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

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

General information
This data privacy statement, which refers exclusively to data collected as part of the online application process, is to inform you about how your personal data that is collected as part of the online application process is handled at our end.

The controller
The controller under data protection law is:
Essentry GmbH
Düsseldorfer Straße 15
65760 Eschborn  
Tel.: +49 (0) 6196 9734090  
Commercial register entry number:  HRB 117929
Registration Court: Amtsgericht Frankfurt am Main 
Data Protection Officer: 
IT-Security Coach GmbH 
Olper Hütte 5b 
57462 Olpe
Tel.: +49 (0) 2761 8336 3100 
Website: https://www.itsecuritycoach.com/
E-Mail: datenschutz@essentry.com

Additional information for job applicants
We process your personal data for the application procedure in accordance with the applicable data protection regulations. You will find our data protection information for job applicants below.

We are pleased that you are applying to essentry. In the following, we explain how we process your personal data in the context of an application and provide further information relevant in this context.

What personal data do we collect and process?
If you provide us with personal data as part of the application process, this data is divided into the following data types and data categories for collection, processing and/or use:

• Personal data (first and last name, date of birth, address, school leaving certificate)
• Communication data (telephone number, mobile phone number, fax number, e-mail address)
• Information details
• Data on assessment and evaluation in the application process
• Data on education (school, vocational training, civil/ military service, studies, doctorate)
• Data on previous professional career, training and work certificates
• Information on other qualifications (e.g. language skills, PC skills, etc.)
• Application photo
• Details of the salary requirement
• Application history (storage-limited, Art. 5 para. 1 lit. e) DSGVO)

From which sources does personal data originate if we do not collect it from you?
In addition, we may process job-related information that you have made publicly available, such as a profile on professional social media networks.
If we do not collect the data directly from you and you have an active profile on StepStone, Xing or LinkedIn, or you disclose an inactive or only partially active profile to us during the application process, we may also collect personal data about you.

For what purposes and on what legal basis do we process personal data?
We process personal data about you for the purpose of your application for employment, to the extent necessary to decide whether to establish an employment relationship with us. The legal basis for this is Art. 6 para. 1 lit. b) DSGVO in conjunction with § Article 26 paragraph 1, paragraph 8 sentence 2 BDSG. Furthermore, we can process personal data about you, as far as this is necessary for the defense of asserted legal claims from the application procedure against us. The legal basis for this is Art. 6 para. 1 lit. f) DSGVO, the legitimate interest is, for example, a duty of proof in proceedings under the General Equal Treatment Act (AGG). For these purposes, the applicant's data is usually kept for 6 months.
In the event of an employment relationship between you and us, we may, in accordance with Section 26 (1) BDSG, further process the personal data already received from you for the purposes of the employment relationship if this is necessary for the implementation or termination of the employment relationship or for the exercise or fulfillment of the rights and obligations of employee representation arising from a law or a collective bargaining agreement, a works or service agreement (collective agreement).
Your personal data will only be processed by persons involved in the application process. All employees entrusted with data processing are obliged to maintain the confidentiality of your data. Your data will only be passed on to third parties if you have given your consent or if we are obliged to pass on your data due to legal regulations and/or official or court orders.

What categories of recipient data are there?
Personal data is processed on our behalf on the basis of contracts pursuant to Art. 28 DSGVO, in particular by host providers or providers of applicant management systems.

Is the transfer to a third country intended?
If a data transfer of personal data to a third country or an international organization takes place by essentry and/or a processor, essentry will check with the processor/partner in particular to ensure that an adequacy decision in accordance with Art. 45 para. 3 DSGVO or the existence of suitable guarantees in accordance with Art. 46 DSGVO exists. Otherwise, a transfer will only take place if one of the requirements under Art. 49 para. 1 sentence 1 lit. a) to g) is met.

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 also continue to store the data to the extent necessary to defend against possible legal claims. In this case, the application documents will be deleted at the latest six months after the rejection decision has been announced, unless longer storage is necessary due to legal disputes.

Rights of affected persons
If personal data are processed by us as the responsible body, you as the data subject have certain rights under Chapter III of the EU Data Protection Regulation (DS-GVO), depending on the legal basis and purpose of the processing, in particular the right to information (Article 15 DS-GVO), the right to correction (Article 16 DS-GVO), the right to deletion (Article 17 DS-GVO), the right to restrict processing (Article 18 DS-GVO), the right to data transferability (Article 20 DS-GVO), the right to object (Article 21 DS-GVO). If the processing of personal data is based on your consent, you have the right to revoke this data protection consent in accordance with Art. 7 III DS-GVO.
To assert your rights as a data subject with regard to the data processed in this online application procedure, please contact our data protection officer (see item 2.).

Necessity of providing personal data
The provision of personal data is not required by law or contract, nor are you obliged to provide the personal data. However, the provision of personal data is required for the conclusion of a contract of employment with us. This means that if you do not provide us with personal data when applying for a job, we will not enter into an employment relationship with you.

No automated decision making
There is no automated decision in individual cases or "profiling" in the sense of Art. 22 DSGVO, i.e. the decision on your application is not based solely on automated processing.

Final provisions
We reserve the right to adapt this data protection declaration at any time so that it always meets the current legal requirements or to reflect changes in the application process or similar. If you visit this recruiting site again or apply for a new job, the new data protection statement will then apply.
In addition to this privacy policy, you can view our general privacy policy at https://essentry.com/en/data-privacy/​.
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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.