Privacy Policies UK

Privacy Policy UK

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Data Protection

Thank you for visiting our website. We are pleased that you are interested in Deutsche Bahn (AG)* as a potential employer. The protection of personal data of applicants**, employees and all third parties connected with us is of particular importance to us.


When processing personal data, Deutsche Bahn takes account of the relevant statutory provisions on privacy and data security applicable in the respective countries, as well as of our internal privacy regulations.


This Privacy Notice provides information on how Deutsche Bahn deals with personal data collected through Deutsche Bahn’s job board web pages, or that you otherwise provide to Deutsche Bahn, due to your application, and explains the handling of your personal data in the course of the application process.


For better clarity, this privacy notice is divided into three sections: The first section A provides general information relevant for all subsidiaries of Deutsche Bahn which use these web pages for their application processes. Country and subsidiary specifics with regard to privacy are then explained in section B. Section C gives you further insights into technically relevant information.

Part A - General Information

1. Which purpose has the personal data collection?

Deutsche Bahn needs your personal data to handle your application. The data you have provided to us in line with your application will only be used and processed for the purpose of applicant selection. For the handling of your application we will only use the information that you have provided to us directly. This may include details that you have stored in online career networks or other job boards.

In addition, it is our goal to make the application process as easy as possible for you. We take your application into account for further positions within our subsidiaries. In this case, we might contact you and invite you to apply for another position if your profile matches. You then decide if you are interested in applying. The same applies for any speculative application that you might have provided to us.

2. Which personal data do we collect?

We record your personal data which is relevant for, or that you provide to us during, the application process (including, but not limited to last name, first name, address, email, position you applied for, and details on your application). To be able to consider your application thoroughly we might also need information on your previous professional career and other similar information.

In the case of a speculative application which does not refer to a concrete position, we also ask for your interests (e.g. with regard to location and job groups of interest) in order to consider you for other suitable jobs.

In the case of an online application you complete the personal data in the online forms and upload the relevant documents. In the case of other application channels, we record the relevant information from your application and store your application documents.

3. Who processes the information from your application?

Due to the organizational structure of Deutsche Bahn and depending on the method of application chosen by you, your application might be processed by different divisions. In all cases, your personal data will exclusively be processed by the unit that is responsible for recruiting and, if necessary, by service providers which are contractually bound and legally obliged to comply with the applicable privacy regulations.

In your online application for a specific job or to attend a recruitment event, you can, as an external applicant, actively agree to the disclosure of your personal data for other suitable jobs in the same or another group company (both nationally and internationally). If you do not agree or if you cancel your agreement, this means that the application will cease to be considered for other jobs. If you have applied by email or post, we will inform you in the acknowledgement of application that we would also like to check your application against other job offers in the same or another group company. In this regard, we will advise you to notify us if you do not agree to this. Prior to any disclosure of your personal data, we will contact you again to obtain your express consent. You may cancel your agreement to disclosure at any time, by email or post, at the address indicated in Clause 1. Cancelling your agreement to disclosure of the application means that the application will cease to be considered for other jobs.

4. Who is informed about your application?

Your personal data is treated strictly confidentially and will be provided only to the competent persons involved in the recruitment process and to subcontractors which might deliver necessary services during the selection process (e.g. online test suppliers). For more details on subcontractors on a country and subsidiary level please refer to section B.

Should you be considered for employment, the subsequent use or disclosure of your information is limited to general accepted employment-related purposes to those with a need to know. This includes information disclosed to internal or third party providers for required pre-employment check, verification and any legal or regulatory requirements.

If you apply online, we ask you to decide to which extent we are allowed to share your personal data:

  • In case you select “nationally”, your profile is visible to Personnel responsible for recruitment within the country in which the position is located or which you have selected as country of interest in the speculative application process.
  • In case you select “internationally”, your profile is visible to Personnel responsible for recruitment independent in which country they are located. This means that all responsible employees of all DB Group companies that use this platform for their recruitment purposes, including, if applicable, employees of their respective data processors, have access to your application/profile. You find out to which DB Group companies this actually applies if you turn to the overview of the attached local privacy policies (see Section B).


Within DB Group uniform minimum standards apply for dealing with personal data, according to our Global Privacy Policy.


In particular, it is inadmissible to use your application/profile for other purposes besides our recruitment processes, as described in our Privacy Policy. Nevertheless please note that due to the various locally applicable data protection regulations there are different levels of protection by the respective privacy regulation in the different countries.


If you applied using any other application channel besides online application, your personal data will only be shared in the country the job is located in.


You can revise your decision on the visibility of your application at any time, for instance you may decide to withdraw your decision to be visible internationally. If you want to do so, please refer to part B and the respective country and subsidiary specific section for the concrete email address.

5. How can you change your personal data?

In the case of an online application you can access and update your profile and personal information in the job board, including your personal data and added documents, at any time. Furthermore, it is possible to withdraw an application for a position via your profile. If you want us to delete your profile and/or some or all of your applications with immediate effect, please refer to part B for the respective email address to request the deletion. In this case we will also inform any subcontractor (e.g. for online tests) who might have received your personal data and request the instant deletion of your personal data.

6. When is your personal data deleted?

Due to different deletion periods based on the diverse applicable local data protection laws please refer to the relevant paragraph in part B for further details. We will only store your personal data as long as necessary.

You have questions about data privacy?

For question and suggestions around the privacy topic please address them to our contact persons in the respective country and subsidiary named in part B.

Part B - Additional Country and Subsidiary Specific Information

The Arriva Group (”We”) are committed to protecting and respecting your privacy. We operate our services as part of the Deutsche Bahn (AG) Group, 


This information sets out the additional basis on which any personal data we collect from you, or that you provide to us, will be processed by us, as required by local laws.  Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it, above and be-yond those general practices detailed in part A and C. By visiting https://jobs.deutschebahngroup.careers/jobs/SearchJobs?3_138_3=%22124275%22 or providing your in-formation in the circumstances described in part A, you are accepting and consenting to the practices de-scribed in this policy.


For the purposes of Data Protection Legislation, the data controller is Arriva Plc of 1 Admiral Way, Dox-ford International Business Park, Sunderland SR3 3XP. Doxford International Business Park, Sunderland SR3 3XP. 
 

1. Sensitive personal data

There may be occasions where we process sensitive personal data that you provide us as part of your application process. We will only do this with your consent.

2. How do we use your personal data and what is the legal basis for such processing?

The collection of the personal data described above is usually mandatory and, if such personal data is not provided, we will not be able to provide the information, products and services to you.  Where the collec-tion of any personal data is not mandatory, we will inform you of this prior to collection, as well as the consequences of failing to provide the relevant personal data. 


Our legal basis for collecting and using the personal information described above will depend on the per-sonal information concerned and the specific context in which we collect it.  


However, we will normally process your personal information only:

  • where we have your consent to do so;
  • where the processing is necessary to perform our contract with you; or 
  • where the processing is in our legitimate interests or those of a third party and such interests are not overridden by your data protection interests or fundamental rights and freedoms; and
  • where we have a legal obligation to process your personal information. We have a legal obligation to process your personal information.

3. Information provided by you

We use your personal information as follows:


 

Purpose of processing   Legal basis for processing
   
To ascertain an individuals right to work in the UK ascertain an individuals right to work in the UK Processing is necessary to meet a legal obliga-tion.
   
To screen a candidate skills and background aganst a particular role screen a candidate skills and background aganst a particular role Consent provided by you.
   
In order to communicate with a candidate through-out the process (email and mob tel, address)order to communicate with a candidate throughout the process (email and mob tel, address) Consent provided by you.
   
Candidate data used to create offer documentation and to create a prehire entry in Workday used to create offer documentation and to create a prehire entry in Workday Necessary for the performance of a contract with you, or to take steps to enter into a con-tract.
   
To allow hiring managers and recruiters to find suitable candidates for roles based on a specifica-tion or generic application (talent mining) – could be international and across the DB group.hiring managers and recruiters to find suitable candidates for roles based on a specification or generic appli-cation (talent mining) – could be international and across the DB group.  Consent provided by you.
   
To gather Equal Ops data and report on that across the recruitment pipeline. Additionally post the 6 month point to retain data for trening purpos-es (not attributed to an individual post 6 months). gather Equal Ops data and report on that across the recruitment pipeline. Additionally post the 6 month point to retain data for trening purposes (not attributed to an individual post 6 months). Consent provided by you.
   
To allow candidates to view and apply for roles across the DB Group allow candidates to view and apply for roles across the DB Group Consent provided by you.

4. Sharing Your Information

We may disclose your personal data to the following categories of recipient for the purposes described in this Privacy Notice:

  • Third party service providers who will process personal data on our behalf (such as IT service providers Microsoft and Cherwell, communications service providers and analytics providers such as Google)
  • Workday and Avature who provide our HR and recruitment applicationsAvature who provide our HR and recruitment applications
  • Deutsche Bahn AG and other companies within the Arriva Group who will process personal data in connection with any intra Group agreements.

5. Data Retention

We will not retain your personal data for longer than is necessary to fulfil the purposes for which we collected that personal information, unless the law permits or requires that we retain it for longer. 


The table below explains in more detail how long ‘We’ will store different types of information for:


Information

Retention Period

Unsuccessful or withdrawn applications

6 months after notification or withdrawal

Successful applications

6 years from the end of employment

Applicant profile

6 months from the deletion of the last application or 6 months following your instructions to retain your profile


Applicant profiles will be automatically deleted in line with the above retention however notification of this action will be sent to the email address that you provide, allowing you to reconfirm your interest should you wish us to retain your profile.

6. Your Data Protection Rights

You have the following data protection rights:

  • If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us at any time at UKGPeopleSolutionsCoE@arriva.co.uk.wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us at any time at UKGPeopleSolutionsCoE@arriva.co.uk.
  • In addition, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us at UKGPeopleSolutionsCoE@arriva.co.uk. can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us at UKGPeopleSolutionsCoE@arriva.co.uk.
  • If we have collected and processed your personal information with your consent, then you can withdraw your consent at any time.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent. we have collected and processed your personal information with your consent, then you can withdraw your consent at any time.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

7. Transferring Information Internationally

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident.  These countries may have data protection laws that are different to the laws of your country.

Specifically, we may use third party service providers located in Spain, Germany and the Netherlands.  This means that, when we collect your personal information, it may be processed in these countries.  However, we have taken appropriate safeguards to require that your personal data will remain protected in accordance with this Privacy Notice.

8. Questions about this Privacy Notice

If you have any question, concerns or complaints about this Privacy notice or our handling of your personal data, you can contact us by email on UKGPeopleSolutionsCoE@arriva.co.uk or by post to the following address:


People Solutions Centre of Excellence

Arriva Plc.

Lacon House House

6th Floor

84 Theobalds Road

London

WC1x 8NL


If you are unsatisfied with the response, you can contact Arriva plc's Data Protection Officer at data.protection@arriva.co.uk.


You have the right to complain to a data protection authority about our collection and use of your personal information.  If you are based in the European Economic Area, please contact your local data protection authority. Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries are available on the EU Commission's website via the following link: http://ec.europa.eu/justice/data-protection/article-29/structure/data-protection-authorities/index_en.htm

Part C – Technical Information

For technical reasons, certain data must be collected and saved when you visit this website. The following data is collected without any action on your part and saved until it is automatically deleted after 10 days:

  • IP address from the querying computer,
  • Date and time of access,
  • Name and URL of the file acessed,
  • Website from which the access took place (referrer URL),
  • the browser used and in some cases the operating system of your computer.

1. How is your personal data transferred?

The internet server of our provider meets the current security standards. Our aim is to protect your personal data from loss, misuse, unauthorised access, publication, change and deletion. Your personal data is transferred to the servers using the security standard, the TLS method. 

2. What is a cookie?

Cookies are small text files which might store personal data. Cookies can be sent to this website when it is called, allowing the user to be identified. Cookies help users to use internet sites more easily.  

We differentiate between cookies that are necessary for the technical functions of the website and those that are not necessary. We would like to provide you the option to make an informed decision for or against the use of cookies that are not necessary for technical functions of this website. The use of this website in its entirety will not be affected by this.

2.1 How are cookies used?

This is an information of how and in what manner cookies are used on our sites. 

The use of the career portal and application system is generally possible without the use of cookies that do not serve a technical purpose. This means that you can prevent browser tracking from cookies (do-no-track, tracking protection list) or disallow saving of third-party cookies. In addition, we recommend checking the saved cookies regularly if they are not expressly desired. 

Please note that when you delete all cookies, you are also deleting any opt-out cookies, meaning that you must opt out again.

Cookies that are mandatory for using the site:

Session cookies cannot be deactivated as they are necessary for the usage of this website. 

The “PHPSESSID cookie” and the "ScustomPortal-[...] cookie" are used by the platform on stateless protocols as identification criteria to recognize several associated requests of a client and to assign them to one session. In these cookies there is a long alphanumerical ID included which is also stored on the server. In case both IDs match, the client is allowed to send a request to the server. The session and the cookie are destroyed as soon as the page is closed.

Cookies that are not mandatory for site use include Google Analytics cookies. Please refer to item 3.

3. Use of Google Analytics

This website uses Google Analytics, a web analysis service of Google Inc. ("Google"), to analyse the use of our website and to improve it on a regular basis. The statistics gathered allow us to improve our offering and design it in a way that is more attractive to you. 

Google Analytics uses cookies that are saved on your computer and enable us to analyse how you use our website. The information generated by the cookie regarding your usage is submitted to a Google server in the United States, where it is saved. As requested by the operator of this website, Google will then use this information to evaluate how users use the website, create reports about website activities and provide other services for the website operator related to the use of the website and internet use. Your IP address is anonymized and will not be combined with any other data collected by Google.

The cookies have a runtime of 24 months.

To prevent data (inclusive your IP address) generated by the cookie with regard to the use of the website from being gathered and any processing by Google, you can install the Google browser add-on found under this link https://tools.google.com/dlpage/gaoptout?hl=de.

This sets an opt-out cookie that prevents the collection of your data on our site in future. This applies for this browser only and for this website only. If you delete the cookies in your browser, you must set the opt-out cookie again.

For more information on data protection in connection with Google Analytics, see also Google Analytics Help (https://support.google.com/analytics/answer/6004245?hl=de).

4. Use of YouTube

We want to give you a wide variety of information across media formats. Our website includes embedded YouTube videos. We merely enable a connection to YouTube. YouTube is a service of Google Inc., Amphitheatre Parkway, Mountain View, CA 94043, USA. 

The privacy-enhanced mode is activated for all YouTube videos on our website. The privacy-enhanced mode is provided by YouTube and ensures that YouTube does not save any cookies containing personal data on your computer. When the website is called up and in the embedding of the videos the IP address is transmitted. This will not be assigned to any other data if before you call up the page you have not logged in to YouTube or another Google service or if you are not permanently logged in.

When you click to play the embedded video, the privacy-enhanced mode means that YouTube saves on your computer only cookies that do not contain any personally identifiable data. These cookies can be disabled in the browser settings and extensions. YouTube sets a session cookie that is deleted when you close your browser. 

For more information on the integrated YouTube videos, see YouTube's informational page under: https://support.google.com/youtube/answer/171780?hl=de


Additional Information

*  To Deutsche Bahn belong all subsidiary companies of Deutsche Bahn AG.

** For reasons of better legibility, the simultaneous use of male and female language forms is dispensed with. However, all descriptions apply to all gender types.