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

1. Controller
The controller within the meaning of the General Data Protection Regulation (GDPR) is GFOS mbH, Am Lichtbogen 9, 45141 Essen, Germany, Phone: +49 201 613000, Email: info@gfos.com.

2. Data Protection Officer
The Data Protection Officer of GFOS mbH can be contacted at: datenschutz@gfos.com.

3. Purposes and Legal Bases of Processing
We process personal data of applicants for the purpose of conducting the application process. This includes in particular assessing professional and personal suitability, communication during the application process, conducting interviews, assigning candidates to open positions, and documenting the selection process.

The legal bases for processing are Section 26 BDSG, Art. 6 (1) (b) GDPR, and where applicable Art. 6 (1) (a) GDPR in the case of consent.

4. Categories of Data Processed
Within the application process, the following data may be processed in particular:

  • Master data
  • Contact data
  • Application documents
  • CV
  • Certificates
  • Qualifications
  • Communication data
  • Interview notes
  • Voluntary information

5. Use of Personio
For the purpose of conducting the application process, GFOS mbH uses the recruiting and applicant management platform Personio. Application data is processed via the career platform https://gfos.jobs.personio.com.

Personio processes the data exclusively on behalf of and in accordance with the instructions of GFOS mbH on the basis of a data processing agreement pursuant to Art. 28 GDPR.

6. Recipients of Data
Within GFOS mbH, only those departments involved in the application process have access to applicant data. In addition, technical service providers may receive access to data where this is necessary for the provision and operation of the systems.

7. Retention Period
Applicant data is generally stored only for as long as necessary to carry out the application process. If no employment relationship is established, the data will be deleted after completion of the application process in accordance with statutory retention and limitation periods (6 months).

If an applicant is included in a talent pool, longer storage will only take place on the basis of explicit consent. In this case, the data will initially be stored for up to 365 days.

8. Obligation to Provide Data
The provision of personal data is required for the application process. Without this data, consideration in the application process is not possible.

9. Data Subject Rights
Applicants have in particular the following rights:

  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to restriction of processing
  • Right to data portability
  • Right to object
  • Right to withdraw consent
  • Right to lodge a complaint with a data protection supervisory authority

10. Data Security
GFOS mbH and its technical service providers implement appropriate technical and organisational measures to protect personal data against loss, manipulation, and unauthorised access.

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.