Information about the Processing of Your Personal Data in the Application Process

We are pleased that you have applied to Arethia. Transparency and a trustworthy handling of your personal data are crucial foundations for a good collaboration. Therefore, we want to inform you about how we process your data and how you can exercise your rights under the General Data Protection Regulation (GDPR). The following information provides an overview of the collection and processing of your personal data in connection with the execution of the application process.
Who is responsible for data processing? Responsible entity:
Personio GmbH Rundfunkplatz 4 80335 Munich Tel.: +49 (89) 1250 1005 Registration in the Commercial Register Register number: HRB 213189 Registration Court: Local Court Munich Data Protection Officer: datenschutz@personio.de
How to contact the Data Protection Officer? You can reach our Data Protection Officer at:
Data Protection Team Email: DSB@hertzflavors.de Postal address: Arethia Services Germany GmbH & Co KG -The Data Protection Officer- Scholtzstr. 4 21465 Reinbek
What personal data of yours do we use? We process your personal data to the extent necessary for the execution of the application process. This includes the following data categories:

Standard Information:
- Applicant master data (first name, last name, address, position)
- Qualification data (cover letter, resume, previous activities, professional qualifications)
- (Work) certificates and certificates (performance data, evaluation data, etc.)
Other Information:
- Voluntary information, such as a job application photo, information about disability status, or other information you voluntarily provide in your application.

From which sources do we obtain the data? We process personal data that we receive from you as part of the application process.
and
We receive personal data from the following sources:
Service providers for applicant placement
For what purposes do we process your data and on what legal basis? We process your personal data, especially in compliance with the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG), as well as all other relevant laws.

Data processing for the purpose of the employment relationship (§ 26 (1) BDSG): Personal data of applicants may be processed for the purpose of the application process if this is necessary for the decision on the establishment of an employment relationship with us.
Data processing based on your consent (Art. 6 (1) lit. a GDPR, § 26 (2) BDSG): If you have voluntarily given consent to the collection, processing, or transmission of certain personal data, this consent forms the legal basis for the processing of this data.
In the following cases, we process your personal data based on your consent:
- Inclusion in the applicant pool, i.e., we store the application documents beyond the current application process for consideration in future application processes.
- Based on the legitimate interest of the responsible entity (Art. 6 (1) lit. f GDPR): In certain cases, we process your data to protect a legitimate interest of ours or a third party.
For the defense of legal claims in a procedure under the General Equal Treatment Act (AGG). In the event of a legal dispute, we have a legitimate interest in processing the data for evidentiary purposes.

To whom will your data be disclosed? Your data will primarily be processed by our HR department and the department head responsible for your position. However, other internal and external entities may also be involved in processing your data.
Internal entities:

HR department
Department head
Management

External service providers:

Provider of a personnel administration and applicant management system (Personio)
Service provider for file and data destruction
Mail service provider (Microsoft)

Will your data be transferred to countries outside the European Union (so-called third countries)? A transfer to a third country is not intended. (Insert wording from the original file here)
How long will your data be stored? We store your personal data for as long as is necessary to decide on your application. If an employment relationship between you and us does not materialize, we may still store data beyond that if necessary to defend against potential legal claims. Regularly, your data will be deleted within 6 months after the end of the application process.
If an employment relationship does not materialize, but you have given us your consent for further storage of your data, we will store your data until the revocation of your consent, but no longer than one additional year. In specific cases, we may store your data for a longer period for the purpose of defending against potential legal claims.
What rights do you have in connection with the processing of your data? Every affected person has the right to information according to Art. 15 GDPR, the right to correction according to Art. 16 GDPR, the right to deletion according to Art. 17 GDPR, the right to restriction of processing according to Art. 18 GDPR, the right to object according to Art. 21 GDPR, and the right to data portability according to Art. 20 GDPR. The restrictions according to §§ 34 and 35 BDSG apply to the right to information and the right to deletion.
Right of objection What right do you have in the case of data processing based on your legitimate or public interest? According to Art. 21 (1) GDPR, you have the right to object at any time, for reasons arising from your particular situation, to the processing of personal data concerning you, which is carried out on the basis of Art. 6 (1) e GDPR (data processing in the public interest) or on the basis of Art. 6 (1) f GDPR (data processing to safeguard a legitimate interest), including profiling based on this provision.
In the event of your objection, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for processing that outweigh your interests, rights, and freedoms, or the processing serves to assert, exercise, or defend legal claims.
Revocation of consent You can revoke your consent to the processing of personal data at any time. Please note that the revocation only takes effect for the future.
Right to information You can request information about whether we have stored personal data about you. If you wish, we will inform you about the data concerned, the purposes for which the data is processed, to whom this data is disclosed, how long the data is stored, and what other rights you have regarding this data.
Further rights In addition, you have the right to correct incorrect data or to delete your data. If there is no reason for further storage, we will delete your data; otherwise, we will restrict processing. You can also request that we provide you or another person or entity of your choice with all personal data you have provided to us in a structured, common, and machine-readable format.
Furthermore, there is a right to complain to the responsible data protection supervisory authority (Art. 77 GDPR in conjunction with § 19 BDSG).
Exercising your rights To exercise your rights, you can contact the responsible entity or the data protection officer using the contact details provided, or the HR department at join@arethia.com / Tel. +49 40 727 60 8-0. We will promptly process your requests in accordance with legal requirements and inform you of the measures we have taken.

Head of Operations USA

We look forward to hearing from you!

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