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

General information
This data privacy statement, informs you about how your (personal data) that is collected as part of the application process is handled. It applies exclusively to data collected during the application process.

The controller

The controller under data protection law is:

EQS Group GmbH
Karlstr. 47
80333 München
Phone: +49 (0) 89 2102 98

Commercial register entry number: HRB 131048
Registration Court: Amtsgericht München
External Data Protection Officer: Oliver Kunert, Sunny Systems GmbH, datenschutz@eqs.com

Fundamentals and purposes of processing personal data collected from application documents and during the application process

Purpose and Legal Basis

If you apply to us, we will collect and process your personal data for the purpose of managing the application process, evaluating your suitability for the position and preparing contracts. By submitting an application, 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 legal basis for this processing is Art. 6 (1b) of the EU General Data Protection Regulation (GDPR): necessary for entering into a contract and where necessary, Art. 6 (1f) GDPR (legitimate interest) or your explicit consent under Art. 6 (1a) GDPR.

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties

Types of personal data processed

In particular, the following data is collected, when you submit your application::

• Name (First and Last names)

• Address

• eEmail address

• Phone number(s)

• LinkedIn profile (optional)

• Channel through which you found us

Furthermore, you can choose to provide additional documents, such as a cover letter, your CV, reference letters, employment history and information about your qualifications and/or your right to work in the country to which you have applied. These documents may include personal data such as

• Date of birth

• Additional addresses

• Other personal data you choose to share

As part of the application process, we reserve the right to conduct background checks on your professional profile. These checks are carried out exclusively on professional networks and websites where information about your career and qualifications are published. The purpose of these checks is to validate the information you have provided during the application process. The processing of this data is based on Art. 16 (1 f) GDPR. Our legitimate interest lies in evaluating your suitability for the advertised position and ensuring a fair and transparent application process.

Special categories of data

We may also collect, store and use "special categories" of more sensitive personal information in the form of information about your health, including any medical condition, if you provide them to us. We will use such information to consider whether we need to provide appropriate adjustments during the recruitment process in accordance with Art. 9 (2b) GDPR or based on your explicit consent under Art. 9 (2a) GDPR.

Data access and security

Access to your data

Only authorized personnel involved in the application process (e.g., HR staff and/or staff relevant interviewers, hiring managers and managers in the business area) have access to your data. The personnel is going to handle your data in compliance with confidentiality obligations.

Security Measures

EQS Group uses technical and organizational security measures to protect your data from manipulation, loss, destruction or access by unauthorized persons. These security measures are continuously improved in line with technological developments. They include, for example, access authorizations, authentication, audits, controls, alarm messages, data storage and backups, transmission standards and environmental integrity. EQS Group employees are subject to a code of conduct that obliges them to adhere to the principles of data protection and data security.

Retention of your data

Your data will be stored for a period of 180 days after the application process has been concluded to fulfill legal requirements and defending ourselves against any claims arising from legal provisions. After this period, your data will be deleted or anonymized for statistical purposes. In case of anonymization, 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 gender, number of applications per specified period of time etc.).

If you provide explicit consent, your data may be stored for one year after the application process has been concluded for the purpose of adding it to our Talent Pool in order to identify any other vacancies that may be of interest to you.

If you are offered and accept a position with us, we will retain your personal data collected as part of the application process for the duration of your employment and in compliance with applicable laws.

Disclosure of data to third parties

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, a provider of ahuman resource and applicant management software solution (https://www.personio.com/legal-notice/). In this context, Personio acts as our processor under Art. 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. The third-party service provider is not allowed to use your personal data for its own purposes.

Rights of data subjects

You have the following rights regarding your personal data according to GDPR:

• Right of Access (Art. 15 GDPR): Obtain confirmation of whether your personal data is processed and access to that data.

• Right to Rectification (Art. 16 GDPR): Correct inaccurate or incomplete personal data.

• Right to Erasure (Art. 17 GDPR): Request the deletion of your personal data, subject to legal obligations.

• Right to Restriction (Art. 18 GDPR): Restrict the processing of your data in certain circumstances.

• Right to Data Portability (Art. 20 GDPR): Receive your data in a structured, commonly used format and transfer it to another controller.

• Right to Object (Art. 21 GDPR): Object to the processing of your data based on legitimate interests.

• Right to Withdraw Consent (Art. 7 (3) GDPR: Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.

If you have granted consent to our processing of your personal data, you have the right to withdraw your consent at any time. The lawfulness of the processing of your personal data up until this withdrawal is not affected by the withdrawal. Further processing of this data under a different basis in law, for example to fulfill legal obligations, remains unaffected as well.

To assert your rights as a data subject in relation to the data processed during this application process, please refer to our Human Resources department. You can contact the EQS Group Data Protection Officer: datenschutz@eqs.com.

If you believe that we have not adequately addressed your complaints or concerns, you have the right to file a complaint with a competent data protection authority.

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 here: https://www.eqs.com/about-eqs/data-protection/. /

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.