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

Head of Legal & Policy

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