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Data Protection Information for Applicants

July 2026

1. INTRODUCTION

We take the protection of your personal data and your privacy very seriously. This privacy notice is applicable when you apply to work with us as an employee, worker or contractor. The following information explains how we process your personal data in connection with your application for a role at BayWa r.e. AG and its subsidiaries, and which rights you have in this regard.

2. RESPONSIBLE PERSON AND DATA PROTECTION OFFICER

The controller responsible for data processing is BayWa r.e. AG, Arabellastraße 4, 81925 Munich and/or the BayWa r.e. subsidiary ("BayWa r.e." or "we"/"us"). You can also contact our data protection officer at any time at the above address or by e-mail to: dataprotection@baywa-re.com

If you have any questions about this Data Protection Information, please address them to our Data Protection Officer.

3. PROCESSING OF PERSONAL DATA

Your personal data are processed only when necessary, and in compliance with GDPR, local data protection laws, and other relevant legal requirements.

For more information about the processing of your data, the legal basis and purpose of the processing, the retention or deletion periods and your rights as data subject, please read the following information.

3.1 Personal data

We process following personal data:

  • Identification data: e.g. name, surname, ID-Card number, citizenship, date and place of birth

  • Contact data: e.g. address, E-Mail, phone number

  • Candidate data: e.g. CV, education history, certificates

  • Assessment and test data: e.g. test results and scores

  • Financial data: e.g. bank account details

  • Insurancerelated data: e.g. Health insurance data, Social Security Number, Pensionrelated data

  • Online data: e.g. login info, IP address, logs

  • Communication data: e.g. E-Mails

  • Tax and payroll data: e.g. tax number, salary

  • Special personal data categories: e.g. biometrical data (image, audio, and video)

  • Employment data: e.g. contract type, position, entry date

We may process also other personal data that are shared with us in the application process.

3.2 Legal bases of the processing

Your personal data are processed, when it is necessary, on the following legal basis:

  • Consent (Art. 6 para. 1 lit. a GDPR) This provision requires your voluntary consent for the processing of your personal data. You can refuse consent that we ask you and this does not entail any disadvantages for you. For example, this includes storing your application data on file so we can consider you for the future roles at BayWa r.e., which we think will be suitable for you.

  • Contract (Art. 6 para. 1 lit. b GDPR, Art. 26 BDSG) Your personal data are processed to ensure we can enter into employment contract or arrangement with you, e.g. by assessing your skills and qualifications for the role.

  • Compliance with legal obligation (Art. 6 para. 1 lit. c GDPR) Your personal data is processed to comply with legal requirements, e.g. to liaise with tax authorities.

  • Legitimate interest (Art. 6 para. 1 lit. f GDPR) We process your personal data based on legitimate interest, when we compare this interest with your interests and your fundamental rights and freedoms, e.g. quality assurance of our recruitment processes.

4. YOUR DATA PROTECTION-RIGHTS

4.1 Right to be informed

You have the right to ask for confirmation about your personal data being processed.

4.2 Rectification

You have the right to ask for rectification of your personal data, which are inaccurate or incomplete.

4.3 Right to erasure

You have the right to ask for erasure of your personal data, which will be complied with, if this is in accordance with the law.

4.4 Right to object

You have the right to object to the processing of your personal data at any time, based on the grounds relating to your particular situation, where such processing is based on legitimate interests. We will no longer process the personal data unless we have legitimate grounds for the processing, that override the interests, rights, and freedoms of the data subject, or the processing safeguards enforcement, exercise, or defending of legal claims.

4.5 Right to object against direct marketing and automated decisions

You have the right to object to the processing of your personal data which are being processed for direct marketing purposes at any time.

You have the right to object against automated data processing, including Profiling. In any case, you can challenge such decision and ask for a review.

4.6 Restriction of processing

You have the right to ask for the restriction of processing, when the accuracy of the processed personal data has been challenged or we have received an objection against the processing of your personal data.

4.7 Consent withdrawal

When you have given consent to process your personal data, you have the right to withdraw it at all times, with the effect for the future. The withdrawal has no impact on the lawfulness of the processing before the withdrawal has been received.

4.8 Data portability

You have the right to ask for a copy of your personal data, that are being processed by us, in a structured, commonly used and machine-readable format. If this is technically possible, you can ask that we transfer those data to the third party.

4.9 Lodging a complaint

You have a right to lodge a complaint to the data protection authority, when you consider that the processing of your personal data by us breach GDPR.

You can exercise your rights or share your concerns by contacting us via: dataprotection@baywa-re.com

5. PERSONAL DATA COLLECTION

Generally, we collect your personal data directly from you throughout the hiring process, which you share with us by filling in forms online, communicating with us by phone, email, in person, or otherwise. Alternatively, we collect personal data from third parties:

  • Recruitment agency or other similar third party (e.g. employment websites)

  • Public authorities (Tax, Pension, Social Security, Health insurance, other authorities)

  • Social media networking sites (LinkedIn)

6. PERSONAL DATA RECIPIENTS

As part of the Group, we work closely with other companies within our Group. Therefore, we can transfer your personal data within the BayWa r.e. AG Group when this is necessary to:

  • ensure compliance with regulatory and legal requirements

  • process your application

  • fulfill our legitimate interests, e.g. Information Security Management, Compliance Management

In addition to that, personal data are shared with the departments responsible within our company, which need them to fulfill the contractual or legal obligations or in order to follow our legitimate interests. Furthermore, personal data are transferred to other recipients in case it is necessary to ensure legal or contractual requirements:

  • Data processors, who carry out activities on our behalf and according to our instructions. Here belongs e.g. Printing service, or Software and Cloud provider as e.g. Workday Limited, The King's Building, 152-155 Church Street, Dublin 7, D07 A0TN, Ireland, from who we acquire our HR- Management software.

  • Lawyers, Accountants, Tax advisors

  • Tax Authority, Health Insurance Authority, Pension fund, Criminal or Justice authorities, public authorities, to whom we must provide the data

  • Other bodies, for which you have given us your consent to transfer the data.

7. INTERNATIONAL TRANSFER OF PERSONAL DATA

When your personal data are transferred to third country (state outside of the European Union or European Economic Area), it happens only when adequate protection in this country is ensured. If European Commission had determined that a

third country ensures adequate level of data protection, your personal data may be transferred on this basis.

The personal data can be transferred, when adequate guaranties can be provided by the organization receiving the data.

8. AUTOMATED DECISION MAKING

The automated decisions, including Profiling, are not taking place. If we undertake such procedure on a case-by-case basis, you will be informed about it in compliance with regulatory requirements.

9. RETENTION PERIODS

We will keep your personal data for as long as necessary to fulfil the purposes described in this notice, especially for the duration prescribed in relevant laws and legal acts. If your application does not lead to the conclusion of an employment contract, we will delete your data in accordance with our data retention policy and applicable laws and regulations, at the latest till 6 months after we have communicated our decision to you. If you agree that we can store your application documents in our HR management software, we will store your data for a period of 12 months.

10. UPDATE OF THE DATA PROTECTION INFORMATION

This Data Protection Information will be regularly reviewed and updated, as required. The latest version can be always found on our website.