YOUR PERSONAL DATA IN THE APPLICATION PROCESS

Information On Data Protection

We are pleased that you wish to apply for a job at Philotech. Transparency and a trustful handling of your personal data is an important basis for a good cooperation. We would therefore like to inform you about how we process your data and how you can exercise the rights to which you are entitled under the General Data Protection Regulation (GDPR). The information below provides you with an overview of the collection and processing of your personal data in connection with the implementation of the application procedure. Please read this data protection declaration carefully before applying to us.

  1. General information
Who is responsible for data processing?

The responsible party within the meaning of Art. 4 No. 7 DSGVO is:

Philotech Systementwicklung & Software GmbH.

Eschenstraße 2

82024 Taufkirchen

Telephone number: +49 - 89-610898-0

E-mail address: info@philotech.de

Homepage: www.philotech.de

How can you reach the data protection officer?

datenschutzbeauftragter@datenschutzexperte.de

  1. What is personal data?

According to Art. 4 No. 1 DSGVO, personal data is any information relating to an identified or identifiable natural person.

  1. What data is processed?

3.1 The following data or categories of data are processed in order to carry out the application procedure:

  • Applicant master data (first name, last name, title, e-mail address, telephone number, address, date of birth, citizenship).
  • Qualification data (cover letter, letter of motivation, curriculum vitae, previous activities, professional qualifications and competences)
  • Voluntary information, e.g. an application photo, details of severely disabled status or other information that you voluntarily provide to us in your application or upload voluntarily
  • additional questions depending on the advertisement (e.g. driving licence, citizenship)
  • communication between you and us as well as comments and evaluations written about you in the course of your application process
  • other data/ categories of data, e.g. publicly accessible, job-related data, e.g. a profile on professional social media networks such as XING or LinkedIn
  • Special categories of personal data: If you provide information in your application documents that contains special categories of personal data within the meaning of Article 9(1) of the GDPR (e.g. information that allows conclusions to be drawn about your sexual orientation; information about your health; information that allows conclusions to be drawn about your ethnic origin or your religion), we will also only process this data to the extent permitted by law.

3.2 The following additional personal data is processed in connection with the use of the platform:

  • Automatically collected usage data

When accessing the jobbase.io domain, your internet browser automatically transmits certain usage data for technical reasons. This information is stored separately from other data in so-called log files. The following information is collected by Prescreen:

  • Date and time as well as duration of access,
  • browser type/version,
  • operating system used,
  • URL of the previously visited website,
  • the amount of data transferred,
  • a GeoIP lookup is made based on the IP address (internet protocol address),
  • name of the files retrieved,
  • http status code (e.g. "request successful"),
  • and URL of the accessed website,
  • type of access (GET,POST).

This data is technically necessary to provide the functions of the e-recruiting system and to ensure its stability and security. They are stored by Prescreen for a period of 12 months. Data whose further retention is necessary for evidentiary purposes are exempt from deletion until the final clarification of the respective incident.

The legal basis for the processing of the data is Art. 6 para.1 lit. f DSGVO.

  • Cookies

Prescreen uses cookies. These serve to make the online application more user-friendly and effective. The cookies are technically necessary to make this website available to you. Without the use of cookies, the operation of the website would not be possible. There is therefore no possibility to object to the use of the cookies.

The legal basis for the processing of the data is Art. 6 para.1 lit. f DSGVO.

The cookies used by Prescreen can be found in the Prescreen data protection information at: https://prescreen.io/de/datenschutzerklaerung/.

  1. For what purposes do we process your data and on what legal basis?

4.1 Data processing for purposes of the employment relationship - § 26 BDSG

Your personal data is processed for the purposes of personnel selection to fill vacancies, i.e. to initiate an employment contract. The necessity and the scope of the data collection are assessed, among other things, according to the position to be filled. If your desired position involves the performance of particularly confidential tasks, increased personnel and/or financial responsibility, or is linked to certain physical and health requirements, more extensive data collection may be necessary. The legal basis is Section 26 (1) of the Federal Data Protection Act (BDSG).

4.2 Consent - Art. 6 para. 1 lit. a and Art. 9 para. 2 lit. a DSGVO, § 26 para. 2 BDSG

If you have given us voluntary consent to process certain personal data, then this consent forms the legal basis for the processing of this data.

In the following cases, we process your personal data on the basis of consent given by you:

Inclusion in the applicant pool, i.e. we store the application documents beyond the current application procedure for consideration in subsequent application procedures.

Forwarding of the documents to other group companies/group-wide pool of applicants

Sending feedback questionnaires

The data you have already provided in the application process will be processed for this purpose.

If we process data based on your consent, you have the right to revoke your consent at any time with effect for the future. If possible, please send your revocation by e-mail to recruiting@philotech.de. The lawfulness of the processing of your data up to the time of the revocation remains unaffected.

4.3 Data processing based on legitimate interest - Art. 6 para. 1 lit. f DSGVO

In certain cases, we process your data to protect a legitimate interest of us or of third parties. A legitimate interest exists, for example, if your data is required for the assertion, exercise or defence of legal claims in the context of the application process (e.g. claims under the General Equal Treatment Act). In the event of a legal dispute, we have a legitimate interest in processing the data for evidence purposes.

4.4 Feedback questionnaire

In order to optimise our application processes and improve us as an employer, we offer you the opportunity to provide your personal feedback. For this purpose, we will send you a feedback questionnaire to the e-mail address you have provided. If you take part in the survey, our service provider Prescreen (see point 5 "To whom is your data passed on?") will record the feedback, position title and location of the position as well as job category and, if applicable, type of employment for which you have applied. This information is then transmitted to kununu GmbH and possibly other verified rating platforms and published there without mentioning your name. Kununu cannot establish a link to your person. However, please note that others, e.g. your employer, may be able to identify you based on the information you provide in the published feedback.

  1. Who will your data be shared with?

Your data is mainly processed by our HR department. However, in some cases other internal and external bodies are also involved in the processing of your data.

Internal bodies can be specialist departments or departments of our company.

We use New Work SE as an external service provider. New Work SE, Dammtorstraße 30, 20354 Hamburg (hereinafter "Prescreen"), operates the e-recruiting system Prescreen under the domain *.jobbase.io (hereinafter "jobbase.io"), on which companies can place job advertisements and receive and manage applications.

Within the scope of these activities, Prescreen processes personal data only on behalf of and for the purposes of Philotech and is therefore a so-called processor within the meaning of Art. 4 No. 8 DSGVO.

Jobbase.io is the central platform for our applicant management. When using our online form, your personal data is recorded directly in jobbase.io. In the case of a postal or e-mail application, your data can also be transferred to the e-recruiting system. 

  1. How long will your data be stored?

6.1 We store your personal data for as long as is necessary for the decision on your application. Insofar as an employment relationship between you and us does not come about, we may continue to store data beyond this, insofar as this is necessary for the defence against possible legal claims. As a rule, your data will be deleted within 6 months of the end of the application process.

6.2 If no employment relationship is established, but you have given us permission to continue storing your data ("applicant pool"), we will store your data until your permission is revoked, but for a maximum of 5 further years. If there is a specific reason, we may also store your data for a longer period for the purpose of defending against possible legal claims.

6.3 If you withdraw your application before the end of the application process, i.e. delete your data and your account, the stored data will be blocked for the period of the ongoing application process and finally deleted after 6 months after the end of the application process.

6.4 If you no longer use your candidate profile and have not given your consent to longer data storage in the applicant pool, the data will be deleted within 6 months after the end of the application process.

6.5 You can delete your candidate profile and your application documents yourself at any time or submit a deletion request or have the processing restricted.

  1. What rights do you have in connection with the processing of your data?

7.1 You can request information about whether we have stored personal data about you. If you wish, we will tell you what data is involved, for what purposes the data is processed, to whom this data is disclosed, how long the data is stored and what other rights you have in relation to this data.

7.2 In addition, you have the right to have your data corrected or deleted. You may also request that we provide any personal data you have provided to us in a structured, commonly used and machine-readable format either to you or to a person or company of your choice.

7.3 You also have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you. We do not use exclusively automated processing for decision making in the application process.

7.4 You also have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is carried out on the basis of Article 6(1)(l)(it)(e) of the GDPR (data processing in the public interest) or on the basis of Article 6(1)(f) of the GDPR (data processing for the purposes of safeguarding a legitimate interest); this also applies to 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 the processing which override your interests, rights and freedoms, or the processing serves to assert, exercise or defend legal claims.

7.5 Furthermore, you have the right to lodge a complaint with the competent data protection supervisory authority.

7.6 To exercise your rights, you can contact us by e-mail at datenschutzbeauftragter@datenschutzexperte.de. We will process your requests promptly and in accordance with the legal requirements and inform you of the measures we have taken or will take.

  1. Is there an obligation to provide your personal data?

The provision of personal data is neither legally nor contractually required, nor are you obliged to provide the personal data. However, the provision of personal data is necessary for the implementation of the application process. This means that if you do not provide us with personal data when applying, we will not be able to carry out the application process.

  1. What happens if you interrupt your online application?

You can interrupt the creation of your online application at any time and continue it at a later time. For this purpose, technically necessary cookies are used on the platform. During the application process, data is transferred to jobbase.io. I.e. data provided by you for the creation of the user account as well as uploaded documents are recorded in jobbase.io. The data remains recorded even if you interrupt and/or do not complete an application.  In this case, your application will be marked as incomplete and the data will remain viewable by our company on a restricted basis.

You can view, edit or update the data you provided in your online application in your candidate profile at any time.

Provided you do not make any further changes in your candidate profile, for example complete a current application, start a new application or change the data of an existing application, your data will be deleted within 6 months of the end of the last active application process.

You can request deletion of your candidate profile and application documents at any time.  After the deletion request has been made, you will be informed of the exact deletion date and your data will be automatically deleted according to the specified conditions of this privacy policy.