Processing of (personal) data by the entity in charge of the online application process
Drooms Data Privacy Statement for the Online Application Process
Processing of (personal) data by the entity in charge of the online application process
Status: 29.11.2018
1. 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.
2. The controller
The controller under data protection law is:
Drooms GmbH,
Eschersheimer Landstr. 6,
D-60322 Frankfurt am Main
Phone: +49 (0)69-4786400
Registered in the commercial register.
Register number: HRB 76464
Register court: Frankfurt am Main District Court
Data protection officer:
Mr Arnd Harnischmacher, Data Screen Consult Gesellschaft für Unternehmensberatung mbH, Kaiser-Friedrich-Promenade 111a, 61348 Bad Homburg v.d.H.
Email: datenschutz@drooms.com
3. Personal data collected as part of the application process
Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career, etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.
4. Fundamentals and purposes of processing personal data collected from application documents and during the application process
If you apply to us electronically, i.e. via email or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.
By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data which we will use and store exclusively for the purpose of your job search / application process. The same applies to applications by email.
In particular, the following data is collected during this process:
Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and reference letters in the Recruiting Tool. These may contain additional personal data such as date of birth, address, etc.
In principle, we process and store your data for the duration of the application process. This also includes the initiation of a contract (pre-contractual legal relationship). Personal data is stored and processed exclusively for the purpose of filling the vacant position for which you have applied. The legal basis for this is Art. 6(1)(b) GDPR. In addition, we would also be happy to review an application for a specific vacancy to see if it qualifies for other vacancies at Drooms companies. This is done on the basis of your consent pursuant to Art. 6(1)(a) GDPR, which you may provide in the course of the application process.
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment for the purposes of the employment relationship, if and as long as this is necessary for the performance or termination of the employment relationship or for the exercise or fulfilment of the rights and obligations under the employment relationship resulting from the law, such as, for example, retention and documentation obligations arising under the Commercial Code and the Tax Code amongst others. In this context, the legal basis is Art. 6(1)(b) and Art. 6(1)(c) GDPR.
In the event that we do not enter into an employment relationship with you, your data will be retained and processed for a maximum period of 6 months beyond the termination of the application procedure following notification of the decision to reject your application. As a rule, this is based on our legitimate interests in fulfilling legal obligations or defending against any claims arising under applicable statutes. There may be legitimate interests for further processing insofar as this is necessary to defend against legal claims asserted against us in connection with the application process. For example, meeting the burden of proof in proceedings under the General Law on Equal Treatment (Allgemeines Gleichbehandlungsgesetz) applicable in Germany represents one legitimate interest. The legal basis in this context is Art. 6(1)(f) GDPR. After this period, we are obligated to delete or anonymise your data. In case of anonymisation, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time, etc.).
Once the regular application process has been completed, it is always possible to use the online application tool to add you to the Drooms Talent Pool on the basis of your consent in accordance with Art. 6(1)(a) GDPR. In order to do so, we will contact you separately before the regular deletion of your applicant profile. If you agree to be included, your applicant profile will be retained and our personnel department will regularly check whether your profile matches an open position and will ask you to apply again as appropriate. Your applicant profile, with all associated data, will be deleted from the Talent Pool twelve months from the date of your consent.
The provision of personal data is neither required by law nor by contract, nor are you obliged to provide the personal data. However, the provision of personal date is necessary in order to enter into an employment contract with us. This means that if you do not provide us with any personal data in an application, we will not enter into an employment relationship with you.
5. Recipients and transfer of data to third parties
The Drooms GmbH (Frankfurt) personnel department, which is responsible for processing applications for vacancies at all Drooms companies, coordinates the application process. Access to your data is only granted to authorised employees within the Drooms GmbH personnel department and to employees at Drooms companies that are members of the Drooms corporate group, provided that these employees are involved in the decision-making process vis-à-vis filling the respective vacancy, such as managers and department supervisors.
Data is not transferred to countries outside the European Union or Switzerland (Drooms AG headquarters in Zug), unless processing your data is necessary to establish an employment relationship (e.g. clarification of questions regarding the right of residence or the grant of work permits). In this context, your data may also be processed in connection with the use of service providers within the framework of applicable data protection regulations.
Data transmitted as part of your application using the web form will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under article 28 of the GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.
6. Rights of data subjects
If we as the controller process 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.
Further details, in particular regarding the assertion of your rights as a data subject with regard to data processed within the scope of this online application process, are governed by section 4 of our general Privacy Statement.
7. Concluding provisions
We reserve 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 application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.
In addition to this data privacy statement, please view our general data privacy statement at https://drooms.com/en/privacy-policy.
Processing of (personal) data by the entity in charge of the online application process
Status: 29.11.2018
1. 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.
2. The controller
The controller under data protection law is:
Drooms GmbH,
Eschersheimer Landstr. 6,
D-60322 Frankfurt am Main
Phone: +49 (0)69-4786400
Registered in the commercial register.
Register number: HRB 76464
Register court: Frankfurt am Main District Court
Data protection officer:
Mr Arnd Harnischmacher, Data Screen Consult Gesellschaft für Unternehmensberatung mbH, Kaiser-Friedrich-Promenade 111a, 61348 Bad Homburg v.d.H.
Email: datenschutz@drooms.com
3. Personal data collected as part of the application process
Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as, for example, your name, address, telephone number and date of birth, but also data relating to your specific career, etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.
4. Fundamentals and purposes of processing personal data collected from application documents and during the application process
If you apply to us electronically, i.e. via email or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.
By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data which we will use and store exclusively for the purpose of your job search / application process. The same applies to applications by email.
In particular, the following data is collected during this process:
- name (first and last names)
- email address
- place of residence
- phone number
- LinkedIn profile (optional)
- channel through which you found us
- and the other data that you optionally specify on the Recruiting page.
- Furthermore, we may process job-related information made publicly available by you, such as a profile on professional social media networks.
Furthermore, you can choose to upload expressive documents such as a cover letter, your CV and reference letters in the Recruiting Tool. These may contain additional personal data such as date of birth, address, etc.
In principle, we process and store your data for the duration of the application process. This also includes the initiation of a contract (pre-contractual legal relationship). Personal data is stored and processed exclusively for the purpose of filling the vacant position for which you have applied. The legal basis for this is Art. 6(1)(b) GDPR. In addition, we would also be happy to review an application for a specific vacancy to see if it qualifies for other vacancies at Drooms companies. This is done on the basis of your consent pursuant to Art. 6(1)(a) GDPR, which you may provide in the course of the application process.
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment for the purposes of the employment relationship, if and as long as this is necessary for the performance or termination of the employment relationship or for the exercise or fulfilment of the rights and obligations under the employment relationship resulting from the law, such as, for example, retention and documentation obligations arising under the Commercial Code and the Tax Code amongst others. In this context, the legal basis is Art. 6(1)(b) and Art. 6(1)(c) GDPR.
In the event that we do not enter into an employment relationship with you, your data will be retained and processed for a maximum period of 6 months beyond the termination of the application procedure following notification of the decision to reject your application. As a rule, this is based on our legitimate interests in fulfilling legal obligations or defending against any claims arising under applicable statutes. There may be legitimate interests for further processing insofar as this is necessary to defend against legal claims asserted against us in connection with the application process. For example, meeting the burden of proof in proceedings under the General Law on Equal Treatment (Allgemeines Gleichbehandlungsgesetz) applicable in Germany represents one legitimate interest. The legal basis in this context is Art. 6(1)(f) GDPR. After this period, we are obligated to delete or anonymise your data. In case of anonymisation, the data will only be available to us in the form of so-called metadata, without any direct personal reference, for statistical analysis (for example, share of male and/or female applicants, number of applications per specified period of time, etc.).
Once the regular application process has been completed, it is always possible to use the online application tool to add you to the Drooms Talent Pool on the basis of your consent in accordance with Art. 6(1)(a) GDPR. In order to do so, we will contact you separately before the regular deletion of your applicant profile. If you agree to be included, your applicant profile will be retained and our personnel department will regularly check whether your profile matches an open position and will ask you to apply again as appropriate. Your applicant profile, with all associated data, will be deleted from the Talent Pool twelve months from the date of your consent.
The provision of personal data is neither required by law nor by contract, nor are you obliged to provide the personal data. However, the provision of personal date is necessary in order to enter into an employment contract with us. This means that if you do not provide us with any personal data in an application, we will not enter into an employment relationship with you.
5. Recipients and transfer of data to third parties
The Drooms GmbH (Frankfurt) personnel department, which is responsible for processing applications for vacancies at all Drooms companies, coordinates the application process. Access to your data is only granted to authorised employees within the Drooms GmbH personnel department and to employees at Drooms companies that are members of the Drooms corporate group, provided that these employees are involved in the decision-making process vis-à-vis filling the respective vacancy, such as managers and department supervisors.
Data is not transferred to countries outside the European Union or Switzerland (Drooms AG headquarters in Zug), unless processing your data is necessary to establish an employment relationship (e.g. clarification of questions regarding the right of residence or the grant of work permits). In this context, your data may also be processed in connection with the use of service providers within the framework of applicable data protection regulations.
Data transmitted as part of your application using the web form will be transferred using TLS encryption and stored in a database. This database is operated by Personio GmbH, which offers a human resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio is our processor under article 28 of the GDPR. In this case, the processing is based on an agreement for the processing of orders between us as the controller and Personio.
6. Rights of data subjects
If we as the controller process 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.
Further details, in particular regarding the assertion of your rights as a data subject with regard to data processed within the scope of this online application process, are governed by section 4 of our general Privacy Statement.
7. Concluding provisions
We reserve 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 application process or other processes. In this case, the new data privacy statement applies to any later visit of this recruitment website or any later job application.
In addition to this data privacy statement, please view our general data privacy statement at https://drooms.com/en/privacy-policy.