Processing of (personal) data by the entity in charge of the online application process

Transparency and information obligations for applicants

§ 1 Fundamentals and purposes of processing personal data collected from application documents and during the application process

If you apply to us postally or electronically, i.e. via e-mail or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.

By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data, which we will use and store exclusively for the purpose of your job search / application process.

In particular, the following data can be processed during this process:

Name (first as well as last name)
Date of birth
Gender
Residential address
E-mail address
Telephone number
Qualification data (including education, credentials, work experience, references).
LinkedIn profile (optional)
Channel of how you became aware of us.
Notes of conversations and correspondence between them and us
Disability and physical or mental health information (if provided by the applicant, for example, to seek accommodation) and immigration and naturalization records (if this discloses information related to racial or ethnic origin).Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and reference letters. These may contain additional personal data such as date of birth, address etc.

Only authorized HR staff and staff involved in the application process have access to your data.

When processing your personal data, we always comply with the provisions of the GDPR, the BDSG and all other (labor) legal provisions.

We are aware of the importance of your data. Your personal data will be processed exclusively for the purpose of effective and correct handling of the application process and for contacting you as part of the application process (Article 88 (1) GDPR in conjunction with Section 26 (1) BDSG).

In addition, we process your data if we have a legal obligation to do so, in particular from employment law. In the case of special categories of personal data pursuant to Art. 9 (1) GDPR, a balancing of interests also takes place, i.e. data processing only takes place if your interests worthy of protection are not overridden (Article 88 (1) GDPR in conjunction with § 26 (1), (3) BDSG).

Your consent also constitutes permission for data processing. Therefore, if you have given us your consent (e.g., to store the application documents in our applicant pool for a longer period of time or to forward the application documents to other company units), we will also process your data for this purpose (Article 88 (1) GDPR in conjunction with Section 26 (2) BDSG). If we obtain consent from you, we will of course inform you about the specific purpose of the data processing and about your right of revocation. If the consent also relates to the processing of special categories of personal data pursuant to Article 9 GDPR, we will expressly point this out to you in advance.

§ 2 Storage period

Your data will be stored for a period of 6 months (182 Days) after the application process has been concluded. This is usually done to fulfill legal requirements and/or defending ourselves against any claims arising from legal provisions.

After this period, we are obligated to delete or anonymize your data. In case of anonymization, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time etc.).

However, you have the option of us storing your application documents for a longer period of time and comparing them with other vacancies that match your profile.

For this we need your consent, which you can give us by activating the checkbox before uploading your application documents. In this case, we will store your data for 12 months. You can revoke your consent at any time without stating reasons with effect for the future by sending an e-mail to Datenschutz@Proteros.de.

Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.

§ 3 Disclosure of data to third parties and transfer to third countries

Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under Article 28 GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.

Data is only transferred to third countries (outside the European Union or the European Economic Area) if you have given us your consent to do so or if this is required by law.

We do not transfer your personal data to any service provider or group company outside the European Economic Area.

§ 4 Obligation to provide Data

The decision whether or not to establish an employment relationship with you can only be made if you provide us with certain personal data, such as your resume. In doing so, we naturally observe the principle of data economy and data avoidance in that you only need to provide us with the data that we require to fully review your application documents or that we are legally obligated to collect. Unfortunately, we cannot review your application documents without this data. Of course, you have the option of voluntarily providing us with additional information in your application documents.

§ 5 Automated individual decision-making

We do not use any automated processing for making a decision.

Concluding provisions
We reserve the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.In addition to this data privacy statement, please view our general data privacy statement at Privacy Policy (proteros.com).

Processing of (personal) data by the operator of the recruitment website

General information

This recruitment website is operated by Personio SE & Co. KG, which offers a human resource and candidate management software solution (https://www.personio.com/legal-notice/). Data transmitted as part of your application will be transferred using TLS encryption and stored in a database. The sole controller of this data within the meaning of article 24 of the GDPR is the enterprise carrying out this online application process. Personio’s role is limited to operating the software and this recruitment website and, in this context, being a processor under article 28 of the GDPR. In this case, the processing by Personio is based on an agreement for the processing of orders between the controller and Personio. In addition, Personio SE & Co. KG processes further data, some of which may be personal data, to provide its services, in particular for operating this recruitment website. We will refer to this in more detail below.

The controller

The controller under data protection law is:
Personio SE & Co. KG
Seidlstraße 3
80335 München
Tel.: +49 (89) 1250 1004
Entry in the commercial register
Commercial register entry number: HRA 115934
Registration Court: Amtsgericht München
Data Protection Officer contact: privacy@personio.com

Access logs (“server logs”)

Each access to this recruitment website automatically causes general protocol data, so-called server logs, to be collected. As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. Without this data, it would, in some cases, be technically impossible to deliver or display the contents of the software. In addition, processing this data is absolutely necessary under security aspects, in particular for access, input, transfer, and storage control. Furthermore, this anonymous information can be used for statistical purposes and for optimizing services and technology. In addition, the log files can be checked and analyzed retrospectively when unlawful use of the software is suspected. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. Generally, data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp of the access to the software is collected. The scope of this log process does not exceed the common log scope of any other site on the web. These access logs are stored for a period of up to 7 days. There is no right to object to this.

Error logs

So-called error logs are generated for the purpose of identifying and fixing bugs. This is absolutely necessary to ensure we can react as quickly as possible to possible problems with displaying and implementing content (legitimate interest). As a rule, this data is a pseudonym and thus does not allow for inferences about the identity of an individual. The legal basis for this is §25 subsection 2 Sentence 2 TDDDG. When an error message occurs, general data such as the domain name of the website, the web browser and web-browser version, the operating system, the IP address, as well as the timestamp upon occurrence of the respective error message and/or specification is collected. These error logs are stored for a period of up to 7 days. There is no right to object to this.

Use of cookies

So-called cookies are used on parts of this recruitment website. They are small text files which are stored on the device with which you access this recruitment website. As a general rule, cookies serve the purpose of ensuring secure access to a website (“absolutely necessary”), implementing certain functionalities such as standard-language settings (“functional”), improving the user experience or the performance of the website (“performance”), or placing targeted advertisements (“marketing”). On this recruitment website, we generally use only cookies that are absolutely necessary, functional or performance-related, in particular for implementing certain default settings such as language, for identifying the job advertising channel, or for analyzing the performance of a job advert via which a user accessed this recruitment website. The use of cookies is absolutely necessary for providing our services and thus for the performance of the contract (article 6 (1) b) of the GDPR). Period of storage: up to 1 month or until the end of the browser session Right to object: You can determine via your browser settings whether you allow or object to the use of cookies. Please note that deactivating cookies may result in limited or completely blocked functionalities of this recruitment website.

Rights of data subjects

If Personio SE & Co. KG as the controller processes personal data, you as the data subject have certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), depending on the legal basis and the purpose of the processing, in particular the right of access (article 15 of the GDPR) and the rights to rectification (article 16 of the GDPR), erasure (article 17 of the GDPR), restriction of processing (article 18 of the GDPR), and data portability (article 20 of the GDPR), as well as the right to object (article 21 of the GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under article 7 III of the GDPR. To assert your rights as a data subject in relation to the data processed for the purpose of operating this recruitment website, please refer to Personio SE & Co. KG’s Data Protection Officer (see item B).

Concluding provisions

Personio reserves the right to adjust this data privacy statement at any point in time to ensure that it is in line with the current legal requirements at all times, or in order to accommodate changes in the services offered, for example when new services are introduced. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.