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

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.

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.