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

General
We are providing you with this privacy policy, which relates exclusively to data collected as part of the online application process, to inform you about how we handle the personal data we collect from you during the application process.

Data controller
The data controller within the meaning of data protection law is:
e.sigma Systems GmbH
Max-Planck-Str. 8
85609 Dornach
Tel.: +49 89 125091930
Entry in the Commercial Register
Registration number: HRB 249973
Register court: Munich
Data Protection Officer:
Dr Sebastian Buss
Diehl Stiftung & Co. KG
Stephanstraße 49
90478 Nuremberg
datenschutz@diehl.com     

Personal data in the context of the application process
Personal data refers to information regarding the personal or factual circumstances of an identified or identifiable natural person. This includes information such as your name, address, telephone number and date of birth, as well as details of your specific career history, etc., which can be attributed to a specific person with reasonable effort. Information that is not (im)mediately linked to your actual identity, however, does not constitute personal data.
 

Basis and purposes for the processing of personal data in applications and during the application process
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 carrying out pre-contractual measures.
By submitting an application via our recruitment page, you are expressing your interest in seeking employment with us. In this context, you provide us with personal data, which we use and store exclusively for the purpose of your job search/application.
In particular, the following data is collected: 
Name (first and surname)
Email address 

You also have the option to upload relevant documents such as a cover letter, your CV and references. These may contain further personal data such as date of birth, address, etc.
Only authorised staff from the HR department or staff involved in the application process have access to your data.
Personal data is stored exclusively for the purpose of filling the vacant position for which you have applied.
Your data will be stored for a period of 90 days following the conclusion of the application process. This is generally done to fulfil legal obligations or to defend against any claims arising from statutory provisions. We are then obliged to delete or anonymise your data. In this case, the data is only available to us as so-called metadata without any direct personal reference for statistical analysis (for example, the proportion of female and male applicants, the number of applications per period, etc.).
Furthermore, we reserve the right to store your data for inclusion in our “Talent Pool” for 90 days after the application process has ended, in order to identify any further positions that may be of interest to you. This also applies, for example, to applications for an apprenticeship or internship.
 By accepting the privacy policy, you consent to the possible further storage of your data and its inclusion in our “Talent Pool”.
If, as part of the application process, you receive an offer of employment from us and accept it, we will store the personal data collected during the application process for at least the duration of the employment relationship. 

Disclosure of data to third parties
The data submitted as part of your application is transmitted via TLS encryption and stored in a database. This database is operated by Personio GmbH, which provides HR and applicant management software (https://www.personio.de/impressum/). In this context, Personio acts as our data processor in accordance with Article 28 of the GDPR. The basis for this processing is a data processing agreement between us, as the data controller, and Personio.
  

Data subject rights
Where 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 may include, in particular, the right of access (Art. 15 GDPR), the right to rectification (Art. 16 GDPR), the right to erasure (Art. 17 GDPR), the right to restriction of processing (Art. 18 GDPR), the right to data portability (Art. 20 GDPR), and the right to object (Art. 21 GDPR). Where the processing of personal data is based on your consent, you have the right to withdraw this consent under Article 7(3) of the GDPR.
To exercise your data subject rights in relation to the data processed in this online application process, please contact our Data Protection Officer (see section 2).

Final provisions
We reserve the right to amend this privacy notice at any time to ensure it always complies with current legal requirements or to reflect changes to the application process or similar matters. The new privacy notice will then apply to any subsequent visit to this recruitment page or any subsequent application.
In addition to this privacy policy, you can view our general privacy policy at https://www.esigma-systems.com/privacy-policy.

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.