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

Processing of personal data by the entity in charge of the application process

This privacy policy was updated due to the renaming of the company ONE LOGIC GmbH to One Data GmbH on 12.01.2023. All consents previously declared to ONE LOGIC GmbH continue to be legally valid towards One Data GmbH.

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

The controller
The controller under data protection law is:
One Data GmbH
Kapuzinerstraße 2c, 94032 Passau
Phone: +49.851.225 906 0
Mail: career@onedata.de
Commercial register entry number: HRB 7780
Registration Court: Amtsgericht Passau
Data Protection Officer:
PROLIANCE GmbH, Leopoldstr. 21, D-80802 München
Mail: datenschutzbeauftragter@datenschutzexperte.de

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, for example, your name, address, telephone number and date of birth, but also data relating to your specific career etc. by reference to which a specific individual can be identified with reasonable effort. However, information which cannot be (in)directly associated with your real-life identity is not personal data.

Fundamentals and purposes of processing personal data collected from application documents and during the application process
If you apply to us by post or electronically, i.e. via e-mail or using our online form, we will collect and process your personal data for the purpose of executing the application process and preparing contracts.
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 will use and store exclusively for the purpose of your job search / application process.
In particular, the following data is collected during this process:

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

Furthermore, you can choose to upload expressive 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 authorized HR staff and/or staff involved in the application process have access to your data. Each application is checked to see whether the applicant is also suitable for other vacant positions. In this case, the application documents are forwarded to the relevant department.
We use a so-called CV parsing solution to read out personal data from your CV and/or other application documents provided by you. This is used exclusively to facilitate and accelerate the collection of applicant data and is not used to pre-select applicants.
The personal data is stored, as a rule, exclusively for the purpose of filling the vacancy for which you have applied.
Your data will be stored for a period of 180 days after the application process has been concluded. This is usually done to fulfill legal requirements and/or defending ourselves against any claims arising from legal provisions. After this period, we are obligated to delete or anonymize your data. 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 male and/or female applicants, number of applications per specified period of time etc.).
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application process for at least the duration of your employment.

Video interviews

In order to select applicants, interviews at One Data are carried out in video conference format (via MS Teams) for cost and convenience-related reasons as reasons relating to health protection. Video and audio recordings – and therefore personal data – are processed as part of these video interviews. Processing is done based on the necessity to carry out pre-contractual measures with a view to establishing an employment contract. Conducting the interviews via video conference replaces or completes the process of getting to know each other and personal communication between One Data and the applicant as part of the recruiting process. If you object to the processing of your data in the form of a video interview, you will not suffer any disadvantages in the application process. The video interviews are only attended by people who would otherwise also participate in an interview in person.

If there is the desire to record a live interview, you will be asked for your consent to this separately and informed of the resulting consequences and your rights in relation to data privacy.

Talent pool

After the end of the application process, we reserve the right to contact you again within 30 days and to ask for your consent to the storage of your data in our database – the so-called "talent pool". This also applies to applications for an apprenticeship or internship. Should you submit your consent, all data that you provide to us as part of the application process (see paragraph above) will be stored for up to 24 more months. You may withdraw your consent to this at any time by sending an informal e-mail to jobs@onedata.de.

If you are suitable for a different job vacancy based on the information you provide, we will consider you for this purpose too, forward the application documents internally to the relevant department and, if necessary, then contact you. The talent pool therefore means that you don’t have to re-upload your application documents and you are automatically considered for vacancies at One Data. In addition, the talent pool also serves as a means of maintaining contact with you. To this end, we will inform you about events and news at One Data and provide you with event-related information (birthdays, holidays, anniversaries etc.). After 24 months, we will check again whether it still makes sense to keep your application in our talent pool. In this case, you will be contacted by us and asked again for your consent if you wish to remain in the talent pool for another 24 months. If you do not respond to this request within 90 days, your documents will be anonymised automatically, i.e. the data will only be available to us as so-called metadata – without any direct personal reference to you – for statistical evaluations (e.g. assessing the proportion of women or men in applications, the number of applications per period, etc.).

Rights of data subjects
If 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 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 during this online application process, please refer to our Data Protection Officer (see item 2).

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 at https://www.onedata.de/datenschutzerklaerung/ .

Status from 12.01.2023

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.