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

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.

Responsible Entity
The responsible entity within the meaning of data protection law is:
kollex GmbH
Kottbusser Damm 25-26,
D-10967 Berlin
Tel.: 030 25557426
Entry in the Commercial Register
Registration number: HRB 201247 B
Register court: Local Court of Charlottenburg (Berlin)
datenschutz@kollex.de

Data Protection Officer
If you have any questions regarding data protection, you can also contact our Data Protection Officer using the same e-mail address or the postal address mentioned above, addressed “to the Data Protection Officer.” Please note that by contacting these addresses, the Data Protection Officer does not exclusively receive your request. If you wish to exchange privileged information only with the Data Protection Officer, we kindly ask you to communicate directly via the above-mentioned address.

Personal Data in the Application Process
Personal data refers to information relating to the personal or factual circumstances of a specific or identifiable natural person. This includes information such as your name, address, telephone number, and date of birth, as well as data about your professional background, etc., which can reasonably be assigned to a specific person. Information that cannot be directly or indirectly linked to your real identity, however, is not considered personal data.

Basis and Purpose of Processing Personal Data in Applications and the Recruitment Process
If you apply to us electronically, i.e. via e-mail or through our web form, we collect and process your personal data for the purpose of handling the application process and carrying out pre-contractual measures, which include preparing and conducting interviews, evaluating and assessing results, as well as other measures required for recruitment and hiring processes.

By submitting an application on our recruiting page, you express your interest in employment with us. In doing so, you provide us with personal data, which we use and store solely for the purpose of your job search/application.
Depending on the published or transmitted data, we process the following personal data for the stated purposes:

- Name (first and last name)

- Date of birth

- Address

- E-mail address

- Telephone number

- Nationality

- Qualifications, awards, and language skills

- Experience and education

- Photo

- Hobbies (if applicable)

- LinkedIn profile (optional)

- The channel through which you became aware of us

In addition, you may upload supporting documents such as a cover letter, CV, and certificates. These may also contain further personal data.
In some cases, so-called special categories of personal data pursuant to Art. 9 (1) GDPR, such as health data or trade union membership, may also be collected if you provide them to us. However, we advise you not to provide us with personal data that may be considered special categories of personal data.
The legal basis for processing this personal data is Art. 6 (1) lit. b GDPR if processing is necessary for the decision on establishing an employment relationship. Furthermore, we may process your data if this is necessary to comply with legal obligations, Art. 6 (1) lit. c GDPR. Processing of special categories of personal data is based on Art. 9 (2) lit. b GDPR, Art. 88 GDPR in conjunction with § 26 (3) sentence 1 BDSG.

Talent Pool
If you are not hired, you can register for our talent pool afterwards via e-mail, so that we can proactively inform you about similar positions. The purpose of processing is proactive contact by kollex for consideration for positions that may be of interest to you.
The legal basis for this data processing is your consent pursuant to Art. 6 (1) lit. a GDPR.

Retention Period
Your data will be stored for a period of 90 days beyond the end of the application process. This is usually done to comply with legal obligations or to defend against potential claims arising from legal provisions. Afterwards, we are obliged to delete or anonymize your data. In this case, the data will only be available to us as so-called metadata without direct personal reference for statistical evaluations (e.g., ratio of female to male applicants, number of applications per period, etc.). In addition, we store your data for inclusion in our “Talent Pool” for 180 days after the end of the application process to identify potential further interesting positions for you. This also applies, for example, to applications for apprenticeships or internships. If, during the application process, you receive and accept an offer of employment with us, the personal data collected during the application process will be stored at least for the duration of the employment relationship.

Disclosure of Data to Third Parties
The data transmitted in connection with your application is transferred via TLS encryption and stored in a database. This database is operated by Personio GmbH, which provides HR management and applicant tracking software (https://www.personio.de/impressum/). In this context, Personio is our data processor pursuant to Art. 28 GDPR. The basis for processing is a data processing agreement between us as the responsible entity and Personio.

Source of Data
As a rule, we collect and process only the above-mentioned data provided by you for the processing of your application.
We may also obtain data about you from other sources on the Internet and professional networks. This includes, for example, data that you have made publicly available as part of an online profile (e.g., on LinkedIn).

Rights of Data Subjects
If personal data is processed by us as the responsible entity, you as the data subject have certain rights under Chapter III of the GDPR, depending on the legal basis and purpose of the processing. In particular, these may include the right of access (Art. 15 GDPR), right to rectification (Art. 16 GDPR), right to erasure (Art. 17 GDPR), right to restriction of processing (Art. 18 GDPR), right to data portability (Art. 20 GDPR), and right to object (Art. 21 GDPR). If the processing of personal data is based on your consent, you have the right under Art. 7 (3) GDPR to withdraw this consent. This means that we will no longer continue the data processing that was based on this consent in the future. The withdrawal of consent does not affect the lawfulness of processing carried out on the basis of consent before its withdrawal.
If we process your data on the basis of legitimate interests, you have the right to object to the processing of your data at any time for reasons arising from your particular situation.
To exercise your right of withdrawal or objection, a simple informal communication to the above-mentioned contact details is sufficient.
Finally, you have the right to lodge a complaint with a data protection supervisory authority pursuant to Art. 77 GDPR. You can exercise this right, for example, with a supervisory authority in the Member State of your residence, your place of work, or the place of the alleged infringement. In Berlin, where we are based, the competent supervisory authority is:
Berlin Commissioner for Data Protection and Freedom of Information, Alt-Moabit 59-61, 10555 Berlin.

Please contact the above-mentioned details (see section 2) to exercise your data subject rights in relation to the data processed in this online application procedure.

Final Provisions
We reserve the right to amend this privacy policy at any time to ensure that it always complies with current legal requirements or to reflect changes to the application process or similar. For a renewed visit to this recruiting page or a new application, the new privacy policy will apply.
In addition to this privacy policy, you can view our general privacy policy at https://www.kollex.de/datenschutz.

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.