SWP Privacy Policy for Applications

[pursuant to Art. 13 GDPR - Duty to inform when collecting personal data from the data subject]

Last update: 05/2018

Thank you for your application to SWP.

We attach great importance to the protection of your data and the protection of your privacy. To ensure that you are fully informed about the collection, processing and use of personal data in the context of our application procedures, please read the following information.

1. Responsible for the Processing of Personal Data

The person responsible for the processing of your personal data within the meaning of data protection law is

German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
Phone: +49 30 88007 - 0
E-mail: info(at)swp-berlin.org
Chairman of the Executive Board: Prof. Dr. Volker Perthes

If you have any questions about data protection at SWP, you can contact our data protection officer at any time.

2. Data Protection Officer

You can contact our data protection officer as follows:

Data Protection Officer of
German Institute for International and Security Affairs (SWP)
Ludwigkirchplatz 3-4
10719 Berlin
E-Mail: datenschutz(at)swp-berlin.org

3. Further Information on the Processing of Your Data

When you apply to us, we process the information we receive from you as part of the application process, e.g. by letter of application, CV, references, correspondence, telephone or verbal information. In addition to your contact details, information about your education, your qualifications, your work experience and your skills are of particular relevance to us. We will judge you only by your suitability for the respective position, so that you do not have to send us a photo.

Your data will initially be processed exclusively for the purpose of the application procedure. If your application is successful, it will be used in your personnel file and for the execution and termination of the employment relationship and deleted in accordance with the regulations applicable to personnel files. If we are currently unable to offer you employment, we will continue to process your data for up to six months after the cancellation has been sent in order to defend ourselves against possible legal claims, in particular due to alleged discrimination in the application process. If you receive cost refunds or other tax-relevant transactions, the corresponding accounting documents will be kept until 31 March of the eleventh calendar year after payment at the latest, in the case of commercial and business letters and other tax-relevant documents of the seventh calendar year after their origin. Your data will initially be accessible to our human resources department, but also to the specialist department of the position to which you have applied, the works council, the equal opportunities officer, and, if required, the institute management and the accounting department. Our administrators and contractors have the technically necessary possibility to access data processed by means of IT. These are strictly bound by our instructions and may not process the data for their own purposes. In certain cases, we may be required to disclose your personal data to third parties, for example to our bank if you receive a refund or to the post office if we communicate with you by letter.

The legal basis for data processing in the application procedure and as part of the personnel file are § 26 Paragraph 1 Sentence 1 BDSG [Federal Data Protection Act] and Art. 6 Paragraph 1 Letter b GDPR and, if you have given your consent, for example by sending information not necessary for the application procedure, Art. 6 Paragraph 1 Paragraph 1 Letter a GDPR. The legal basis for data processing after a refusal is Art. 6 para. 1 subpara. 1 letter f GDPR. The legal basis for budgetary and tax law storage is Art. 6 para. 1 para. 1 lit. c GDPR i.V.m. § 147 AO. The legitimate interest in processing on the basis of Art. 6 para. 1 para. 1 letter f GDPR is the defense against legal claims.

As a rule, we do not require any special categories of personal data within the meaning of Art. 9 GDPR for the application process. We ask you not to send us any such information from the outset. If such information is exceptionally relevant to the application process, we will process it together with your other applicant data. This may include, for example, information about a severe disability which you may voluntarily provide us with and which we must then process in order to fulfil our special obligations with regard to severely disabled persons. In these cases, processing serves the exercise of rights or the fulfilment of legal obligations under labor law, social security law and social protection. The legal basis for data processing is then Art. 9 Para. 2 lit. b GDPR, §§ 26 Para. 3 BDSG [Federal Data Protection Act], 164 SGB [Criminal Code] IX. In exceptional cases it may be necessary to obtain information about your health or a disability or information from the Federal Central Register, i.e. about previous convictions, in order to assess your suitability for the intended activity. The legal basis for this is § 26 BDSG [Federal Data Protection Act].

Your data will neither be used by us for automated decision making or profiling nor passed on to third parties. Your data will be processed by us or on our behalf exclusively in Germany.

4. voluntarily provide your data

You are not obliged to provide us with personal data. However, we can only assess your suitability for the position in question if we receive information about your education, work experience and skills in particular, and we cannot include you in the application process without your contact details.

5. Your rights

According to the Basic Data Protection Ordinance you have

  • the right to information free of charge,
  • the right to rectification, deletion or limitation of processing,
  • the right to object to the processing,
  • a right to data transferability.

If the processing is based on consent, you have the right to revoke your consent at any time without prejudice to the legality of the processing carried out on the basis of the consent until revocation or the processing on another legal basis.

As far as a processing of your personal data is based on art. 6 para. 1 para. 1 lit. e or f GDPR, you have the right to object to the processing according to art. 21 GDPR. If your objection is made for reasons arising from your particular situation, we will no longer process your personal data unless we can prove compelling reasons worthy of protection for the processing, which outweigh your interests, rights and the processing serves to assert, exercise or defend legal claims. If your objection is directed against direct advertising, including profiling, insofar as it is connected with such direct advertising, we will no longer process your personal data for these purposes; however, we do not process applicant data for advertising purposes anyway.

Please contact us with your request using the above contact details.

You also have the right to complain to a data protection supervisory authority about our processing of your personal data, for example to the supervisory authority responsible for us:

Berlin Commissioner for Data Protection and Freedom of Information,
Friedrichstrasse 219,
10969 Berlin,
Phone 030/138890,
Fax 030/2155050,
E-mail mailbox(at)datenschutz-berlin.de.

If you have any questions or requests regarding data protection, please do not hesitate to contact us: Your contact is datenschutz@swp-berlin.org

6. Recommendations for the Security of Your Data

We are aware that applications contain sensitive personal data. We therefore ask you not to send applications to our general postal or e-mail address, but always to the contact person named in each case or to our e-mail address specially set up for applications. You can encrypt emails with our PGP key published on the website to prevent unauthorized access to your data. Please use our PGP public key here to send us an encrypted job application.