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

Privacy Policy
Information on Data Processing in the Application Procedure    
    
We hereby inform you about the processing of your personal data by Matrix42 GmbH and your rights under data protection law.    
    
Who is responsible for data processing and who is the data protection officer?
The entity responsible for data processing is    
Matrix42 GmbH    
Elbinger Str. 7    
60487 Frankfurt am Main    
Phone: +49 69 667738220    
Email: info@matrix42.com    
    
Contact details of the Data Protection Officer:
Bugl & Kollegen GmbH    
Alexander Bugl    
Sedanstraße 7    
93055 Regensburg    
E-Mail: Alexander.Bugl@matrix42.com    
    
What personal data do we collect and where does it come from?
As part of the application process, we process the following personal data:    
– Your personal details (such as first name, last name, name affixes, date of birth)    
– Work permit/residence title, if applicable    
– Contact details (e.g., private address, (mobile) phone number, email address)    
– Skill data (e.g., specific knowledge and skills)    
    
Your personal data is generally collected directly from you during the recruitment process, particularly from the application documents, the interview, and the personnel questionnaire. We also process personal data that we have lawfully obtained from publicly accessible sources (e.g., professional networks).    
    
For what purposes and on what legal basis is data processed?
We process your personal data in accordance with the provisions of the EU General Data Protection Regulation (GDPR). Primarily, the data processing serves to establish an employment relationship. The primary legal basis for this is Art. 88 (1) GDPR in conjunction with Section 26 (1) of the Federal Data Protection Act (BDSG).    
    
Your data will only be processed to fill the specific position for which you have applied. If you wish to be included in our applicant pool in the event of a rejection, we require your consent. If your application is to be considered for other open positions within the company/group, we also require your consent.    
    
How long will your data be stored?
In the event of hiring, we will transfer your application documents to your personnel file. After the employment relationship ends, we will continue to store the personal data that we are legally required to retain. This typically results from legal documentation and retention obligations, which are regulated in the German Commercial Code (HGB) and the Fiscal Code (AO). The retention periods can be up to ten years. Additionally, personal data may be retained for the period during which claims can be made against us (statutory limitation period of three or up to thirty years).    
    
In the event of a rejection, your application documents will be deleted no later than six months (182 days) after the completion of the application process unless you have given us consent for longer storage (applicant pool). If you have given consent to store your data in our applicant pool, we will store your documents for 18 months. We may get in touch with you already before the 18 months have passed to get your consent to extent the storage period for another 18 months. 
    
Who will receive your data?
Within our company, only those individuals and departments (e.g., relevant department, works council) involved in the decision-making process regarding your employment will receive your personal data.    
    
Are external services used on our career website?
Yes, our career website integrates external services that are necessary for certain functionalities. These include:    
    
Matomo Analytics: A web analytics service that helps us analyze and improve user behavior on our website. Matomo operates without the use of cookies, and the data is evaluated anonymously.    
    
Cookie Consent by Osano: A consent management tool that ensures that user consent for setting cookies is properly obtained.    
    
Further information about these services and their use can be found in our full privacy policy on our website.    
    
What rights do you have as a data subject?
You have the rights under Articles 15 – 21 GDPR:    
– Right to information (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 object to processing (Art. 21 GDPR)    
– Right to data portability (Art. 20 GDPR)    
    
Please contact Datenschutz@matrix42.com for this purpose.    
    
Where can you file a complaint?
You have the option to file a complaint with the above-mentioned data protection officer or with a data protection supervisory authority. The supervisory authority responsible for us is:    
The Hessian Commissioner for Data Protection and Freedom of Information    
Postfach 3163    
65021 Wiesbaden    
Phone: +49 611 1408 - 0    
    
Will your data be transferred to a third country?
We do not transfer your application data to third countries.    
    
Are you required to provide your data?
To consider your application, we need the personal data from you that is necessary for making a decision on the establishment of an employment relationship.    
    
To what extent are automated individual decisions or profiling measures used?
We do not use purely automated processing to make a decision.    
    
If you have any further questions about data protection in relation to your application at Matrix42, please contact Datenschutz@matrix42.com.

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.