application process as well as about your rights under the applicable data protection laws. This information applies to the application processes of the following companies of the Daimler Truck Group (hereinafter also referred to as “we”/ “us”):

We process your personal data exclusively in accordance with the legal provisions of data protection law, in particular the General Data Protection Regulation (hereinafter “GDPR”) and the Federal Data Protection Act (hereinafter “BDSG”).

1. Controllers and Data Protection Officers

The Daimler Truck company to which you are applying is generally responsible for data processing.

Daimler Truck AG, in joint responsibility with the aforementioned companies, operates the applicant management platform and administers the application processes in the Talent Acquisition Center as shared services. Job postings for the Daimler Truck Trainee Program and apprenticeships are also jointly advertised by the aforementioned companies of the Daimler Truck Group. In this respect, Daimler Truck AG and the advertising companies are jointly responsible within the meaning of Article 26 GDPR. We have therefore established agreements that define how the respective tasks and responsibilities are structured in the internal processing of your personal data and which group company fulfills which data protection obligations. In particular, we have determined that

  • the fulfillment of the information obligations according to Articles 13 and 14 GDPR is carried out by Daimler Truck AG, and
  • Daimler Truck AG acts as the point of contact for data subjects for the assertion of data subject rights within the meaning of Article 26(1) sentence 3 GDPR. You can therefore contact Daimler Truck AG to exercise your rights. If you contact us, we will coordinate within the meaning of the aforementioned agreement to respond to your request and ensure your data subject rights.

You can reach Daimler Truck AG at:
Daimler Truck AG, Fasanenweg 10, 70771 Leinfelden-Echterdingen, contact@daimlertruck.com.

You can reach the Group Data Protection Officer of the Daimler Truck Group at: Daimler Truck AG, HPC DTF2B, Fasanenweg 10, 70771 Leinfelden-Echterdingen, dataprivacy@daimlertruck.com.

2. Purposes and legal basis of data processing

We process your personal data in compliance with the European General Data Protection Regulation (GDPR), the Federal Data Protection Act (BDSG), and other relevant national laws. The data processing serves to conduct the applicant management process to initiate and establish an employment relationship with one of the aforementioned companies of the Daimler Truck Group. The primary legal basis for this is Article 6(1)(b) GDPR.

After hiring, we verify certain personal data to ensure that employees perform their duties without conflicts of interest and with integrity. The verification includes matching your personal data (name, first name, date of birth) with your original ID card or a comparable identity document, as well as verifying your certificates in the original (especially the last graduation certificate of the highest level of education). Only if necessary, we will ask you to present your residence permit, severely disabled person’s ID card, or certificate of good conduct in the original.

We also process your personal data to protect our legitimate interests, provided that your interests requiring the protection of your personal data do not override. The data processing is based on Article 6(1)(f) GDPR. Processing to protect legitimate interests is carried out in particular for the following purposes or to protect the following interests:

  • The organization of our work processes in the form of shared services for the administration of staffing processes and the involvement of managers from different group companies in personnel selection according to cross-company work organization and cooperation structures may require the transfer of personal data to other companies of the Daimler Truck Group. This corresponds to our legitimate interests in the professional and efficient organization of workflows and the implementation of the matrix organization typical for groups of our size.
  • To protect the group of companies from repetitions of serious violations that led to the termination of the employment relationship, a comparison of master data with internal information lists is carried out. These information lists contain names, dates of birth, and blocking periods. Serious violations are given in the case of an important reason within the meaning of Section 626(1) BGB and comparable cases.
  • In the event of your hiring, the following data (if filled in) from our applicant management system will be transferred to our personnel management systems:
  • Personal information such as name, address, email address, any other contact details, date of birth, gender, nationality,
  • Information on education, work experience, skills, and qualifications
  • Resume, certificates, and cover letter
  • The administration of employment relationships is organized as shared services, so your data may be transferred to Daimler Truck AG and further processed there as employee data.
  • The processing of your log files is based on our legitimate interest in properly displaying the website to you and ensuring the stability and technical functionality of the platform.
  • We create evaluations and reports using statistical methods to evaluate and further develop our recruiting processes, such as the duration of application processes and applicant source analyses in combination with data from other internal sources.

As part of hiring for management positions, reference checks and certificate verifications are conducted based on consent declarations according to Article 6(1)(a) GDPR. You decide whether to give us consent for reference interviews or the verification of certificates and documents. Such consents are voluntary and can be revoked at any time without giving reasons.

Insofar as special categories of personal data pursuant to Article 9 (1) GDPR are processed, for example data on health such as severely disabled status or religious affiliation or trade union membership, this is done on the basis of Article 9 (2) b) GDPR. If information on severe disability is processed in the context of personnel selection, we use supporting data analytics methods to determine the severely disabled status in order to meet the legal requirements. Automated decision-making is not associated with this. In addition, the processing of health data may be necessary for the assessment of your ability to work in accordance with Article 9 (2) h) GDPR.

3. Data categories and sources

Various categories of data are processed in an application procedure. These usually include:

  • Personal information such as name, address, e-mail address, other contact details if applicable, date of birth, gender, nationality
  • Information on education, professional experience, skills, and qualifications
  • Certificates, attestations, curriculum vitae and, if applicable, references
  • If applicable, billing data for the reimbursement of application costs
  • If applicable, information from publicly accessible sources such as professional networks (LinkedIn, XING)
  • If applicable, also information on salary expectations and availability
  • Information on residence permits, if applicable
  • Data on a severe disability or equalization, if you voluntarily provide this information
  • Log data generated when using IT systems
  • Data from online assessments in the case of applications for apprenticeships, dual study programs and trainee positions
  • For applications for holiday jobs additionally:
  • Certificates of enrollment
  • Language tool results
  • If applicable, shoe size for the procurement of safety shoes

The processing of special categories of personal data in accordance with Article 9(1) GDPR is also possible. These categories include sensitive information that requires a higher level of protection. This includes, for example, health data such as severely disabled status as well as data on religious affiliation and trade union membership.

Collection and processing of personal data

We generally collect your personal data directly from you, usually when you apply for a job.

Unfortunately, we cannot consider paper applications. Please note that we do not return paper applications including folders and original documents.

During the application process, we will communicate with you about the processing status by e-mail or telephone, for example.

Recommendation process/ referral process

Data collection can also be carried out by an employee of the Daimler Truck Group who wishes to refer someone for an advertised position. The following information is collected in an online form on the applicant management platform: salutation, first and last name, email address, and optionally a message to the recommended person. To complete the referral process, the employee confirms that the recommended person has consented to the processing of their personal data for this purpose. Without this confirmation, data processing is not permitted, and the process is terminated.

If the referral process is completed by the employee, the recommended person receives a notification informing them of the referral, along with a link through which they can apply for the advertised position. If the recommended person does not apply or clicks the “I am not interested” button, all data will be deleted after 30 days.

If the recommended person applies, the application is linked to the referral. The application status is then visible to the responsible HR department and the employee who made the referral, as the employee receives a bonus for a successful referral.

4. Recipients of personal data

Your application will be reviewed and examined by employees of the HR department as well as by managers in the targeted specialist area of our company. All persons responsible for processing are obliged to maintain confidentiality and handle your data with strict confidentiality. Your application will not be reviewed by automated systems, either during the pre-selection process or in the further selection process.

  • In the company where you applied
    Your personal data is generally processed by the company within the Daimler Truck Group to which you applied. Only authorized employees have access to this personal data to fulfill the aforementioned processing purposes (need-to-know principle). This includes, in particular, the managers responsible for filling the position and the personnel involved in the recruitment process.

If you have voluntarily disclosed your severe disability, we will inform the representative body for severely disabled employees immediately upon receipt of the application in accordance with Section 164, Paragraph 1, Sentence 4 of the Social Code (SGB) IX, to involve them in the application process from the beginning. The representative body for severely disabled employees is allowed to review all necessary documents.

All persons responsible for processing are obliged to maintain confidentiality and handle your data with strict confidentiality.

  • in other companies of the Daimler Truck Group
    The organization of our work processes in the form of shared services for the administration of recruitment processes and employment relationships may require the transfer of your data to Daimler Truck AG. Additionally, the transfer of personal data to another company within the group may be necessary to enable the involvement of managers from different group companies in the personnel selection process, in accordance with our cross-company work organization and group-wide collaboration structures.
  • Recipients outside the Daimler Truck Group
    In the case of vocational training, data is shared with the relevant Chamber of Industry and Commerce (IHK) for inclusion in the vocational training register and with the vocational school for registration. In the case of a dual study program, data is shared with the dual university for enrollment. To promote vocational training for persons with severe disabilities, data is forwarded to the relevant employment agency.
  • Data Processors on our behalf
    To fulfill our contractual and legal obligations, we also work with service providers. If these service providers process personal data on our behalf, we have concluded the data protection agreements required by law with them.
     

We have carefully selected our service providers and regularly monitor them, particularly their careful handling of personal data. All service providers are obligated by us to maintain confidentiality and comply with legal requirements or are themselves subject to corresponding legal obligations. Service providers can also be other companies within the Daimler Truck Group.

A list of relevant processors with whom we have more than temporary business relationships can be found in the overview attached as Appendix 1.

 

  • Transfer to recipients outside the European Economic Area
    As a globally operating group, Daimler Truck also cooperates with group companies and external service providers outside the European Economic Area (EEA). If we transfer personal data to recipients outside the European Economic Area (EEA), the transfer will only take place if the third country has been confirmed by the EU Commission to have an adequate level of data protection or if other appropriate data protection guarantees (in particular binding corporate data protection rules or EU standard contractual clauses) are in place, or if legal provisions permit the transfer. You can obtain an overview of the recipients in third countries and a copy of the specific arrangements to ensure an adequate level of data protection from us. Please contact the responsible person mentioned above for this purpose.

    If a transfer to recipients outside the European Economic Area is necessary for the assertion, exercise, or defense of legal claims, this can be done in accordance with Article 49, Paragraph 1(e) of the GDPR.

5. Storage period, deletion

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We store your personal data when there is a legal basis to do so, for as long as it is necessary for the purpose for which it was collected and processed. We delete your personal data when the legal basis for processing no longer exists, your consent has been withdrawn, or your right to object has been exercised, or when the data is no longer necessary to fulfill the original purpose, unless further processing is required to meet legal obligations.

Draft applications that are not submitted will be stored for 30 days to allow you the opportunity to continue the input later. After this period, the draft, as well as all entered data and attachments, will be deleted.

Your application profile remains active as long as you are involved in a selection process. Afterward, it will be stored for 3 months and then deleted. The information you provided in your application, such as your first and last names, contact details, as well as all attachments and data collected during the selection process, will be deleted 3 months after the completion of the selection process. The remaining parts of the application will be anonymized for statistical purposes and stored for an additional 21 months before being deleted.

Unsolicited applications, such as for internships, remain active for 6 months. During this time, we search for suitable job offers based on your details. You decide whether you want to be considered for an offer and whether your application should be submitted for the relevant position. If no suitable offer is made, your application documents, along with attachments, will be deleted.

If you decide to withdraw an application, you can do so at any time until the company issues a rejection decision. In such a case, the application will be deleted immediately.

Positions for apprenticeships and dual study programs are advertised for up to 15 months. If and to the extent that we process your personal data as part of online assessments, on-site tests, and/or selection days, these will be deleted no later than 8 months after a rejection.

 

In the event of employment, the data from your application will be processed to establish your employment relationship, partially transferred to follow-up systems (such as personnel management systems) and retained for at least the duration of your employment (after which they will be subject to the applicable retention periods for the respective data categories). This also applies to your private email address, which we may use for inquiries or information regarding the existing employment relationship. In the case of apprenticeships or dual study programs, your results from the online assessments and on-site tests will also be stored for the duration of the apprenticeship or dual study program and used to validate the selection process.

6. Data Processing Security

We take all necessary technical and organizational measures to ensure an appropriate level of protection and to safeguard your personal data, particularly against the risks of accidental or unlawful destruction, manipulation, loss, alteration, or unauthorized disclosure or access. Our security measures are continuously improved in line with technological developments.

7. Data Subject Rights

Data protection law grants you a number of rights as a data subject. Depending on the reason and type of processing of your personal data, you are entitled to the following rights if the legal requirements are met:

  • Access, Article 15 GDPR: You have the right to request confirmation as to whether we process your personal data and, if so, which personal data we process. According to Article 15 (3) GDPR you also have the right to receive copies of your personal data from us.
  • Rectification, Article 16 GDPR: You have the right to request the immediate correction of inaccurate personal data concerning you. You also have the right to request the completion of incomplete personal data.
  • Erasure, Article 17 GDPR: Under certain conditions, you have the right to request the deletion of your personal data. Your right to deletion depends, among other things, on whether we still need the data concerning you to fulfill our legal obligations.
  • Restriction of processing, Article 18 GDPR: Under certain conditions, you have the right to request the restriction of the processing of your personal data.
  • Data portability, Article 20 GDPR: This right only applies to personal data that you have provided to us. You have the right to request that we transfer this personal data directly to another controller or organization. Alternatively, you have the right to request that we provide you with the data in a machine-readable format. However, this only applies if we process your personal data based on your consent or a contract, or in the context of contract negotiations, and the processing is carried out using automated procedures.
  • Objection, Article 21 GDPR: If we process your personal data based on a legitimate interest, you have the right to object to the processing. If you exercise your right to object, we will stop the processing unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing serves the establishment, exercise, or defense of legal claims.
  • Withdrawal of consent: If you have given us consent to process your personal data, you can withdraw this consent at any time with effect for the future. The lawfulness of the processing of your data until the withdrawal remains unaffected.
  • Complaint to a supervisory authority, Article 77 GDPR: If you believe that we have not complied with data protection regulations when processing your data, you can contact the data protection authority responsible for your place of residence or federal state, or the data protection authority responsible for us. The lead data protection supervisory authority for the Daimler Truck Group is the “State Commissioner for Data Protection and Freedom of Information in Baden-Württemberg”. You can reach them at: Postfach 10 29 32, 70025 Stuttgart, poststelle@lfdi.bwl.de.

 

Your contact with us and exercising your rights: Furthermore, if you have any questions about the processing of your personal data and your rights as a data subject, you can contact us free of charge. Please contact dataprivacy@daimlertruck.com or by mail at the addresses listed above in section 1. Please ensure that we can clearly identify you. When withdrawing consent, you can alternatively use the contact method you used when giving consent.
 

By submitting your application, you assure that your information is truthful. You are aware that false information can lead to the termination of a potential employment relationship.

8. Adjustment of this information on the processing of your applicant data

We reserve the right to adjust our data protection and information security measures and to update this Privacy Statement on the processing of your applicant data accordingly. Please therefore refer to the current version of this information.

Status: August 2024