Information on data processing during the application process

This is to inform you about the processing of your personal data by diva-e NEXT GmbH and the rights to which you are entitled according to data protection law.

Who is responsible for data processing and who is the data protection officer?

Responsible for data processing is

diva-e NEXT GmbH

St.-Martin-Str. 72

81541 München

Tel: +49 (89) 954590 33

E-Mail: hr@diva-e.com

Details of the data protection officer:

Bugl & Kollegen GmbH

Eifelstraße 55

93057 Regensburg

E-Mail: kontakt@buglundkollegen.de

What personal data do we collect and where do they come from?

We process the following personal data as part of the application process:

Your master data (such as first name, last name, name affixes, date of birth)
If applicable, work permit / residence title
Contact data (such as private address, (mobile) phone number, e-mail address)
Skill data (e.g. special knowledge and skills)
If relevant for the advertised position: health suitability
Other data from the application documents (e.g. information on previous and existing employment relationships, training, salary expectations, entry date, photo)

Your personal data is generally collected directly from you as part of the recruitment process, in particular from the application documents, the interview and the personnel questionnaire.

We also process personal data that we have permissibly obtained from publicly accessible sources (e.g. professional networks).

For which purposes and on what legal basis is your data processed?

We process your personal data in compliance with the regulations of the EU General Data Protection Regulation (GDPR).

First and foremost, the data processing is for the purpose of creating the employment relationship. The primary legal basis for this is Article 88 (1) GDPR in conjunction with Section 26 (1) BDSG.

Your data will be processed exclusively for filling the specific position for which you have applied.

If you would like to be included in our applicant pool in the event of a rejection, we require a declaration of consent from you.

If you would like your application to be considered for other open positions within the company/group, we require a declaration of consent from you.

In addition, the European anti-terrorism regulations 2580/2001 and 881/2002 require us to check your data against the so-called "EU terror lists" to ensure that no funds or other economic resources are made available for terrorist purposes.

How long do we store your data?

If you are hired, we will include your application documents in your personnel file. After termination of the employment relationship, we continue to store those personal data that we are legally obligated to keep. This regularly results from legal obligations to proof and to retain data, which are regulated, among other things, in the German Commercial Code (Handelsgesetzbuch) and the German Fiscal Code (Abgabenordnung). The storage periods are then up to ten years. In addition, personal data may be stored for the period in which claims can be made against us (statutory limitation period of three or up to thirty years).

In the event of rejection, your application documents will be deleted no later than six months after completion of the application process, unless you have given us permission to keep them for longer (applicant pool).

Who gets your data?

Within our corporate group, your data will be transferred to diva-e Digital Value Excellence GmbH, St.-Martin-Str. 72, 81541 Munich, Germany, as this is where the data processing for application processes for the group's companies is centrally handled.

Within our company, only those persons and departments (e.g. specialist department, works council, representatives of the severely disabled) receive your personal data that are involved in the decision about your employment.

As part of the application process, we use the applicant management software offered by Personio GmbH & Co. KG. For this purpose, we have concluded a contract with Personio GmbH & Co. KG for the processing of personal data on behalf of the company (data processing agreement).

As part of the application process, we use an AI assistant to help with note-taking offered by Metaview Global Limited. For this purpose, we have concluded a contract with Metaview Global Limited, for the processing of personal data (data processing agreement).

What rights can you assert as a affected individual?

You have the rights from Art. 15 - 21 GDPR:

- Right to information (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 object to processing (Art. 21 GDPR)

- Right to data portability (Art. 20 GDPR)

For this purpose, please contact: Sandra Rang, HR, diva-e Digital Value Excellence GmbH, St.-Martin-Str. 72, 81541 Munich, Tel: +49 (89) 954590 33, E-Mail: sandra.rang@diva-e.com

Where can you complain?

You have the option of contacting the above-mentioned data protection officer or a data protection supervisory authority with a complaint.

You can use the following link to find out which data protection supervisory authority is responsible for you in the " Aufsichtsbehörden für den nicht-öffentlichen Bereich" section: https://www.bfdi.bund.de/DE/Infothek/Anschriften_Links/anschriften_links-node.html

Will your data be transferred to a third country?

We do not transfer your applicant data to third countries.

Are you obligated to provide your data?

In order to be able to process your application, we require the personal data from you that is necessary for the initial decision on the employment relationship.

To what extent do automated individual case decisions or profiling measures take place?

We do not use purely automated data processing to make a decision.

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