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

Information in accordance with Art. 13 of the General Data Protection Regulation (GDPR) 
 
As part of the application process, we use the personnel administration and application management software Personio. As part of the application process, you provide us with personal data that we use and store exclusively for the purpose of your job search/application. This information relates exclusively to the personal data processed as part of the application process.

1. Responsibility
Responsible for data processing in accordance with Art. 4 No. 7 GDPR is 

HateAid gGmbH 
Greifswalder Street 4 
10405 Berlin
Phone: 030 25208802 
Email: kontakt@hateaid.org 

2. Data protection officer
You can reach our data protection officer at:

Lawyer Karina Filusch, LL.M. 
Friedrichstraße 95
10117 Berlin 
Phone: 030 219 11 555
E-mail: info@datenschutzbeauftragte-berlin.eu

3. Purpose of data processing and legal basis 
If you apply to us electronically, i.e. by email or via our web form, we will collect and process your personal data for the purpose of handling the application process and implementing pre-contractual measures. By submitting an application on our recruiting page, you express your interest in taking up employment with us.  

The legal basis for data processing is Art. 6 (1) sentence 1 letter b) GDPR.

If you wish to store your application data in our Talent Pool, the legal basis for this processing is your consent in accordance with Art. 6 (1) sentence 1 letter a) and in the case of so-called sensitive data within the meaning of Art. 9 GDPR, the legal basis is your consent in accordance with Art. 9 (2) letter a GDPR.

4. Data collection
In particular, the following data is collected: 
  • Name (first name and surname) 
  • Pronouns (optional) 
  • e-mail address 
  • telephone number 
  • postal address 
  • Own website / profile / Xing profile / LinkedIn profile (optional) 
  • Channel how you became aware of us (optional)
You also have the option of uploading informative documents such as a cover letter, your CV and certificates. This may include further personal data such as date of birth etc., which you can provide voluntarily.

Only authorised employees from the HR department or persons involved in the application process (such as the team leader) have access to your data. Personal data is stored exclusively for the purpose of filling the vacant position for which you have applied.  
 
Furthermore, so-called sensitive data within the meaning of Art. 9 GDPR may be contained in the documents you submit. Sensitive data are, for example: Origin, political opinions, religious or ideological beliefs or trade union membership, genetic data, biometric data, health data or data relating to sex life or sexual orientation.  
 
If such sensitive data is processed, the legal basis is Article 9(2)(a) GDPR.  

5. Disclosure to third parties  
The data transmitted as part of your application will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers personnel administration and application management software (https://www.personio.de/impressum/). Personio is our processor in this context in accordance with Art. 28 GDPR. The basis for the processing is an order processing contract between us as the controller and Personio. Personio may use the data for its own purposes (see below for more information). You can find Personio's privacy policy here: https://www.personio.de/datenschutzerklaerung/

6. Your rights  
You have the following rights with regard to the personal data concerning you:  

  • Right to information and confirmation as to whether the data in question is being processed, as well as further information and a copy of the data, Art. 15 GDPR, 
  • Right to rectification, completion or erasure, Art. 16-17 GDPR, 
  • Right to restriction of processing, Art. 18 GDPR, 
  • Right to data portability, Art. 20 GDPR, 
  • Right to object to data processing based on legitimate interests within the meaning of Article 6(1) sentence 1(f) GDPR, Article 21 GDPR, and 
  • Right to lodge a complaint with a supervisory authority, Art. 77 GDPR. The supervisory authority responsible for us is:
Berliner Beauftragte für Datenschutz und Informationsfreiheit 
Alt-Moabit 59-61 
10555 Berlin 
Phone: 030 / 13 88 9 – 0 
E-Mail: mailbox@datenschutz-berlin.de

7. Deletion of the data  
Your data will be stored for a period of six months after the end of the application process. This is usually done to fulfil legal obligations or to defend against any claims arising from legal regulations. We are then obliged to delete your data. However, Personio can anonymise this data. In this case, the data will only be available to Personio as so-called metadata without direct personal reference for statistical analyses (e.g. number of applications per period, etc.) and can be used by Personio for its own purposes.
 
In addition, we reserve the right to store your data for inclusion in our ‘talent pool’ for twelve months after the end of the application process in order to identify any other interesting positions for you, provided you agree to this. 

If you receive an offer of employment with us during the application process and accept it, we will store the personal data collected during the application process for at least the duration of the employment relationship and in accordance with the statutory retention periods and for three full calendar years after termination of the employment relationship. 

8. Automated decision-making
We do not carry out any automated decision-making, including profiling (creation of user profiles), based on the above-mentioned data collection.  
 
9. Final provisions 
We reserve the right to amend this privacy policy at any time so that it always complies with current legal requirements or to reflect changes to the application process or similar. If you visit this recruitment page again or submit a new application, the new privacy policy will apply. In addition to this privacy policy, you can view our general privacy policy. 
 
Status: 09.08.2024 

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.