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/.

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.