Data Protection Information for Applicants

1. Controller Responsible for Data Processing and Data Protection Contact

The controller responsible for processing your personal data is Kajima Deutschland GmbH, Eisenhutweg 118–120, 12487 Berlin, Germany, Tel.: +49-30 68 99 11 00, Email: info@kajima.de (hereinafter “Kajima Deutschland” or “we”).

You can contact our data protection contact person at:
Kajima Deutschland GmbH, Katja Friedrich, Eisenhutweg 118–120, 12487 Berlin, Germany,
Tel.: +49-30 68 99 1000, Email: datenschutz@kajima.de.

We are not legally required to appoint a data protection officer.

2. Subject Matter, Purposes, and Legal Bases of Data Processing

We process your personal data in the context of your application to Kajima Deutschland. Personal data (hereinafter also referred to as “data”) means any information relating to an identified or identifiable natural person, such as your name, address, telephone number, or date of birth. A natural person is considered identifiable if they can be identified directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or one or more characteristics expressing the physical, physiological, genetic, psychological, economic, cultural, or social identity of that natural person.

  1. Data

Kajima Deutschland processes the data that you submit to us by post or email with your application or application documents, or that we receive from other companies within the globally operating Kajima corporate group (hereinafter: “Group”) or from recruitment agencies, etc. We also process data that you provide to us during the application process, for example as a result of interviews.

As a rule, we collect the following data: first name, last name, any academic degree, date and place of birth, contact details (e.g. email address, telephone number, residential address), application documents (CV, education, professional qualifications, skills, work experience), your photo (if you attach it to your application documents), information regarding your availability, salary expectations, and work permit.

Application documents may contain special categories of personal data. Special categories of personal data under Article 9 of the General Data Protection Regulation (GDPR) include personal data revealing racial or ethnic origin, political opinions, religious (e.g. religious affiliation/denomination) or philosophical beliefs, or trade union membership, as well as biometric data for the purpose of uniquely identifying a natural person (e.g. photographs), health data (e.g. information on the degree of disability), or data concerning a person’s sex life or sexual orientation.

If your documents contain special categories of personal data, we do not intentionally collect them. We expressly ask you not to submit such data to us.

3. Purposes and Legal Bases of Data Processing

Your data will be processed for the purpose of the application procedure for the position at Kajima Deutschland to which your application relates, or alternatively stored for future recruitment (e.g. if the position has already been filled, is not suitable for you for other reasons, or you submitted an unsolicited application).

We process your data for the following purposes and on the following legal bases:

  1. Data processing for decisions on the establishment of an employment relationship and for employment purposes
    If you apply to us, we process the data listed above to carry out the application procedure and fill vacancies. Pursuant to Article 88(1) GDPR in conjunction with Section 26(1) sentence 1 of the German Federal Data Protection Act (BDSG), data processing is permitted, among other things, for decisions on the establishment of an employment relationship, or pursuant to Article 6(1)(b) GDPR for the performance of contracts or pre-contractual measures.

    We process your data, for example, to make decisions during the application process. This includes considering your professional and personal qualifications when deciding whether to include you in the shortlist for vacant positions. We also process data relating to personal impressions from interviews to decide whether to offer you the position you applied for or possibly another position.

    If your application is successful and we enter into an employment relationship with you, we will use the data from the application process for employment purposes. Further information on the handling of your data can then be found in our “Data Protection Information for Employees.”
  2. Data processing based on your consent
    If you give your consent to data processing, we process your data pursuant to Article 88(1) GDPR in conjunction with Section 26(2) BDSG or Article 6(1)(a) GDPR.

    As part of the application process, you may decide, for example, whether we may contact your former employers, whether we may store your data for longer than six months in order to contact you directly in the future for suitable vacancies, or whether we may share your data with other companies within the Group for recruitment purposes. Your consent is required for this.
  3. Processing of special categories of personal data based on your consent
    If, as part of your application documents, you voluntarily and contrary to our express request provide us with special categories of personal data pursuant to Article 9(1) GDPR (e.g. your photo or information on your religious affiliation/denomination), we store and process these data on the basis of your consent pursuant to Article 88(1) GDPR in conjunction with Section 26(3) sentence 2 BDSG or Article 9(2)(a) GDPR. This also applies if you provide us with additional special categories of personal data during the application process.

    By voluntarily submitting these data and accepting this data protection information, you consent to the processing of these special categories of personal data throughout the entire application process.

    As a rule, we do not take these special categories of personal data into account when making selection decisions, unless this is required by law. For example, in some job postings, persons with disabilities may be given preferential treatment in accordance with applicable laws.
  4. Data processing based on legitimate interests
    In addition, we may exchange your data within the Group on the basis of Article 6(1)(f) GDPR, provided this is permissible on the basis of legitimate interests. These may include economic, administrative, or other internal business purposes. We may also process your data, for example, to provide you with information in preparation for starting work. Such processing only takes place insofar as your interests or fundamental rights and freedoms requiring the protection of personal data do not prevail.
  5. Compliance with legal obligations
    We also process your data to comply with other legal obligations. Like all companies participating in economic activity, we are subject to numerous legal requirements. These primarily include statutory requirements (such as, but not limited to, anti-money laundering laws, commercial and tax laws), as well as supervisory or other official requirements.

    The purposes of processing may include identity and age verification, fraud and money laundering prevention, prevention, combating, and investigation of terrorist financing and asset-related crimes, fulfillment of tax control and reporting obligations, as well as data archiving for purposes of data protection and data security and audits by tax authorities and other public bodies and institutions.

    Furthermore, disclosure of data may be required in the context of official or judicial measures for purposes of evidence gathering, criminal prosecution, or enforcement of civil law claims. We process your data to fulfill a legal obligation pursuant to Article 6(1)(c) GDPR in conjunction with commercial, trade, or tax law, insofar as we are required to record and retain your data.
  6. Legal enforcement
    Your data are also processed in order to assert our rights and enforce our legal claims, as well as to defend against legal claims. Finally, we process your data insofar as this is necessary to prevent or prosecute criminal offenses. This processing is carried out to safeguard our legitimate interests pursuant to Article 6(1)(f) GDPR.

4. Source of the Data

Data that we have not collected directly from you may originate from the following sources:

  • Authorities or other government bodies, e.g. tax offices, employment agencies
  • Recruitment agencies, headhunters, temporary employment agencies, etc.
  • Business partners
  • Your former employers, if you have consented to us contacting them as part of the application process

5. Categories of Data Recipients

Your data may be transferred to companies within the Group to the extent necessary and legally permissible in the context of the application process or if you have given your consent. Such exchanges are permitted in particular on the basis of legitimate interests (e.g. economic, administrative, or other internal business purposes), provided your interests or fundamental rights and freedoms do not prevail.

Your data will otherwise only be disclosed to external recipients if we are legally obliged or permitted to do so, or if you have given us your consent. Recipients may include public authorities and institutions (such as courts, public prosecutors, or supervisory authorities) where we are legally obliged to provide the data.

We may also transfer your data to external service providers who support us in the application process, such as providers of job advertisement services, recruitment consultancies, recruitment management systems, IT service providers (e.g. hosting, data center operations, provision of IT systems), document archivists and shredding companies, legal advisors, banks, or courier services. Where such parties act as processors, appropriate data processing agreements have been concluded.

6. Transfer of Your Data to Third Countries

Your data are initially processed within the European Union (“EU”) or the European Economic Area (“EEA”).

Data transfers to recipients located outside the EU or EEA (“third countries”) only take place if the requirements of Articles 44 et seq. GDPR are met. We ensure, for example, that an adequacy decision by the European Commission exists for the relevant country, that the transfer is based on the EU–US Data Privacy Framework or Binding Corporate Rules, or that contracts such as the Standard Contractual Clauses adopted by the European Commission have been concluded, ensuring an adequate level of protection.

Further information can be obtained from our data protection contact person. Apart from this, we do not transfer your personal data to countries outside the EU or EEA or to international organizations.

7. Data Storage

Personal data collected for participation in a specific application process are stored until completion of the application process, but no longer than six months, starting from the date of rejection by Kajima Deutschland or, in the case of a position within the Group, by the respective company.

If you have consented to the processing of your personal data for future recruitment, the data will be processed for this purpose until you withdraw your consent, but no longer than one year after consent has been given.

Longer retention periods may result from the need to assert, exercise, or defend legal claims, in which case data are stored until the relevant limitation periods expire, or where statutory retention obligations exist. In such cases, data are stored as long as necessary for these purposes.

The limitation period is generally 36 months but may be up to 30 years. Once the limitation period expires, your data are deleted unless statutory retention obligations apply, for example under the German Commercial Code (§§ 238, 257(4) HGB), the Working Time Act, or the Fiscal Code (§ 147(3), (4) AO). These retention periods may range from two to ten years.

8. Your Rights as a Data Subject

If your personal data are processed, you are a “data subject” within the meaning of the GDPR and have the following rights:

  1. Right of access: You may request confirmation as to whether personal data concerning you are being processed. If so, you have the right to access this data and further information relating to the processing (Article 15 GDPR). This right may be restricted or excluded in certain cases.
  2. Right to rectification: If personal data concerning you are inaccurate or incomplete, you may request correction or completion (Article 16 GDPR).
  3. Right to erasure or restriction of processing: If the statutory requirements are met, you may request erasure (Article 17 GDPR) or restriction of processing (Article 18 GDPR). The right to erasure does not apply, among other things, if processing is necessary to comply with a legal obligation (Article 17(3)(b) GDPR).
  4. Right to object: For reasons arising from your particular situation, you may object at any time to the processing of your personal data (Article 21 GDPR). If the statutory requirements are met, we will no longer process your data.
  5. Right to data portability: Under the conditions of Article 20 GDPR, you may request that we provide you with the personal data you have provided to us in a structured, commonly used, and machine-readable format.
  6. Right to withdraw consent: You may withdraw your consent at any time. Withdrawal only takes effect for the future; the lawfulness of processing carried out before withdrawal remains unaffected.
  7. Right to lodge a complaint with a supervisory authority: Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your residence, if you believe that the processing of your personal data violates the GDPR.

    The competent supervisory authority for us is:

    Berlin Commissioner for Data Protection and Freedom of Information
    Alt-Moabit 59–61
    10555 Berlin, Germany
    Phone: +49 30 13889
    Fax: +49 30 2155050
    Email: mailbox@datenschutz-berlin.de

    However, we recommend that you first address any complaint to our data protection contact person.

Requests to exercise your rights should preferably be submitted in writing to the address listed in Section 1 or directly to our data protection contact person.

9. Scope of Your Obligation to Provide Data

In principle, you are not obliged to provide us with your personal data. However, if you do not do so, we cannot process your application, offer you a position, or contact you regarding future vacancies.

10. Profiling / Automated Decision-Making

No automated decision-making (including profiling) takes place in connection with the processing of your personal data for application or recruitment purposes.

Right to Object – Article 21 GDPR

You have the right to object at any time to the processing of your data based on Article 6(1)(f) GDPR (processing based on a balancing of interests) or Article 6(1)(e) GDPR (processing in the public interest), for reasons arising from your particular situation. This also applies to profiling based on these provisions within the meaning of Article 4(4) GDPR.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms, or the processing serves to assert, exercise, or defend legal claims.

The objection may be made informally and should preferably be addressed to the contact details listed in Section 1.

Last updated: December 2025