RECORD OF PROCESSING ACTIVITIES

01. Application

Purpose: Recording and choosing of persons interested in a vacant position in our company

Person affected: Applicant proactive applicant of tender or job advertisment

Access: Management and HR respective departments

Disclosure: none

Deletion: 2-6 months after refusal. Where applicable, adding to candidate pool after consultation with candidate

Legal Basis: Consent of affected person

Protection: Lockable cabinets, data protection on the server

02. Workforce

Purpose: Recording and managing of employees and keeping a personnel file

Person affected: Employees & interns (application, CV, proof of qualification, in-job trainings, contracts, changes)

Access: Management and HR respective departments

Disclosure: Tax office, health insurance company, social security offices, pension offices, offices for mini-jobs

Deletion: 2 years after leaving

Legal Basis: Processing in connection with employment in accordance with DSGVO

Protection: Lockable cabinets, data protection on the server

03. HR-Payroll

Purpose: Recording of basis for accounting and paying of the contractual salary

Person affected: Employees (Personal data, Bank details, billable services)

Access: Management and HR respective departments, bank for payments, reporting to social insurance memeberships, pensions etc.

Disclosure: Tax office for preparational accounting, bank for payments, reporting to social insurance memeberships, pensions etc.

Deletion: 12 years

Legal Basis: Processing in connection with employment in accordance with DSGVO, legal obligation for notification

Protection: Lockable cabinets, data protection on the server

04. Debtors

Purpose: Managing of debtors, debtors = customers, clients – Order confirmation and invoicing of ordered goods and services (via fax, email or webshop), dunning

Person affected: Contact person in the departments, name, contact data (data from business card)

Access: Management respective departments: administration, sales internal/external, IT internal/external, marketing, client relationship, research

Disclosure: Online CRM software, tax office for financial accounting, payment service provider webshop, debt collection agency in case of dunning

Deletion: 10 years

Legal Basis: Consent of affected person

Protection: Agreement to data protection contract of EU (03/2018), lockable cabinets, data protection on the server

05. Creditors

Purpose: Supplier > Receipt of invoices for ordered goods and services

Person affected: Contact person for suppliers, name, contact data (data from business card)

Access: Management respective departments: administration, sales internal/external, IT, marketing, client relationship, research, bank for payments

Disclosure: Online CRM software, tax office for financial accounting

Deletion: 10 years

Legal Basis: Consent of affected person, justified interest

Protection: Agreement to data protection contract of EU (03/2018), lockable cabinets, data protection on the server

06. Newsletter

Purpose: Information about products and offers, sending of press releases, Invitation to conferences, follow-up emails

Person affected: Registered persons for newsletter, (name and company, country, email address)

Access: Marketing, IT

Disclosure: Newsletter software

Deletion: Yearly check for usage, if not immediate deletion

Legal Basis: Consent of affected person, justified interest

Protection: Limited access to software

07. Conferences

Purpose: Thematic conferences and publication of the program for interested persons

Person affected: Speaker and Delegates (Picture [LinkedIn or submitted], Name, position, company, country, email, phone number, LinkedIn profile, Industry)

Access: Administration, Marketing, Event Management, IT

Disclosure: Website, Printed brochures

Deletion: On request

Legal Basis: Consent of affected person, justified interest

Protection: 

08. Contacts in web application

Purpose: Provision of data in our database, that have been taken from public media sources

Person affected: Stakeholder involved in hotel construction projects, e.g. Architect, Interior designer, General contractor, Developer, Investor, Hotel brands etc. (Data: Name and Contact information)

Access: All employees, Customers of database, Test users of database

Disclosure: Website

Deletion: When contacts are not relevant anymore, projects closed or contacts are not included anymore

Legal Basis: Justified interest

Protection: Limited access to online database

09. News Articles

Purpose: Publication of recent information taken out of our database

Person affected: Stakeholder involved in hotel construction projects, e.g. Architect, Interior designer, General contractor, Developer, Investor, Hotel brands etc.

Access: Public

Disclosure: Website

Deletion: none

Legal Basis: Justified interest

Protection: 

10. Publication on Website

Purpose: Provision of information and references

Person affected:  Employees (name, business contact information, jurisdiction) Customers: References

Access: Public

Disclosure: Website

Deletion: If not wanted anymore or not relevant anymore

Legal Basis: Consent of affected person consent of affected person

Protection: 

By continuing to use the site, you agree to the use of cookies. more information

The cookie settings on this website are set to "allow cookies" to give you the best browsing experience possible. If you continue to use this website without changing your cookie settings or you click "Accept" below then you are consenting to this.

Close