Privacy policy for recruitment using Teamtailor

The service for handling recruitments and simplifying the hiring process (the "Service") is powered by Teamtailor on behalf of Architrave GmbH ("Controller" “we” “us” etc.). It is important that the persons using the Service ("Users”) feel safe with, and are informed about, how we handle User's personal data in the recruitment process. We strive to maintain the highest possible standard regarding the protection of personal data. We process, manage, use, and protect User's Personal Data in accordance with this Privacy Policy ("Privacy Policy").

1. General

We are the controller in accordance with current privacy legislations. The Users’ personal data is processed with the purpose of managing and facilitating recruitment of employees to our business.

The application procedure requires that applicants provide us with the data necessary for their assessment and selection. The information required can be found in the job description or, in the case of online forms, in the details provided there.

In principle, the required information includes personal information such as name, address, contact details and proof of the qualifications required for a position. Upon request, we will be happy to provide additional information on which details are required.

2. Collection of personal data

We are responsible for the processing of the personal data that the Users contributes to the Service, or for the personal data that we in other ways collects with regards to the Service.

When and how we collect personal data We collect personal data about Users from Users when Users;

• make an application through the Service or otherwise, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn; and
• use the Service to connect with our staff, adding personal data about themselves either personally or by using a third-party source such as Facebook or LinkedIn.
• provides identifiable data in the chat (provided through the website that uses the Service) and such data is of relevance to the application procedure;

We collect data from third parties, such as Facebook, Linkedin and through other public sources. This is referred to as “Sourcing” and be manually performed by our employees or automatically in the Service.

The types of personal data collected and processed The categories of personal data that can be collected through the Service can be used to identify natural persons from names, e-mails, pictures and videos, information from Facebook and LinkedIn-accounts, answers to questions asked through the recruiting, titles, education and other information that the User or others have provided through the Service. Only data that is relevant for the recruitment process is collected and processed.

Purpose and lawfulness of processing The purpose of the collecting and processing of personal data is to manage recruiting. The lawfulness of the processing of personal data is our legitimate interest to simplify and facilitate recruitment.

The legal basis for the processing is Art. 6 Para. 1 S.1 lit. b GDPR combined with § 26 BDSG n.F..

Personal data that is processed with the purpose of aggregated analysis or market research is always made unidentifiable. Such personal data cannot be used to identify a certain User. Thus, such data is not considered personal data.

The legal basis for the processing is Art. 6 Para. 1 S.1 lit. f GDPR

Storage and transfers If we process data in a third country (i.e. outside the European Union (EU), the European Economic Area (EEA)) or the processing takes place in the context of the use of third-party services or the disclosure or transfer of data to other persons, bodies or companies, this is only done in accordance with the legal requirements.

Subject to express consent or contractually or legally required transfer, we only process or have data processed in third countries with a recognised level of data protection, contractual obligation through so-called standard protection clauses of the EU Commission, in the presence of certifications or binding internal data protection regulations (Art. 44 to 49 GDPR, information page of the EU Commission: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection_de ).

How long the personal data will be processed We store your personal data as long as this is necessary for the decision on your application. Your personal data or application documents will be deleted no later than six months after the end of the application process (e.g. notification of the rejection decision), unless longer storage is legally required or permitted. We only store your personal data beyond this if this is required by law or in the specific case for the assertion, exercise or defence of legal claims for the duration of a legal dispute.

If applicable, you will receive an invitation to join our talent pool following the application process. This will allow us to continue to consider you in our selection of applicants for suitable vacancies in the future. If we have your consent to do so, we will store your application data in our talent pool in accordance with your consent or any future consent.

If an employment relationship, apprenticeship or trainee relationship is established following the application process, your data will initially continue to be stored, insofar as this is necessary and permissible, and then transferred to the personnel file. If you as a User wish not to have your Personal Data processed for this purpose (future recruitment) please contact us using the contact details in paragraph 9.

3. Users’ rights

Users have the right to request information about the personal data that is processed by us, by notifying in writing, us using the contact details below under paragraph 9 below. Users have the right to one (1) copy of the processed personal data which belongs to them without any charge. For further demanded copies, Controller has a right to charge a reasonable fee on the basis of the administrative costs for such demand.

Users have the right to, if necessary, rectification of inaccurate personal data concerning that User, via a written request, using the contact details in paragraph 9 below.

The User has the right to demand deletion or restriction of processing, and the right to object to processing based on legitimate interest under certain circumstances.

The User has the right to revoke any consent to processing that has been given by the User to Controller. Using this right may however, mean that the User can not apply for a specific job or otherwise use the Service.

The User has under certain circumstances a right to data portability, which means a right to get the personal data and transfer these to another controller as long as this does not negatively affect the rights and freedoms of others.

User has the right to lodge a complaint to the supervisory authority regarding the processing of personal data relating to him or her, if the User considers that the processing of personal data infringes the legal framework of privacy law.

4. Security

We have taken technical and organisational security measures to protect your data. Our employees are obliged to observe data secrecy. Furthermore, we use encryption procedures. The information you provide is encrypted using TLS (Transport Layer Security). You can recognize the use of TLS if a padlock symbol is displayed in the status bar of your browser and the address bar begins with “https://”. Our security measures are continuously adapted in line with technological developments.

It is the responsibility of the User that their login information is kept secret.

Shortening of the IP address: If IP addresses are processed by us or by the service providers and technologies used and the processing of a complete IP address is not necessary, the IP address is shortened (also referred to as "IP masking"). In this process, the last two digits or the last part of the IP address after a full stop are removed or replaced by wildcards. The shortening of the IP address is intended to prevent or make it significantly more difficult to identify a person by their IP address.

5. Transfer of personal data to third party

We will not sell Users’ personal data to third parties.

We may transfer Users’ Personal Data to;

• our contractors and sub-contractors, acting as our Processors and Sub-Processors in accordance with our instructions, for the provision of the Service;
•  authorities or legal advisors in case criminal or improper behaviour is suspected; and
• authorities, legal advisors or other actors, if required by us according to law or authority’s injunction.

We will only transfer Users’ personal data to third parties that we have confidence in. We carefully choose partners to ensure that the User’s personal data is processed in accordance to current privacy legislations. We cooperate with the following categories of processors of personal data; Teamtailor, who supplies the Service, server and hosting companies, e-mail reference companies, video processing companies, information-sourcing companies, analytical service companies and other companies with regards to suppling the Service.

GOOGLE ANALYTICS

This website uses the web analysis service Google Analytics. Google Analytics uses “cookies”. The information generated by the cookie about the use of this website is stored on our server. The IP address is anonymized before storage.

If you do not agree with the storage and use of your data, you can deactivate the storage and use. To do this, you must download and install a browser add-on from the https://tools.google.com/dlpage/gaoptout link. This browser add-on informs Google Analytics via Javascript that no data and information about visits to Internet pages may be transmitted to Google Analytics. The installation of the browser add-on is considered by Google as a contradiction. Google Analytics also provides further data protection information via the above-mentioned link.

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

Google AdWords is integrated into this website. Google AdWords is an Internet advertising service that allows you to place ads in both Google’s search engine results and the Google advertising network. The purpose of Google AdWords is to promote our website by displaying advertisements of interest on the websites of third parties and in the search results of the Google search engine and by displaying third-party advertisements on our website. In the Google advertising network, the ads are distributed to relevant Internet sites using an automatic algorithm and in accordance with the keywords defined beforehand.

If you access our website via a Google advertisement, a so-called conversion cookie is stored on your computer by Google. If you do not agree to such use, you may opt out of the use of conversion cookies on the opt-out page of the Google Marketing Platform or on the opt-out page of the Network Advertising Initiative. Please note that you must access these pages with any browser on your computer.

6. Aggregated data (non-identifiable personal data)

We may share aggregated data to third parties. The aggregated data has in such instances been compiled from information that has been collected through the Service and can, for example, consist of statistics of internet traffic or the geological location for the use of the Service. The aggregated data does not contain any information that can be used to identify individual persons and is thus not personal data.

7. Cookies

When Users use the Service, information about the usage may be stored as cookies. Cookies are passive text files that are stored in the internet browser on the User’s device, such as computer, mobile phone or tablet, when using the Service. We use cookies to improve the User’s usage of the Service and to gather information about, for example, statistics about the usage of the Service. This is done to secure, maintain and improve the Service. The information that is collected through the cookies can in some instances be personal data and is, in such instances, regulated by our Cookie Policy.

Users can at any time disable the use of cookies by changing the local settings in their devices. Disabling of cookies can affect the experience of the Service, for example disabling some functions in the Service.

8. Changes

We have the right to, at any time, make changes or additions to the Privacy Policy. The latest version of the Privacy Policy will always be available through the Service.

9. Contact

For questions, further information about our handling of personal data or for contact with us in other matters, please use the below stated contact details; Architrave GmbH data-protection@architrave.de

10. Information on US data transfer

According to the case law of the ECJ (judgement of 16.07.2020, ref.: C-311/18 ("Schrems II")), there is no adequate level of data protection in the USA. Furthermore, government surveillance measures may occur in the USA, where no sufficient legal protection can be claimed against these measures. The data processing in the USA in connection with our newsletter is based in this respect on your consent within the meaning of Art. 49 (1) a) GDPR. You can revoke your consent at any time with effect for the future.