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

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.

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.