[according to Article 13 DSGVO – Duty to inform when personal data is collected from the data subject]
Last updated: 05/2019
1.1 Responsible party for the processing of personal data
In accordance with data-protection law, the responsible party for processing personal data is the
Leibniz Centre for Contemporary History Potsdam
Am Neuen Markt 1
Phone: +49 (0) 331 28991-56
Board of Directors:
Prof. Dr. Frank Bösch
Prof. Dr. Martin Sabrow
1.2 Data protection officer
Our data-protection officer will be pleased to answer any questions you have about data privacy at the ZZF:
Data-protection officer of the Leibniz Center for Contemporary History (ZZF), Potsdam.
Dr. Ralf Ahrens
Am Neuen Markt 1
Phone: +49 (0) 331 74510-137
1.3 Additional information on the processing of application data
No one is obligated to provide the ZZF with personal data. In the application procedure, however, the ZZF can only assess the suitability of a respective job candidate if it has access to pertinent information about this person’s qualifications.
This includes contact data as well as information about the applicant’s education and work experience. To this end the ZZF processes the information submitted by the applicant during the application procedure, e.g., letter of application, résumé, references, written correspondence, information provided over the phone or in oral communication. The ZZF will use this information solely for the purpose of assessing the candidate's suitability for the job in question. There is no need to include a photo in your application.
The data will initially only be processed for the purpose of conducting the application procedure. In the case of a successful application, the data shall become part of the individual’s personal file to be used for employment purposes as well as for the termination of employment. The data will be deleted in accordance with the current regulations on personal files once employment has been terminated.
Unsuccessful applications shall be retained by the ZZF for up to six months after notification of rejection for the purpose of providing adequate information in the case of possible legal claims especially regarding alleged discrimination during the application procedure. Should applicants receive reimbursement or should there be other tax-relevant transactions, the corresponding accounting records for compliance with budgetary and fiscal requirements shall be retained no later than March 31 of the eleventh calendar year after payment or, in the case of commercial and business correspondence and other tax-relevant records, of the seventh calendar year after their creation.
The data contained in applications may be accessed by personnel officers (and their representatives), the individuals responsible for hiring (in the respective department), the employee representative, and the equal opportunities officer. If needed, institute directors and accounting may access specific data. Moreover, in the case of data processed using IT, access is provided to ZZF administrators and data processors. Access of this sort is never for reasons of content, but only as required for technical purposes. The IT staff is strictly bound to the instructions of the ZZF and may not use data for their own purposes. Personal data will be disclosed to third parties in certain cases, e.g., to the ZZF’s bank when applicants are reimbursed for expenses. No special categories of personal data (e.g., data revealing the ethnic origins, political opinions or health status of the applicant, pursuant to Article 9 DSGVO) are generally required for the application process at the ZZF. If, in exceptional cases, such information is relevant to the application process, this data is processed together with the applicant’s other data. This might, for example, include the voluntary sharing of information regarding a severe disability. In these cases the processing of this data serves the exercise of rights or the fulfilment of legal obligations arising under employment, social-security and social-protection law. The legal basis of data processing is outlined in point (b) of Article 9(2) DSGVO, Section 26(3) BDSG, 164 SGB IX.
Application data will not be used by the ZZF for automated decision-making or profiling, nor will they be passed on to third parties. The data will be processed exclusively in Germany by the ZZF or on behalf of the ZZF.
1.4 Rights of applicants
According to the General Data Protection Regulation, applicants have the following rights:
- the right to request information free of charge,
- the right to rectify or erase personal data or to restrict its use,
- the right to object to data processing,
- the right to data portability.
Where the processing is based on consent, the applicant has the right to withdraw this consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal (see Article 6(1) DSGVO). The applicant has the right to lodge a complaint to a supervisory authority about the processing of his or her personal data by the ZZF, for example, with the State Commissioner for Data Protection and the Right of Access to Files (Landesbeauftragten für den Datenschutz und für das Recht auf Akteneinsicht, https://www.lda.brandenburg.de/cms/detail.php?gsid=bb1.c.233960.de). The ZZF’s data-protection officer shall also be at the applicant’s disposal (datenschutz(at)zzf-potsdam.de).
1.5 Data-security recommendations in the case of applications
As job applications contain sensitive personal data, access to this data at the ZZF is limited to those individuals directly involved in the application process. In this context, we ask that applications always be sent to the email address specifically provided for applications (bewerbung(at)zzf-potsdam.de) and always include the application reference number in the subject line. Please note that email applications without the aforementioned reference number in the subject line cannot be accepted for security reasons.
If you have the capability to encrypt your emails and attachments, you are welcome to send us your documents encrypted. The ZZF offers PGP encryption. A text document with the public PGP key for encrypted applications to the ZZF can be found here. If you have any questions, please send us an email to bewerbung(at)zzf-potsdam.de with the subject line “encrypted email.” You will then receive instructions for the secure transmission of your documents.
Of course there is always the option of sending your application through the mail.
 The legal basis of data processing during the application procedure and as a part of your personal file is Section 26(1) p. 1 BDSG and point (b) of Article 6(1) subparagraph (1) DSGVO and, provided the applicant has given his or her consent, e.g., through sending materials not required for the application procedure, point (a) of Article 6(1) subparagraph (1) DSGVO. The legal basis of data processing upon rejection is point (a) of Article 6(1) subparagraph (1) DSGVO. The legal basis of storing personal data for accounting and tax purposes is point (c) of Article 6(1) subparagraph (1) DSGVO in conjunction with Section 147 AO. The ZZF’s legitimate interest in processing data on the basis of point (f) of Article 6(1) subparagraph (1) DSGVO is its defense against legal claims.
2. ZZF website
2.1. Matomo (Piwik)
This website uses the open source web analytics service Matomo.
Matomo uses so-called "cookies". These are text files that are stored on your computer and that allow an analysis of the use of the website by you. For this purpose, the information generated by the cookie about the use of this website is stored on our server locally at the ZZF. The IP address is anonymized before it is stored.
The information generated by the cookies about your use of this website will not be disclosed to third parties. You can prevent these cookies being stored by selecting the appropriate settings in your browser.
If you do not agree with the storage and use of your data, you can disable this feature here. In this case, an opt-out cookie will be stored in your browser to prevent Matomo from storing your usage data. If you delete your cookies, this will mean that the opt-out cookie will also be deleted. You will then need to reactivate it when you return to our site if you wish your activity not to be tracked.