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

Processing of (personal) data by the person responsible for the online application procedure

General
We provide you with this data protection declaration, which relates exclusively to personal data collected as part of the online application procedure, in order to inform you about how we handle your personal data collected by us as part of the application procedure.

Person responsible
The person responsible in terms of data protection law is:
Xempus AG
Arnulfstraße 126, 80636 Munich
Tel.: 089/2000 17-50
Entry in the Commercial Register
Registration number: HRB 225757
Register court: Munich Local Court
Our data protection officer can be reached at the e-mail address datenschutz@xempus.com or at our postal address with the addition of "data protection team".

Personal data in the context of the application process
Personal data is information about the personal or factual circumstances of an identified or identifiable natural person. This includes, in particular, information such as your name, address, telephone number and date of birth, but also data about your specific career, etc., which can be assigned to a specific person with reasonable effort. Information that is not (un)indirectly associated with your real identity, on the other hand, is not personal data.

Principles and purposes for processing personal data in applications and the application process
If you apply to us electronically, i.e. by e-mail or via our web form, we collect and process your personal data for the purpose of processing the application procedure and carrying out pre-contractual measures.

By submitting an application on our recruiting page, you express your interest in taking up employment with us. In this context, you provide us with personal data which we use and store exclusively for the purpose of your job search/application.
In particular, the following data will be collected:
Name (first and last name)
E-mail address
Telephone number (optional)
Date of birth (optional)
Availability
You also have the option of uploading meaningful documents such as a covering letter, your CV and references. These may include further personal data such as date of birth, address, etc.
Only authorised employees from the personnel department or employees involved in the application process have access to your data.
Personal data is stored exclusively for the purpose of filling the vacant position for which you have applied.
Your data will be stored for a period of six months beyond the end of the application process. As a rule, this is done to fulfil legal obligations or to defend against possible claims arising from legal regulations. We are then obliged to delete or anonymise your data. In this case, the data is only available to us as so-called metadata without direct personal reference for statistical evaluations (for example, proportion of women or men in applications, number of applications per period, etc.).
If you receive an offer of employment with us during the application process and accept it, we store the personal data collected during the application process at least for the duration of the employment relationship. From the beginning of the employment relationship, the regulation of the data processing including the storage period takes place in the employment contract and its annexes and supplements.

Disclosure of data to third parties
The data transmitted in the context of your application will be transferred via TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers personnel administration and applicant management software (https://www.personio.de/impressum/). Personio is our order processor in this context in accordance with Art. 28 DS-GVO. The basis for the processing in this case is a contract for commissioned processing between us as the responsible party and Personio.

Data subject rights
Insofar as personal data is processed by us as the controller, you as the data subject have, depending on the legal basis and purpose of the processing, certain rights under Chapter III of the EU General Data Protection Regulation (GDPR), in particular, where applicable, the right to information (Art. 15 of the GDPR), the right to a report (Art. 28 of the GDPR), and the right to a fair hearing (Art. 28 of the GDPR). DS-GVO), right to rectification (Art. 16 DS-GVO), right to erasure (Art. 17 DS-GVO), right to restriction of processing (Art. 18 DS-GVO), right to data portability (Art. 20 DS-GVO), right to object (Art. 21 DSGVO). If the processing of personal data is based on your consent, you have the right to revoke this data protection consent in accordance with Art. 7 III DS-GVO.
Please contact our data protection officer (see point 2.) and our data protection team at datenschutz@xempus.com to assert your data protection rights with regard to the data processed in this online application procedure.

Final provisions
We reserve the right to adapt this data protection declaration at any time so that it always complies with the current legal requirements or to reflect changes in the application process or similar. The new data protection declaration will then apply to a renewed visit to this recruiting page or a renewed application.

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.