Data protection information for
applicants and visitors
The protection of your data is important to DHL Group and the associated Deutsche
Post DHL Group companies (hereinafter referred to as DHL). DHL undertakes to
process and protect applicants’ data according to the applicable data protection
regulations.
Below we explain which data are collected and passed on, when this occurs and for
what purpose this is done when you apply for a job, for example. You will also learn
which rights you have and how you can exercise them.
Scope of data protection information
This data protection information applies to all DHL Group companies in the European
Economic Area (EEA) and the United Kingdom. All other Group companies apply this
data protection information to the extent that they are obligated to do so due to
applicable external and/or internal regulations. In some cases, there is supplementary
or more specific information on data protection when applying for certain jobs.
Wherever relevant, you will find this information when initiating the application process
on the special application website.
Who is responsible?
• Deutsche Post AG (DPAG) operates and is responsible for this career website. You
can find further information at “Data Protection Information.”
• The DHL Group company that offers and advertises a specific job is responsible for
job offers advertised on this career website and for specific applications submitted
through the website. The job advertisement contains the name and contact details
of the responsible DHL Group companies as well as the contact details of the
respective data protection officer, where applicable.
• DHL Group companies are responsible for the pool of interested candidates in
which you can be included with your consent according to their respective regional
responsibility: this applies to Group companies headquartered in the regions (1)
EEA excluding the United Kingdom, (2) the United Kingdom & Ireland and (3) Rest
of the World.
Why do we collect your data?
At Deutsche Post DHL, we only process your data for certain purposes based on the
following legal grounds:
• For the purpose of contract performance or the implementation of pre-
contractual checks
• For the fulfillment of a legal obligation
• For the protection of legitimate interests and both your and our rights, for
example: to offer you an efficient and cost-effective service; to select you for
vacant positions based on the information available to us; to extend specific offers
to you regarding vacant positions on our website; to better manage our
relationship with you and the resulting opportunities; to evolve and improve our
recruitment services and processes; to better protect your data; and to guarantee
security and compliance. We ensure that data processing is commensurate with
these legitimate interests. You can exercise your right to object, where
applicable.
• Based on your consent, which you can revoke at any time with effect for the
future
Handling of your application
In the application process, the DHL company advertising the job in question processes
the following data categories for the purposes listed in the table based on the legal
grounds given there. The categories of data we can request from you and process
depend on the respective locally applicable specifications of the country in which the job
is offered.
• Master data (name, date of birth, address, etc.), if applicable
• Contact data (address, telephone number, e-mail address, etc.), if applicable
• Application information (résumé/CV, cover letter, academic transcripts,
certificates, interview notes and other data that you provide to us or share with
us during the interview)
• Photo, video, if applicable
• Citizenship and work permit, if applicable
• Details on adequate physical fitness for the position, if applicable
• Criminal record, if applicable for the advertised position
• Bank details for the reimbursement of travel costs, if applicable
• Data you have made available on publicly accessible career platforms/networks
and that may be collected according to the valid terms of use of the
platform/network operators
• Communication and further media (e.g. confirmation of your application or
further information for participation in a phone/video interview, etc.), if
applicable.
• Any diversity information such as gender, ethnicity and racial origin may only be
provided voluntarily. Such information is only collected to the extent permissible
by applicable law and is not used for hiring decisions, but rather for monitoring
our equal opportunity statistics.
In addition to these data categories, we may require further information to
evaluate your application that indicates how suitable you are for the respective
position. If you are selected as a final candidate, we may ask you to provide further
necessary information prior to your hiring. If there is no legal obligation to provide
information on certain personal requirements such as proof of a driver’s license,
you decide for yourself which data you provide us with.
The respective DHL Group company that has advertised the job processes your
application for the following purposes based on the following legal grounds:
• For assessment of your suitability for the position (purpose), the legal basis for
processing is performance of a contract
• For preparation and conduct of a (video) interview (purpose), the legal basis for
processing is your consent
• For checking your data against applicable sanction lists and legal requirements
(purpose), the legal basis for processing is fulfillment of a legal requirement and
DHL’s legitimate interest in complying with the resulting legal obligation.
• For processing information you may provide as part of your application which is
special category data, such as health, religious or ethnicity information the lawful
basis is performance of a contract and is article 9(2)(b) of the UK GDPR, which
relates to our obligations in employment and the safeguarding of your
fundamental rights. And Schedule 1 part 1(1) of the DPA2018 which again relates
to processing for employment purposes.
• For checking your criminal record, if applicable for the advertised position
(purpose), the legal basis for processing is performance of a contract and
Schedule 1 part 1(1) of the DPA2018 which again relates to processing for
employment purposes. We have in place an appropriate policy document and
safeguards which we are required by law to maintain when processing such data.
Processing of interested candidates’ data prior to an application
Interested candidates do not always immediately find a suitable position. We therefore
offer various services that enable us to notify you about interesting job advertisements
and/or consider you for the staffing of vacant positions.
Job alert
You can set up a so-called job alert. In this case, you receive job offers tailored to your
interests at the e-mail address you have provided. For this purpose, DPAG processes your
information (e-mail address, details on the desired position such as career level, location,
etc.) so that we can send you job recommendations based on the details you have
provided. The job alert can be unsubscribed at any time and ends automatically after one
year.
Targeted advertisement of vacant positions at the website
Based on the job offers selected by you at the website, further comparable positions can
be shown to you at the site. In this case, a comparison merely takes place with further
vacant positions that have similarities with those you have selected. Entered data is not
saved once the respective session has concluded.
Creation of a profile
Interested candidates can create a profile at this website. Required are a candidate’s
name, e-mail address and further information that the candidate can voluntarily enter
(résumé/CV, qualifications, career experience, etc.). Based on this information, the
candidate receives targeted job advertisements that are tailored to his or her interests
either by e-mail or – provided he or she is logged in – at the website.
Forwarding of applications to further DHL Group companies
When applying for an advertised position, you can consent to the processing of your
application documents by further DHL companies so that they are entitled to take your
information into consideration when staffing vacant positions and to extend further job
offers to you.
How do we collect your data?
We collect data directly from you when you provide it at our career website or other
communication channels. When you use a different channel, such as publicly accessible
career networks like LinkedIn, we process your data according to the applicable terms of
use of the respective platform/network. We receive your data indirectly when we
cooperate with recruitment companies. In this case, these agencies are responsible for
guaranteeing the accuracy of the data and transmitting it to us in compliance with
applicable law.
How do we process data when interested candidates make an inquiry?
When processing inquiries by interested candidates – such as for the selection of suitable
job suggestions or of candidates for vacant positions – we use AI-based software that
supports us in these tasks.
We use algorithms to evaluate the large number of applicants and application data we
receive. The intelligent matching algorithms help us to set priorities when examining
applications and sorting the applicants based on the vocational aptitudes required for
the respective task (experience, location, skills). The results are always regarded as a
recommendation, and the selection for interview and final hiring decisions are made by
the human resources officers and members of our hiring team.
To optimize the interview process, we have integrated a hiring assistant into our hiring
platform in which all responses and comments are stored. To reduce manual
coordination with human resources officers, we have integrated an automated calendar
for job interviews. To navigate the hiring process, you can interact with our chatbots or
are prompted to answer certain questions that lead you to the next step in the process.
We take into account all information collected during the application process and
guarantee that your data is processed fairly, precisely and ethically.
How long do we store your data?
Application process
If the process ends without a successful result for your application, we store your data
for a maximum of fifteen months dependent on the purposes, unless applicable law
stipulates a different retention period.
If you are hired, we enter your data into your personnel file according to the applicable
legal requirements.
Processing of data from interested candidates
In the case of interested candidates, the retention duration depends on which offers are
used on the website.
- A job alert can be discontinued at any time and automatically ends one year after it
is subscribed to.
- The website is only personalized due to accessed job advertisements for the
duration of the visit to the website (“session”). Data is not stored after you leave the
site.
- If you create an account, your data is stored until you delete the account.
- We will write to you separately, seeking your explicit consent to retain your
personal information for a 12month period, should we wish to retain your personal
information on file for consideration of future opportunities for which you may be
suitable.
What data security steps are taken?
We take suitable steps to protect the data and counter the risk of a loss of data. We
safeguard your data against all forms of illegal use or processing. We ensure the proper
safeguarding of your data in compliance with applicable law through suitable technical
and organizational measures.
Is your data passed on?
The data collected by us can be passed on to the following recipient categories for the
purposes described in this data protection information:
• DHL Group companies and, if necessary, the responsible works council and other
representation bodies
• Service providers tasked with performing services on behalf of DHL, such as
software providers
• Public authorities, if applicable law requires the transfer of data.
We have taken suitable precautions to safeguard the rights and freedoms of applicants
for positions outside the European Economic Area (EEA) or those interested in applying.
The transfer of data to DHL Group companies takes place in accordance with the DHL
Group Data Privacy Policy. You can receive a summary of the contents by clicking here or
contacting the human resources department responsible for processing your
application.
In cases where a service provider outside the EEA processes your data on behalf of a
Deutsche Post DHL company, this service provider is bound to contractual agreements
and possibly also supplementary measures.
We respect your rights
UK General Data Protection Regulation (UK GDPR) provides for the following rights:
• Right to information
You have the right to be informed about the data stored by us; Art. 13 -15.
• Right of rectification
You have the right to request the rectification of incorrect data pertaining to you;
Art. 16.
• Right to object
You have the right to object to certain types of processing, such as direct
marketing; Art. 21.
• Right to withdraw consent
You have the right to withdraw consent at any time with future effect; Art. 7.
• Right of data portability
You have the right to receive data you have provided to us in a structured,
commonly used and machine-readable format; Art. 20.
• Right to deletion / to be forgotten
Under certain circumstances, you have the right to request that your data be
deleted / forgotten; Art. 17.
• Right to restrict processing
You have the right to request a restriction on the use of your data; Art. 18.
• Right to object and automated individual decision-making on a case-by-case
basis, including profiling
You have the right to object to your data being processed at any time (Art. 21)
and specifically to the automated processing of your data (Art. 22). DHL does
not currently use automated decision-making with legal consequences for you.
Right of appeal
We have appointed a data privacy manager to oversee compliance with this
privacy notice. If you have any questions about this privacy notice or how we
handle your personal information, please contact dp.uki@dhl.com.
You have the right to make a complaint at any time to the Information
Commissioner's Office (ICO) who is responsible for data protection issues in the
UK.
How do you exercise your rights?
• If you would like to exercise your rights as pertains to your specific application,
please send an inquiry to please contact the data protection officer via:
dp.uki@dhl.com
Please note that DHL cannot process your inquiry without sufficient proof of
your identity. Please also note that applicable data protection law can impose
conditions for exercising the aforementioned rights.
Amendments to data protection information
We reserve the right to amend this data protection information from time to time in
accordance with changes in our services, the processing of your data or applicable law.
We therefore recommend that you regularly consult our data protection information.
Last update: July 11, 2023
