Data protection declarations for employees

Purpose of data processing

Before entering our company, we will process your personal data solely for the purpose of establishing a contractual relationship to the extent required.

During the period of your employment or subsequent work, your personal data will be processed to carry out and/or terminate the contractual relationship.

After the achievement of the respective purpose, your data will be stored in compliance with the statutory retention periods, and usually deleted after 6 or 10 years.


Legal basis of processing

Legal bases for the processing of your personal data are in particular:

  • Article 6 (1) a on the basis of your consent, whereby no consent is required for the conclusion of a contract or the continuation of an existing contract

  • Article 6 (1) b for the establishment, implementation and termination of a contractual relationship

  • Article 6 (1) c for fulfilling a legal obligation

  • Article 6 (1) e for the performance of a task in the public interest or in the exercise of official authority delegated to the controller;


The following personal data will be processed:

  • applicant data: name, date of birth, curriculum vitae, nationality/work permit, etc. for selection, recruitment, entry and exit management;

  • Private contact details: address, telephone number, e-mail (for the purpose of establishing contact);

  • official contact details; e.g., phone numbers, e-mail, work location, job title, photo if necessary;

  • Identification/payment details: identity card or work permit to identify and establish legitimacy of employment, place of birth, marital status

  • time registration data, vacation time, working time accounts, etc.;

  • Personnel screening data depending on use by different mandates, which may require this. E.g., police certificate of good conduct/clearance certificates;

  • data on suitability for performance-/behavioral control; training and education information, data for the purpose of measuring goal achievement, e.g., for variable remuneration component;

  • other data in personnel management: data in the context of occupational health and occupational health management, occupational safety and health, any degree of severe disability.


Data collected by third parties

Via the KEOS Software Service GmbH (see below) we are collecting payroll information that the tax authorities provide for correct billing. This applies in particular to the relevant payroll data below:

  • tax identification number, health insurance membership, income tax classes, allowances, religious affiliation for church tax, account number, any wage garnishments (for the purpose of payroll accounting and fulfilment of social security, tax, and legal obligations); VBL


Service Provider and other recipients

We transmit or receive personal data of the below mentioned service providers solely on the basis of a processing contract (in accordance with Article 28 GDPR). With these service providers, data protection agreements that comply with the legal requirements are established in order to achieve an adequate level of data protection and corresponding guarantees.


HR Managment

KEOS Software Service GmbH


Hohenfelder Str. 27 | 56068 Koblenz | www.convotis.com | s.bauer@convotis.com

Phone +49 (0)6184 9503 – 501 | Fax +49 (0)6184 9503 60 501

Firmensitz: Langenselbold


Accounting system

GFI Gesellschaft für IT-Systeme mbH

Tauentzienstraße 9-12

10789 Berlin


Categories of recipients are:

  • banking service

  • service provider for the settlement of wages (tax consultants), auditors

  • health, social and accident insurance carriers and other insurance companies

  • authorities such as financial authorities, social funds, employment agencies, if necessary, safety, health, and other authorities

  • occupational health service

  • cooperation partner (only official contact details)


Please see the superordinate data protection declaration regarding the contact details of the controller and rights of the data subjects.

Leibniz Institute for Resilience Research (LIR)
Wallstraße 7
55122 Mainz
Phone: +49 (0)6131 89448-77
Further Information