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


1. General Information
This privacy policy informs you about the processing of your personal data collected during the online application process with us.

2. Data Controllers
Orderfox AG
Industriering 3
9491 Ruggell, Principality of Liechtenstein
Tel.: +423 375 2500
Commercial Register No.: FL-0002.542.971-6

Additionally in Switzerland:
Orderfox Schweiz AG
Bellerivestrasse 10
8008 Zurich, Switzerland
Tel.: +41 43 588 14 33
Commercial Register No.: CHE-192.593.146

Data protection contact: info@orderfox.com

3. Personal Data in the Application Process
Personal data refers to any information relating to an identified or identifiable natural person. This includes, for example, your name, address, telephone number, date of birth, or information about your professional background. Data that cannot be linked to your identity is not considered personal data.

4. Purposes and Legal Basis of Processing
If you apply electronically (via email or through our web form), we collect and process your personal data solely for the purpose of handling the application process and taking steps prior to entering into an employment contract. By submitting your application, you express your interest in working with us. The personal data you provide will be used exclusively for processing your application.

We collect in particular the following data:
- First and last name
- Email address
- Telephone number
- LinkedIn profile (optional)
- How you became aware of us

You may also upload supporting documents (cover letter, CV, references, etc.) which may contain additional personal data.
Access to your data is limited to authorized HR staff and other individuals involved in the recruitment process.

5. Data Retention
Your data will generally be stored for the duration of the application process. In addition, we retain it for 180 days after the conclusion of the process in order to fulfill legal obligations or defend against potential claims. After this period, your data will either be deleted or anonymized (e.g., for statistical evaluations). With your consent, we may retain your data for an additional 12 months in our "Talent Pool" to consider you for future job opportunities. This also applies to applications for internships or apprenticeships. If you accept an employment offer, the data collected during the application process will be stored for at least the duration of your employment relationship.

6. Transfer of Data to Third Parties
The data you provide in the context of your application is transmitted via TLS encryption and stored in a database. This database is operated by Personio GmbH (https://www.personio.de/impressum/), a provider of HR and applicant management software. Personio acts as our data processor pursuant to Art. 28 GDPR. The legal basis is a data processing agreement between us as the data controller and Personio.

7. Legal Basis
- For applicants from Switzerland: 
  Processing of personal data is carried out in accordance with the Federal Act on Data Protection (FADP).
- For applicants from Liechtenstein: 
  The relevant legal bases are the General Data Protection Regulation (GDPR) and the Liechtenstein Data Protection Act (DSG; LGBl. 2018 No. 273).
- For applicants from the EU/EEA:
  The General Data Protection Regulation (GDPR) applies.

8. Rights of Data Subjects
Depending on the applicable law, you may have the following rights:
- Right of access (Art. 15 GDPR)
- Right to rectification (Art. 16 GDPR)
- Right to erasure (Art. 17 GDPR)
- Right to restriction of processing (Art. 18 GDPR)
- Right to data portability (Art. 20 GDPR)
- Right to object (Art. 21 GDPR)

If processing is based on your consent, you may withdraw this consent at any time with effect for the future (Art. 7(3) GDPR).
To exercise your rights, please contact our data protection contact (see Section 2).

9. Changes to this Privacy Policy
We reserve the right to amend this privacy policy at any time to reflect current legal requirements or changes to the application process. The updated version will apply to any future applications.

You can also view our general privacy policy at: https://www.orderfox.com/de/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.