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

Data Protection Statement:

The processing of (personal) data by the entity responsible for the online application process.
This template is intended solely as a suggestion, without any claim that it is complete or accurate. This applies in particular to any company-specific characteristics that relate to industry, organizational structure, legal environment, and so on. Therefore, it is essential that you adapt the template to your specific requirements and add any missing details.

General Information
This data protection statement, which relates exclusively to data collected as part of the online application process, is intended to inform you about how we handle your personal data collected during the online application process.

The Controller
The controller according to data protection regulations is:
SALTO SYSTEMS B.V.
Schipluidenlaan 4, 1062 HE Amsterdam
Phone number: 020 635 3100
Chamber of Commerce number: 52765415

Personal data collected as part of the application process
Personal data refers to information about the personal or business circumstances of an identified or identifiable person. This includes information such as your name, address, phone number, or date of birth, as well as details about your career, etc., by which a specific person can be identified with reasonable effort. Information that cannot be (indirectly) linked to your real identity does not fall under personal data.

Principles and purposes of processing personal data collected from application documents and during the application process.
If you apply to us electronically via email or our online form, we collect and process your personal data to carry out the application process and prepare for contracts.
When you submit an application through our recruitment website, you indicate interest in working with us. In this context, you provide personal data, which we will use and store exclusively for your job search/application process.
During this process, we specifically collect the following data:
  • Name (first and last name)
  • Email address
  • Phone number
  • LinkedIn profile (optional)
  • How you found us
You may also choose to upload documents such as a cover letter, CV, and reference letters. These may contain additional personal data, such as date of birth, address, etc.
Only authorized HR staff and/or employees involved in the application process have access to your data.
As a rule, the personal data is stored solely to fill the position for which you applied.
Your data is retained for a period of [number] days after the application process is completed. This is generally done to comply with legal requirements and/or to defend ourselves in case of claims arising from legal provisions. After this period, we are obliged to delete or anonymize your data. In the case of anonymization, the data will only be available to us as so-called metadata, without any direct personal reference, for statistical analysis (e.g., the ratio of male to female applicants, number of applications in a certain period, etc.).

Furthermore, we reserve the right to retain your data for 90 days after completion of the application process to add it to our Talent Pool, so that we can identify other vacancies that may be of interest to you. This includes, for example, applications for apprenticeships or internships. By accepting the data protection statement, you consent to the further storage of your data and inclusion in our Talent Pool.
If you are offered a position with us during the application process and accept it, we will retain the data collected as part of the application process for at least the duration of your employment.

Disclosure of data to third parties
Data submitted as part of your application is transmitted using TLS encryption and stored in a database. This database is managed by Personio GmbH, which provides a software solution for personnel and applicant management (https://www.personio.com/legal-notice/). In this context, Personio is our processor according to Article 28 of the GDPR. In this case, the processing is based on a processing agreement between us as the controller and Personio.

Data Subject Rights
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 purpose of the processing. These rights include the right of access (Article 15 GDPR), the right to rectification (Article 16 GDPR), data erasure (Article 17 GDPR), restriction of processing (Article 18 GDPR), data portability (Article 20 GDPR), and the right to object (Article 21 GDPR). If your personal data is processed with your consent, you have the right to withdraw this consent under Article 7 III of the GDPR.

To exercise your rights as a data subject concerning data processed during this online application process, please contact our data protection officer (see item 2).

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.