Data Privacy Statement — Online Application

General information

This data privacy statement, which refers exclusively to data collected as part of the online application process, informs you about how your personal data collected during the online application process is handled at our end.

The controller

The controller under data protection law is:
coera GmbH; Kolonnenstraße 8, 10827 Berlin
Commercial register entry number: HRB 289255 B
Registration Court: Amtsgericht Charlottenburg

For all data protection matters, please contact us at privacy@coera.co.

Personal data collected as part of the application process

Personal data means any information concerning the personal or material circumstances of an identified or identifiable individual. This includes information such as your name, address, telephone number and date of birth, but also data relating to your career by reference to which a specific individual can be identified with reasonable effort. Information which cannot be directly or indirectly associated with your real-life identity is not personal data.

Legal bases and purposes of processing

If you apply to us electronically, i.e. via e-mail or using our online form, we collect and process your personal data for the purpose of conducting the application process and deciding on the establishment of an employment relationship. The legal bases for this processing are Section 26 (1) of the German Federal Data Protection Act (BDSG) and Article 6 (1) (b) of the EU General Data Protection Regulation (GDPR), as the processing is necessary for steps prior to entering into a contract.
By submitting an application via our recruitment website, you express your interest in taking up work with us. In this context, you transmit personal data which we use and store exclusively for the purpose of the application process.
In particular, the following data is collected during this process:

name (first and last names)
e-mail address
phone number
LinkedIn profile (optional)
channel through which you found us

Furthermore, you can choose to upload documents such as a cover letter, your CV and reference letters. These may contain additional personal data such as date of birth, address, etc.
Only authorised staff involved in the application process have access to your data.

Providing your personal data is voluntary. However, we can only consider your application if you provide the data required for conducting the application process.

Decisions on your application are made exclusively by the staff involved in the application process; no automated decision-making within the meaning of Article 22 GDPR takes place.

Data received from recruitment partners and referrals

In addition to applications you submit yourself, we may receive your personal data from third parties, in particular from recruitment partners engaged by us or through a referral by one of our employees. In these cases, the data received typically comprises the categories described above, such as your name, contact details and CV. The legal bases, purposes and storage periods set out in this statement apply accordingly.

Where we receive your data from a third party, we will inform you of this and of the source of your data at the latest upon our first contact with you, and in any event within one month of receiving your data (Article 14 GDPR).

Storage period

Your personal data is stored exclusively for the purpose of filling the vacancy for which you have applied. Your data will be stored for a period of six months after the application process has been concluded, in order to fulfil legal requirements and to defend against any claims arising from legal provisions. After this period, your data will be deleted or anonymised. In case of anonymisation, the data will only be available to us in the form of metadata without any direct personal reference, for statistical analysis (for example, number of applications per period of time).

Beyond this period, we store your data only if you have given us your separate, explicit consent to be included in our talent pool. In that case, we will contact you individually to request this consent; without it, no further storage takes place. If you consent, your data will be stored for 12 months for the purpose of identifying other vacancies that may be of interest to you. You may withdraw this consent at any time with effect for the future (Article 7 (3) GDPR) by contacting us at privacy@coera.co.

Should you be offered and accept a position with us during the application process, the personal data collected as part of the application process will be transferred to your personnel file and stored for at least the duration of your employment.

Disclosure of data to third parties

Data transmitted as part of your application is transferred using TLS encryption and stored in a database. This database is operated by Personio SE & Co. KG, which provides human resources and applicant management software (https://www.personio.com/legal-notice/). In this context, Personio acts as our processor under Article 28 GDPR on the basis of a data processing agreement between us as the controller and Personio.

Rights of data subjects

As a data subject, you have certain rights under Chapter III GDPR, depending on the legal basis and the purpose of the processing, in particular the right of access (Article 15 GDPR) and the rights to rectification (Article 16 GDPR), erasure (Article 17 GDPR), restriction of processing (Article 18 GDPR) and data portability (Article 20 GDPR), as well as the right to object (Article 21 GDPR). Where processing is based on your consent, you have the right to withdraw this consent at any time with effect for the future (Article 7 (3) GDPR).

You also have the right to lodge a complaint with a data protection supervisory authority, in particular the Berlin Commissioner for Data Protection and Freedom of Information (Berliner Beauftragte für Datenschutz und Informationsfreiheit), Alt-Moabit 59-61, 10555 Berlin.

To assert your rights as a data subject in relation to the data processed during this online application process, please contact us at privacy@coera.co.

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 current legal requirements at all times, or 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 at https://www.coera.co/privacy/.

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