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 advertisement
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

Purpose: Recording and managing of employees and keeping a personnel file
Person affected: Employees & interns (application, CV, proof of qualification, in-job training, 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

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

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

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

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

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

Purpose: Provision of data in our database, that has 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

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

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