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Privacy policy for applicants

 

We would like to inform you about the collection and use of your personal data described here by participating in the application process. If required by applicable law, we will obtain your express consent to process the personal data collected or voluntarily provided by you. Please note that any consent is completely voluntary. However, we can only assess your suitability for the position in question if we receive information about your education, work experience and skills. We cannot include you in the application process without your contact details.

All processing of personal data is in accordance with the right to privacy and the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, known as the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG).

Responsible for the processing of your personal data:

SphingoTec GmbH
Neuendorfstraße 15A
16761 Hennigsdorf bei Berlin
E-Mail: info@sphingotec.com
Tel.: +49 3302 205650

Definition: 'Personal data

Personal data shall mean any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an on-line identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Definition: 'processing'.

Processing is any operation or set of operations which is performed upon personal data or sets of personal data, whether or not by automatic means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction

Processing of personal data

We collect various personal data through the application process, e.g. through application documents that you send to us directly or via third parties, other correspondence, telephone or verbal information as well as information that you have made publicly available to employers via career portals. The following data is collected and processed for the automated processing of your application:

  • First name, surname, address, e-mail, date of birth, title, telephone number, country of residence and citizenship
  • additional questions (e.g. driving license), depending on the specific alert
  • curriculum vitae, in particular details of professional experience and training
  • Skills and knowledge for the advertised position
  • Application photo
  • Qualifications, awards and language skills
  • Letter of motivation
  • Files and documents that you want to send or upload in connection with your application

This data is only processed for purposes related to the processing of your application. The legal basis for data processing in the application procedure and as part of the personnel file are § 26 para. 1 sentence 1 BDSG and Art. 6 para. 1 b) GDPR and, if you have given your consent, for example by sending information not required for the application procedure, Art. 6 para. 1 a) GDPR. The legal basis for data processing after a rejection is Art. 6 para. 1 f) GDPR. The legal basis for budgetary and fiscal retention is Art. 6 para. 1 c) GDPR in conjunction with § 147 of the German Tax Code (AO). Justified interest in processing on the basis of Art. 6 para. 1 f) GDPR is the defense against legal claims.

In order for your application to be successful, it may be necessary for us to pass on your data to third parties, e.g. service providers of the personnel agency commissioned by us. Processing by service providers is carried out on the basis of a contract which binds the processor to the same rights and obligations of the controller with regard to the type and scope as well as the object and duration of the processing.

If you are hired by our company, we will use the data you provide for the administrative and organizational activities of payroll and financial accounting as well as for personnel scheduling.

Your personal data will only be collected or processed by persons who are responsible for processing your application. All employees involved are obliged to treat your data confidentially. In particular, they may not pass on any data to unauthorized persons.

Furthermore, we will not pass on any of your personal data to third parties, except in the following cases:

  • you have given your consent
  • the processing is necessary for the protection of legitimate interests pursued by us or by a third party for the establishment, exercise or defense of legal claims, except where such interests are overridden by your interests or by fundamental rights and freedoms that require the protection of personal data
  • the processing is necessary to fulfil a legal obligation to which we are subject by law
  • the processing is necessary for the performance of a contract to which you are party or in order to take action at your request before the conclusion of the contract

We will only disclose an applicant's personal information without their prior consent if we have reason to believe that disclosure of such information is necessary to establish the identity of, or take legal action against, a person or persons suspected of violating any of our rights or property, or others who may be harmed by the user's activities, or persons who may (intentionally or otherwise) infringe such rights or property.

As a rule, no special categories of personal data are required to process your application (this includes, but is not limited to, race, ethnic origin, gender, disability, religion and belief or age). We ask you not to provide any information that is irrelevant to the processing of your application under the German Equal Treatment Act (AGG) (including illness, pregnancy, trade union membership and sex life).

Storage

If we are unable to offer you a job, we will keep your data for a maximum of six months after cancellation, in order to be able to answer any questions that may arise in connection with the rejection.

If your application is of fundamental interest to us, we will ask you by e-mail to give us permission to keep your data for a longer period of time in order to include you in our pool of candidates for a possible later job offer. If you agree again within two weeks, your applicant data will be stored in our applicant management system for another 24 months. Otherwise, your applicant data will be deleted automatically.

If your applicant data is stored in our applicant pool, we will contact you again by e-mail two weeks before the 24 months expire. If you agree again within two weeks, your applicant data will be stored in our applicant management system for another 24 months. Otherwise, your applicant data will be deleted automatically.

E-mail security

If you have any questions, you can contact us via our contact form. It is necessary that you provide a valid e-mail address so that we can process your request. Further information can be given voluntarily.

In addition, we use suitable technical and organisational security measures to protect your data against accidental or deliberate manipulation, partial or complete loss, destruction or access by unauthorised third parties. Our security measures are continuously improved in line with technological developments.

Please note that the use of our website may involve security risks. Absolute protection against unauthorized access to your personal data is not technically possible.

Your rights

If the processing of your personal data is based on your consent, you have the right to revoke your consent at any time. Revocation of consent does not affect the lawfulness of processing based on consent prior to its revocation, but processing after its revocation, Art. 7 para. 3 GDPR.

You have the right to obtain confirmation as to whether or not personal data concerning you are being processed and, if so, access to your personal data and to the following information, Art. 15 GDPR: the purposes of the processing; the categories of personal data concerned; the recipients or categories of recipients to whom the personal data have been or will be disclosed, in particular recipients in third countries or international organisations; if possible, the envisaged period of time for which the personal data will be kept or, if this is not possible, the criteria used to determine this period of time;  the existence of the right to obtain from the controller the rectification or erasure of personal data or the limitation of the processing of personal data relating to the data subject or to object to such processing; the right to lodge a complaint with a supervisory authority; if the personal data are not collected from the data subject, any available information concerning their source; the existence of automated decision-making processes, including profiling, in accordance with Article 5(1)(b) GDPR; the existence of a right to obtain from the controller the rectification or erasure of personal data relating to the data subject or the limitation of the processing of personal data relating to the data subject; the existence of a right to object to the processing of personal data relating to the data subject; the right to lodge a complaint with a supervisory authority; if the personal data are not collected from the data subject, any available information concerning their source; the existence of automated decision-making processes, including profiling, in accordance with Article 22 paragraphs 1 and 4 GDPR and, at least in these cases, meaningful information on the logic and the meaning and envisaged consequences of such processing for the data subject.

You have the right to obtain without delay the rectification of inaccurate personal data concerning you. Taking into account the purpose of the processing, you have the right to obtain the completion of the personal data, also by means of a supplementary declaration, Art. 16 GDPR.

You have the right to request the deletion of personal data concerning you without undue delay, Art. 17 GDPR. This does not apply insofar as the processing is necessary for the exercise of the right to freedom of expression and information, for the fulfilment of a legal obligation, for reasons of public interest or for the establishment, exercise or defense of legal claims.

You have the right to obtain a restriction of processing, Art. 18 GDPR, if one of the following applies: the accuracy of the personal data is contested by you; the processing is unlawful and you oppose the erasure of your personal data and instead request the restriction of its use; you have objected to the processing pursuant to Art. 21, para. 1 GDPR until it has been verified that the legitimate reasons of the controller outweigh the reasons of the data subject. Such personal data, with the exception of storage, are processed only with the consent of the data subject or for the establishment, exercise or defense of legal claims or for the protection of the rights of another natural or legal person or for reasons of substantial public interest.

You have the right to obtain the personal data concerning you which you have provided in a structured, generally accepted and machine-readable format and to transfer this data to another controller, Art. 20 GDPR.

If you believe that the processing of personal data concerning you is in breach of the GDPR, you have the right to lodge a complaint with a supervisory authority, in particular at your usual place of residence, at your place of work or at the place where the alleged breach occurred, Art. 77 GDPR.

If your personal data are processed on the basis of Art. 77 GDPR, you have the right to lodge a complaint with a supervisory authority. If your personal data are processed on the basis of Art. 6 para. 1 sentence 1 e) or f) GDPR, pursuant to Art. 21 GDPR you have the right to object to the processing of your personal data at any time for reasons relating to your particular situation.

Data Protection Officer

We have a data protection officer who is responsible for privacy and data protection issues. This data protection officer can be reached at the following address:

SphingoTec GmbH
Data Protection Officer
Neuendorfstraße 15a
16761 Hennigsdorf (Berlin)
GERMANY
Phone: +49 3302 2 05 65 0
E-mail: dataprotection@sphingotec.de

This privacy policy is valid from 01.01.2021. We reserve the right to change this privacy policy at any time in accordance with the applicable data protection regulations.