Privacy policy for applicants to collaboration Factory GmbH

1. Preliminary remark

As an employee/applicant of our company, we would like to inform you in accordance with Art. 13, 14 of the EU General Data Protection Regulation (GDPR) about the processing of your personal data in connection with your (future) employment relationship.
Your personal data will only be collected and processed in accordance with data protection regulations. Under applicable data protection law, your personal data may only be processed if this is expressly permitted or required by law or if you have given your effective consent. Details on exactly how we process your data can be found in this privacy policy.

2. Responsible person

This privacy policy applies to data processing by us as the controller in accordance with Art. 4 (7) of the General Data Protection Regulation (GDPR). Our contact details are as follows:

collaboration Factory GmbH

Arnulfstr. 34

D-80335 Munich

Represented by: Doug Surrett and Marie Pawelzik (Managing Director)

Register court and number: Munich, HRB 299416

Contact: E-mail: info@collaboration-factory.de

Tel: +49 (0)89 809133 230

Fax: +49 (0)89 809133 239

3. Data Privacy Officer

External Data Privacy Officer (DPO)

Dr. Jochen Notholt

comp/lex – Lösungen & Dienste

Lindwurmstr. 10

80337 München

Deutschland

E-Mail: privacy@collaboration-factory.de

Tel: +49-89-41614295-0

4. Definitions of terms

Insofar as this privacy policy does not contain or imply a different definition, reference is made to the definitions in Art. 4 GDPR with regard to the terms used. According to Art. 4 No. 1 GDPR, personal data means any information relating to an identified or identifiable natural person. This includes, for example, first and last name, date of birth, private and business contact details, working hours and remuneration.

5. Transfer to third countries

We only process your personal data in a third country (i.e. outside the European Union (EU) or the European Economic Area (EEA)) if it is necessary for the fulfillment of our (pre)contractual obligations (pursuant to Art. 6 para. 1 sentence 1 lit. b GDPR), on the basis of your consent (pursuant to Art. 6 para. 1 sentence 1 lit. a GDPR), on the basis of a legal obligation (pursuant to Art. 6 para. 1 sentence 1 lit. c GDPR) or on the basis of our legitimate interests (pursuant to Art. 6 para. 1 sentence 1 lit. f GDPR). The same applies if third parties process your data on our behalf in a third country. Furthermore, data will only be transferred to a third country if this is permitted under Art. 44 et seq. GDPR.

6. Deletion of data

We will delete your data 6 months after the end of the application process or, if you consent to storage in the Talent Pool, after 5 years.

7. Rights of data subjects

You have the right:

• to request information about your personal data processed by us in accordance with Art. 15 GDPR. In particular, you can request information about the processing purposes, the category of personal data, the categories of recipients to whom your data has been or will be disclosed, the planned storage period, the existence of a right to rectification, erasure, restriction of processing or objection, the existence of a right to lodge a complaint, the origin of your data if it was not collected by us, and the existence of automated decision-making including profiling and, if applicable, meaningful information about its details;
• in accordance with Art. 16 GDPR, to immediately request the correction of incorrect or incomplete personal data stored by us;
• in accordance with Art. 17 GDPR, to demand the deletion of your personal data stored by us, unless the processing is necessary to exercise the right to freedom of expression and information, to fulfill a legal obligation, for reasons of public interest or to assert, exercise or defend legal claims;
• in accordance with Art. 18 GDPR, to demand the restriction of the processing of your personal data if the accuracy of the data is disputed by you, the processing is unlawful but you refuse to delete it and we no longer need the data, but you need it to assert, exercise or defend legal claims or you have lodged an objection to the processing in accordance with Art. 21 GDPR;
• in accordance with Art. 20 GDPR, to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format or to request that it be transmitted to another controller
• to lodge a complaint with a supervisory authority in accordance with Art. 77 GDPR. As a rule, you can contact the supervisory authority of your usual place of residence or workplace or our company headquarters.

8. Revocation of consents granted

If we process your personal data on the basis of your consent in accordance with Art. 6 para. 1 lit. a GDPR, you have the right to revoke any consent you have given us in accordance with Art. 7 para. 3 GDPR with effect for the future.
If you wish to exercise your right of withdrawal, you can inform us by sending an email to privacy@collaboration-factory.de. Alternatively, you can also use the contact details provided in section 2 above.

9. Processing of your personal data

Below we provide you with an overview of data processing operations that may affect your personal data in the course of your application process:

9.1 Recruiting process

We process the following personal data from you for this purpose:

• Contact details (in particular name, address, date of birth, telephone number, e-mail)
• Application data (i.e. all data that you have sent or communicated to us as part of your application; e.g: Details of professional qualifications and schooling, details of further professional training, cover letter, certificates, references from employers, etc.

We process this data for the following purposes:

• Establishment of employment contracts
• Establishment of a talent pool to manage applicants for future positions.

The legal basis for the processing is:

• Art. 6 para. 1 lit. b GDPR
• Art. 6 para. 1 lit. a GDPR (for Talent Pool)

Recipients of this data are:

• Internal: superiors or internal departments responsible for hiring the person, managing directors or authorized representatives
• External: Processor for personnel data processing

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.