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

Data protection information for applicants on our Personio page

General

We hereby inform you about the processing of your personal data by us in accordance with Art. 13 of the General Data Protection Regulation (GDPR). It refers to the online application process via this page.

Controller

The controller within the meaning of data protection law is:
HOLOGATE GmbH

Further information (address, authorised representatives, etc.) can be found at https://www.hologate.com/disclaimer/
We have appointed the following person as our data protection officer:

Michael Schlagintweit, effiZERT GmbH, datenschutz.hologate@effizert.de

Purpose of processing and legal basis

Personal data is processed in order to

identify you,
process your application,
correspond with you,
comply with our legal and regulatory obligations, respond to legal proceedings or provide information to government agencies or other third parties, or detect and prevent illegal and fraudulent activities and protect your rights, our rights and the rights of third parties.

We process personal data in accordance with the provisions of the European General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG).

Fulfilment of contractual obligations

This involves the initiation of an employment relationship or the implementation of pre-contractual measures. Personal data is processed

for administrative purposes, e.g. invitations and travel expense accounting,
to track the status of your application to communicate with you regarding matters relating to your application,
to draw up employment contracts,
to document your suitability.

The legal basis for the fulfilment of contractual obligations is Art. 6 (1) (b) GDPR in conjunction with § 26 (1) BDSG and Art. 88 (1) GDPR in conjunction with § 26 (4) BDSG.

Legitimate interests

Where necessary, we process your data beyond the actual initiation of the contract to protect our legitimate interests or those of third parties. In particular:

to identify training needs.

The legal basis for legitimate interests is Article 6(1)(f) GDPR.

Based on your consent

It often happens that we become interested in your application at a later date. In this case, we would add you to our talent pool. We will then ask for your consent to store your data for a longer period of time.
We will also ask for your consent if we contact previous employers.
Consent that has been given can be revoked at any time. Please note that the revocation only applies to the future. Processing that took place before the revocation is not affected.
The legal basis for consent is Art. 6 (1) (a) GDPR.

Due to legal requirements

In some cases, processing is carried out to comply with legal requirements, e.g. Section 257 of the German Commercial Code (HGB), Section 147 of the German Fiscal Code (AO).
The legal basis for compliance with legal requirements is Art. 6 (1) (c) GDPR in conjunction with Section 26 BDSG.

Processing of special categories of personal data

We only process special categories of personal data if you provide us with this information and it is necessary for the initiation of the employment relationship. This may be the case, for example, in the event of severe disability.
The legal basis for the processing of special categories of personal data for the fulfilment of rights/ obligations in the field of labour law, social security law or social protection are Art. 9 (2) (b) GDPR in conjunction with § 26 (3) BDSG (Federal Data Protection Act) and, for the assessment of working capacity, Art. 9 (2) (h) in conjunction with § 22 (1) (b) BDSG.

Sources and data

Most of the data comes from you. We process personal data that we receive from you as part of the application and selection process, including:

Your name, address and contact details;
All information you provide us with in your application letter, CV and copies of your certificates;
records of your interview and the associated impressions and suitability;
LinkedIn profile (optional);
channel through which you became aware of us.

We also process personal data that we have lawfully obtained from third parties (e.g. recruitment agencies).

Recipients

Within our company, your data will be received by those departments that are involved in your application (e.g. the relevant manager, specialist departments, human resources department).
In addition, we may transfer your personal data to other recipients outside our company to the extent necessary to fulfil our contractual and legal obligations as an employer. These may include, for example:

Personio personnel management software (Personio is our processor in accordance with Art. 28 GDPR and is contractually bound to our instructions)
Tax office and law firm in the context of preparing an employment contract
Our bank and your bank in the context of travel expense reimbursement (to the extent necessary for processing)

We also have support for IT, telephony, file archiving and disposal.

Third countries

Your data will only be processed by us. Applicant data will not be processed in any third countries (countries outside the European Economic Area – EEA). Unfortunately, some of our service providers and parent companies are located in third countries. Therefore, data transfers cannot be ruled out in these cases.

Duration

The data will be stored for the duration of the application process and deleted after the expiry of the AGG objection period after 6 months. If you give your consent (e.g. talent pool), your data will be stored by us until revoked, but for a maximum of 2 years. Data relating exclusively to your travel expense claims is subject to a 10-year retention period.

Rights of data subjects

You can obtain information from us about your data processed by us. Please specify which data you are interested in. We will also correct your data if it is incorrect. Please notify us of this using the contact details above.
You also have the right to erasure, restriction and objection. In this case, your application cannot be processed further. Please understand that in most cases we are legally obliged to store your data. In these cases, we will not be allowed to erase your data. We will also be happy to provide you with information electronically, thereby guaranteeing your right to data portability.
If you are dissatisfied, please let us know using the contact details above. Please also use these details if you notice a breach of data protection. Thank you!
If you have any problems with data processing, you can contact our data protection officer at any time (see above for contact details).
In principle, you also have the right to complain about the processing of your data to a data protection supervisory authority.

Provision of data

As part of your application, you only need to provide the personal data that is necessary for the establishment and implementation of the employment relationship and the fulfilment of the associated contractual obligations, or that we are legally obliged to collect. However, please provide sufficient data so that we can get an idea of who you are and contact you. Failure to provide this data will result in your application being invalid.

Automated decision-making

We do not use automated decision-making, including profiling (Art. 22 GDPR), to establish and implement the employment relationship.
Please understand that we use a spam or junk filter to protect our systems (based on legitimate interest pursuant to Art. 6(1)(f) GDPR). This filter uses sender data, time, content, character set and origin to sort out unwanted emails. If you feel that your emails are not arriving or are being rejected, please contact us via another communication channel (telephone or letter; our contact details can be found above).

Final provisions

We reserve the right to amend this data protection information at any time to ensure that it always complies with current legal requirements or to reflect changes in the application process or similar. The new privacy policy will then apply when you visit this recruitment page again or submit a new 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.