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

Processing of (personal) data by the entity responsible for the online application process 

Status: March 2024     
   
General information   
This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.   
   
The controller   
The controller under data protection law is:   
eos.uptrade GmbH
Schanzenstr. 70, 20357 Hamburg          
Phone: 040/80 80 700           
privacy@eos-uptrade.de         
      
You can find the complete imprint here:      
Imprint - eos.uptrade (eos-uptrade.de)      
      
Contact details of our data protection organisation      
Our data protection organisation provides support for all questions relating to data protection. Complaints can also be made to our data protection organisation and the rights mentioned in this privacy policy can be asserted.       
The contact details of our data protection organisation are:      
      
privacy@eos-uptrade.de                 
      
Personal data collected as part of the application process         
Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.         
         
Purposes of processing personal data during the application process         
If you apply to us through 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 is collected during this process:         
Name (first and last names)
E-mail address
Phone number       
Availability       
Place of residence
LinkedIn profile (optional)
Nationality       
       
Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and job references. These may contain additional personal data such as date of birth, address etc.          
Only authorized HR staff and/or staff involved in the application process have access to your data.          
The personal data is stored, as a rule, for the purpose of filling the vacancy for which you have applied.          
       
Legal basis for data processing       
The legal basis for the processing of data after sending the application via the form provided in the applicant portal is Art. 6 para. 1 lit. b GDPR (initiation of an employment relationship).        
       
Data retention period       
Your data will be stored for a period of 6 months after the application process has been concluded. This is done for the proper handling of the application process, including for the fulfilment of legal obligations or the defence against any claims arising from legal regulations. 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.).          
       
If we would like to include your data and application documents in our "talent pool", we will obtain your separate consent for this.        
          
Disclosure of data to third parties          
The data transmitted as part of your application is transferred using TLS encryption and stored in a database. For the hosting of our applicant portal, we use personnel administration and applicant management software and services provided by Personio GmbH SE & Co. KG (https://www.personio.com/legal-notice/) (hereinafter referred to as "Personio"). In this context, Personio is our processor in accordance with Art. 28 GDPR. The basis for the processing is an order processing contract between us as the controller and Personio.       
       
All data stored as part of the use of Personio's personnel administration and applicant management software is stored in the European Union. Further information can be found in Personio's privacy policy below and at https://www.personio.com/security/ .
          
Rights of data subjects          
If we as the controller process 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 (Art. 15 GDPR) and the rights to rectification (Art. 16 GDPR), erasure (Art.17 GDPR), restriction of processing (Art.18 GDPR), and data portability (Art. 20 GDPR), as well as the right to object (Art. 21 GDPR). If the personal data is processed with your consent, you have the right to withdraw this consent under Art. 7 III GDPR.          
To assert your rights as a data subject in relation to the data processed during this online application process, please refer to our Data Protection Organisation via privacy@eos-uptrade.de.        
          
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 Data Privacy - eos.uptrade (eos-uptrade.de).       

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.