Privacy notice for applicants for jobs

We are delighted that you are interested in Hochschule München (HM) as a potential employer. At the same time, we take the confidential handling of applicants’ personal data very seriously. We therefore incorporate the data protection requirements of the General Data Protection Regulation (GDPR) into our administrative processes.

Data protection is a key priority for Hochschule München (HM) and a legal obligation. To ensure that personal data is adequately protected during transmission, HM uses state-of-the-art encryption methods (e.g. SSL/TLS) and secure technical systems.

Data controller

HM Hochschule München University of Applied Sciences

Lothstraße 34
D-80335 München
Tel.: +49 89 12 65 - 0
Fax: +49 89 12 65 - 3000
Email: kommunikation@hm.edu
Website: www.hm.edu

HM Hochschule München University of Applied Sciences is a public-law body. It is legally represented by its President, Prof. Dr Martin Leitner.

Government Data Protection Officer

The Data Protection Officer at Hochschule München can be contacted by email at datenschutzbeauftragter@hm.edu and by telephone on +49 9951 99990-500.

Personal data

Personal data refers to specific details relating to the personal or factual circumstances of an identified or identifiable natural person. This includes information such as name, address, telephone number or date of birth. It also includes personal documents that users upload to the portal.

Scope of the processing of personal data

As a general rule, we process the personal data of our applicants only to the extent that this is necessary for the decision on whether to offer them employment with us, or to the extent that this is necessary for the decision on their appointment as a Professor.

Access to your application details and to the data stored in the talent pool is granted exclusively to those within our organisation who are responsible for processing applications and who have decision-making authority.

If required by the infection control measures in place, job interviews and trial teaching sessions will be conducted virtually using video conferencing software to protect both applicants and HM staff. Hochschule München primarily uses Jitsi Meet for this purpose, although Zoom or, in exceptional cases, other tools may also be used if technically necessary.

The following personal data is processed in the context of online job interviews and online trial lectures:

• Mandatory details for (tenure-track) applicants: first name, surname.
• Optional: email address, password, profile picture and telephone number.
• Meeting metadata: topic, description (optional), participants’ IP addresses, and participants’ device and hardware information.
• Text, audio and video data: During an online job interview or an online trial teaching session, you have the option to use the chat and question functions, and in some cases the poll function as well. In this respect, the text entered is processed. To enable the display of video and the playback of audio, data from the end device’s microphone and, where applicable, its video camera is processed for the duration of the interview or the online trial lesson. No long-term storage takes place beyond the technically necessary temporary storage.
• Further data will be processed as part of the personality assessment in the appointment procedure. You can find further information on this via the following link: Privacy notice regarding the personality assessment in appointment procedures

The software-based ‘attention monitoring’ (‘attention tracking’) feature is disabled. Automated decision-making within the meaning of Article 22 of the GDPR is not used.

Information on the talent pool

Hochschule München maintains a talent pool for Professors and applicants from the academic support sector within the “Bite” applicant management system. You can consent to being included in the talent pool either as part of an application or independently of it via this link (for Professors) or via this link (for the academic support sector). In both cases, the following personal data will be processed:

• Name
• Date of birth
• Contact details: address, email address and landline or mobile number
  
• Additional information may be provided if desired (e.g. regarding an existing severe disability and nationality)

To be included in the talent pool for Professors, the following additional mandatory details are required:

• Highest academic qualification
• Details regarding the doctorate and habilitation
• Whether the applicant is currently employed at Hochschule München
• Field of specialisation (optional field when registering with the talent pool as part of a recruitment process; otherwise a mandatory field)

If you are added to the talent pool as part of an ongoing appointment procedure, your full application documents will be stored in the ‘Bite’ applicant tracking system in addition to the information mentioned above.

Purposes and legal basis for the processing of personal data

Your application data is processed for the purpose of deciding whether to enter into an employment relationship or whether to appoint you as a Professor. The personal data stored in the talent pool is processed in order to notify the individuals registered therein of suitable vacancies and other relevant developments at Hochschule München.

The legal basis for the processing of personal data in the context of the selection procedure for the appointment of civil servants is Article 6(1)(e), (2) and (3) of the GDPR in conjunction with Article 103 of the Bavarian Civil Service Act (BayBG) and, by analogy, (cf. Article 145(2) of the Bavarian Civil Service Act) in the context of pre-contractual measures relating to an employment contract sought through the application process for staff employed under a collective agreement.

The legal basis for the processing of personal data in connection with the application for a place on the preparatory service is Article 6(1)(e), (2) and (3) of the GDPR, in conjunction with Article 103 of the Bavarian Civil Service Act (BayBG) and Article 26 of the Bavarian Local Government Act (LlbG).

The legal basis for the processing of personal data in connection with the application for the post of Professor is Article 6(1)(e), (2) and (3) of the GDPR in conjunction with Article 103 of the Bavarian Basic Law (BayBG) in conjunction with Article 26 of the Bavarian Higher Education Act (LlbG) in conjunction with Article 66 of the Bavarian Higher Education Act (BayHIG) in conjunction with the HM’s Appointments Guidelines of 29 August 2019, in force since 1 September 2019.

If you provide us with special categories of personal data during the application process, we will process this data on the legal basis of Article 103, sentence 1(2) of the Bavarian Civil Service Act (BayBG) and Article 9(2)(b) and (h) of the GDPR in conjunction with Article 88(1) of the GDPR in conjunction with Article 8(1), first sentence, nos. 2 and 3 of the Bavarian Data Protection Act (BayDSG).

The legal basis for the processing of personal data in connection with inclusion in Hochschule München’s so-called ‘talent pool’ is consent pursuant to Article 6(1)(a) of the GDPR.

Data erasure and retention period

Your personal application data will be deleted – regardless of the outcome of your application – six months after the application process has been completed or one year after the appointment procedure has been completed.

If applicants consent to being included in the talent pool for Professors, the information provided via the talent pool form will be retained in the Hochschule München’s applicant management system for 36 months from the date on which consent is given.

The retention period for applicants from the research support sector within the talent pool is 12 months from the date on which consent is submitted via the applicant management system.

The retention periods set out above also apply to any application documents that may have been stored at the time of inclusion in the talent pool.

It is, of course, also possible to have your details removed from the talent pool at any time. To do so, please send us an email at talentpool-loeschung@hm.edu .

If you click the ‘Continue later’ button in ‘Bite’ as part of your application or when registering for our talent pool, the information you have entered will be stored for 30 days. You can access this information via the link sent to your email address. Once this period has expired, the stored data will be automatically deleted. Alternatively, you can delete your details yourself via a link contained in the confirmation email.

Personal data from your application will be included in your personnel file, provided that, following the establishment of the employment relationship, it is directly and intrinsically linked to that relationship. The legal basis for this processing is Section 3(6) of the TV-L or Section 50 of the BeamtStG.

Video and audio streams used in connection with online applications or trial lectures are not recorded by Hochschule München and are therefore not stored beyond the period required for technical buffering.

Recipients of personal data

HM engages service providers on a data processing basis to carry out certain services, in particular for the provision, maintenance and support of IT systems in which your application data is processed.

The applicant tracking system is provided here by BITE GmbH, Magirus-Deutz-Straße 16, 89077 Ulm. HM has carefully selected this service provider and reviews it regularly to ensure your privacy is protected. HM has contractually obliged this service provider to process your data exclusively in accordance with applicable European and German law.

The recipients of the data processed via video conference are the participants in the job interview and the online trial teaching session.

Where video recording is carried out via service providers based in the USA, such as Webex or Zoom, data is transferred to third countries. Appropriate data processing agreements have been concluded with the service provider, provided that the licence was obtained through Hochschule München. The data transferred includes traffic data, such as the IP address, and, where provided, personal data such as the user’s name, email address, and first name and surname. Both the personal data – including the user’s name, email address, and first name and surname – and the video content are transmitted in encrypted form. Zoom has no access to either user data or the content of the video conference, as Zoom does not possess the key required for this (end-to-end encryption). An adequate level of data protection is ensured through the conclusion of the so-called EU Standard Contractual Clauses and, in addition, guarantees provided by the service provider Zoom (e.g. encryption).

Rights of those affected

Under the General Data Protection Regulation, you have the following rights:

• Where personal data is processed, data subjects have the right to request confirmation as to whether their data is being processed, and the right to access that data, as well as to receive further information and a copy of the data, in accordance with Article 15 of the GDPR.
• Should inaccurate personal data be processed, the data subject has the right to have such data rectified or, where the data is incomplete, to have it completed (Article 16 of the GDPR).
• Where the legal conditions are met, data subjects may request the erasure or restriction of processing (Articles 17 and 18 of the GDPR).
• Data subjects have the right to receive the personal data they have provided to us in accordance with Article 20 of the GDPR, as well as the right to request that such data be transferred to other data controllers.
• Data subjects have the right to withdraw their consent, in accordance with Article 7(3) of the GDPR, with effect for the future, by contacting datenschutzbeauftragter@hm.edu .
• Data subjects may object to the future processing of their data at any time in accordance with Article 21 of the GDPR. In particular, they may object to processing for the purposes of direct marketing by contacting datenschutzbeauftragter@hm.edu.
• Furthermore, in accordance with Article 77 of the GDPR, data subjects have the right to submit a complaint to the competent supervisory authority.

The authority responsible for Hochschule München is the Bavarian State Commissioner for Data Protection.

He can be contacted using the following details:

Postal address:
Postfach 22 12 19
80502 München

Address:
18 Wagmüllerstraße
80538 München

Tel.: +49 89 212672 - 0
Fax: +49 89 212672 - 50

Email: poststelle@datenschutz-bayern.de
Website: https://www.datenschutz-bayern.de

Further information regarding our Privacy Policy

Hochschule München reserves the right to amend the Privacy Policy from time to time to ensure that it always complies with the latest legal requirements or to reflect changes to the services described in the Privacy Policy, for example when new services are introduced. The new Privacy Policy will then apply to any subsequent visits to the website.

If you have any questions, please feel free to contact the Data Protection Officer (datenschutzbeauftragter@hm.edu) or send an email to: kommunikation@hm.edu.

Further information on data protection can be found here: www.hm.edu/datenschutz.

Last updated: 29 January 2026

The information on this page was translated into English for your convenience. In case of any discrepancies between the English and German versions, the German version shall prevail.