Data Protection Information for Applicants to IKA-Werke GmbH & Co. KG
We, IKA-Werke GmbH & Co. KG (hereinafter "IKA" or "we"/"us"), appreciate your application and your interest in our company. Protecting your privacy during the processing of personal data is a matter of great importance to us. Please feel free to contact us if you have any questions regarding the handling of your personal data.
1. Controller
The controller within the meaning of the General Data Protection Regulation (GDPR) is:
IKA-Werke GmbH & CO. KG
Janke& Kunkel-Str. 10
79219 Staufen / Germany
Phone: (+49) 7633 831-0
E-mail: [email protected]
Our Data Protection Officer is:
Attorney Dr. Oliver Meyer-van Raay
c/o V-Formation GmbH
E-mail: [email protected]
2. Scope of processing
You have the option of submitting an application to us via our career pages (https://ikajobs.career.softgarden.de / and https://trainee-ikajobs.career.softgarden.de/ ) using our online applicant portal, via e-mail, or as a speculative application. To process your application, the following data or categories of data are collected and processed:
- Specific position for which you are applying
- Contact details: form of address, first name, surname, e-mail address, and any other contact details provided by you (voluntarily)
- Application documents: CV/resume, cover letter, certificates, proof of qualifications and further training, as well as photos
- Where applicable: details regarding your qualifications, professional experience, language skills, and other specialist knowledge
- Where applicable: salary expectations, availability, and other information you share with us as part of your application (e.g., details regarding nationality, work permit, etc.)
- Where applicable: information we have lawfully obtained from publicly accessible sources, such as professional networks
- Further information you voluntarily provide as part of your application (e.g., details regarding a severe disability)
- References, particularly those obtained through reference checks with contacts provided by you
3. Purposes and Legal Bases
We process the data you submit to us in connection with your application in order to assess your suitability for the advertised position (or, where applicable, other open positions at IKA) and to conduct the application process. The legal basis for the processing of your personal data in this regard is Art. 6(1)(b) GDPR, under which the processing of your data is permitted insofar as it is necessary in connection with the decision on whether to establish an employment relationship.
If your application results in the conclusion of an employment contract, the data you submitted may be transferred to and stored in your personnel file for the purposes of standard organizational and administrative processes, in compliance with relevant legal provisions - specifically Art. 6(1)(b) GDPR.
If you consent (either initially or subsequently) to us retaining your application documents for potential future job vacancies or application processes, we will process your data to enable us to present you with other suitable job offers in the future. The legal basis for this is your consent pursuant to Art. 6(1)(a) GDPR. We also rely on consent as the legal basis when you authorize us to obtain references regarding you from selected contacts you have provided.
Should the data be required for legal purposes following the conclusion of the application process, further data processing may take place based on the provisions of Art. 6 GDPR, particularly for the purpose of pursuing legitimate interests pursuant to Art. 6(1)(f) GDPR. Our legitimate interest lies in the assertion of or defense against legal claims.
4. Data Deletion and Retention Period
Your data will be stored in our application system for a period of 6 months after the application process has ended. If you consent to our continued retention of your application documents for potential future job postings or application processes, your data will be deleted as soon as it is no longer necessary for these additional purposes - typically after a period of 1 year following inclusion in the applicant pool.
If an employment relationship is established, the data from the application system will be transferred to the personnel file for the purpose of administering the employment relationship.
5. Disclosure / Recipients of Personal Data
Upon receipt of your application, your applicant data will be reviewed by our Human Resources department and the relevant department heads within our company. Within the company, access to your data is generally limited to those individuals who need it to carry out the application process.
In addition, (external) recipients may also be data processors, i.e., external service providers we engage to perform services, such as those related to the technical infrastructure and maintenance of our IT systems.
For certain job openings, we work with an external recruiter based in the United Kingdom. The recruiter handles the initial phase of these hiring processes (candidate search, initial interviews, pre-selection, etc.) and has access to our applicant tracking system for this purpose. In this context, we and the recruiter jointly process applicant data, meaning that we jointly determine the purposes and essential means of processing; therefore, joint controllership applies to these processing operations. We have entered into a joint controller agreement with the recruiter in accordance with Article 26(1), sentence 2 of the GDPR. The transfer of data to the United Kingdom is based on the European Commission’s adequacy decision pursuant to Article 45 of the GDPR.
6. Conclusion
We reserve the right to amend or supplement this privacy policy for applicants with future effect. The version of this privacy policy currently available on the careers page applies.
Further information regarding data processing at IKA - particularly concerning your rights as a data subject - can be found in the general privacy notice on our website at https://www.ikaprocess.com/en/Privacy-policy-pp.html
Version 1.0, Status as of: September 7, 2026