Information according to Art. 13 GDPR for applicants when using our applicant management system HiBob (Applicant Tracking System)

Protecting your personal data and being transparent about data processing at IGEL is highly important to us. We would like to inform you below about the processing of your personal data by us:

Controller:

The responsible controller for data processing is, depending on the recipient of your application,

  • IGEL TECHNOLOGY GMBH, Maria-Cunitz-Str. 7, 28199 Bremen, Germany, Phone: +49 421 52094 0, E-Mail: [email protected]
  • IGEL TECHNOLOGY PTY. LTD., Level 11, 1 Margarete Street, Sydney NSW 2000, Australia: E-Mail: [email protected]
  • IGEL TECHNOLOGY (AUSTRIA) GMBH, Donau-City-Str. 7 – OG29A, 1220 Wien, Austria, Phone: +43 1 263 1391, E-Mail: [email protected]
  • IGEL TECHNOLOGY BVBA, Researchpark Haasrode 1820, Interleuvenlaan 62, 3001 Leuven (Heverlee), Belgium, Phone: +32 16 39 47 57, E-Mail: [email protected]
  • IGEL TECHNOLOGY APS, C/O Dansk-Tysk Handelskammer Kongens Nytorv 26, 3 1050 København K, Denmark, E-Mail: [email protected]
  • IGEL TECHNOLOGY SAS, 6 Place de la Madeleine, 75008, Paris, France, E-Mail: [email protected]
  • IGEL TECHNOLOGY (ITALY) S.R.L., Via Vincenzo Gioberti 1, 20123 Milano, Italy, E-Mail: [email protected]
  • IGEL TECHNOLOGY BV, Pettelaarpark 84, Den Bosch, 5216 PP, Netherlands, Phone: +31 (0)73 704 3123, E-Mail: [email protected]
  • IGEL TECHNOLOGY SRL, Pipera Chaussee 43, Building B, 6th Floor, 2nd District, 014254 Bucharest, Romania, E-Mail: [email protected]
  • IGEL TECHNOLOGY (SWEDEN) AB: c/o Tysk-Svenska Handelskammarens SE, Box 27104, 102 52 Stockholm, Sweden, E-Mail: [email protected]
  • IGEL TECHNOLOGY (SCHWEIZ) GMBH, Hotelstrasse 1, Kloten Postfach 8060 Zürich, Switzerland, Phone: +41 44 309 13 62, E-Mail: [email protected]
  • IGEL TECHNOLOGY SPAIN S.L., Conde de Aranda 1, 2º iz, 28001 Madrid, Spain, E-Mail: [email protected]
  • IGEL TECHNOLOGY LTD., Green Park, 100 Longwater Avenue, Reading, Berkshire, RG2 6GP, United Kingdom, Phone: +44 118 340 3400, E-Mail: [email protected]
  • IGEL TECHNOLOGY CORPORATION, 594 Howard Street, Suite 200, San Francisco, CA 94105, United States, Tel: +1 845 589 5900, E-Mail: [email protected]

Data required to make the decision leading to the establishment of the employment relationship:

As part of the application process, we process personal data from you that we need to make the decision leading to the establishment of an employment relationship with you. In particular, this includes your contact data, such as your name and address, as well as all data related to the application, such as your curriculum vitae, certificates, qualifications, answers to questions, etc. If you apply for reimbursement of travel expenses, we also require your bank details.  Please note that some categories of personal data may be processed in some countries due to legal requirements applicable for the establishment of the employment relationship in such countries.

The legal basis for the processing of your data results from Art. 88 (1) GDPR in conjunction with Sect. 26 BDSG (Germany), Art. 6 (1) (b) GDPR (for EU/EEA countries where there are no specific national regulations) ), Chapter 2: Art. 6 (1) (b) UK GDPR (United Kingdom), CCPA (California, USA) or processing that is based on the collection and use of personal information that is reasonably necessary and permissible for the organisation’s recruitment and employment-related activities (Switzerland and Australia).

If we obtain data about you from publicly available sources for professional purposes (e.g., LinkedIn, XING as well as your professional website or blog) we will process this data based on Art. 6 (1) (f) GDPR, or Art. 6 (1) (f) UK GDPR for United Kingdom. IGEL has a legitimate interest in assessing the suitability of the candidate for the role.

Data deletion:

The data will be deleted as soon as storage is no longer necessary for the purpose and the statutory retention period (or the legitimate interest in the storage) has expired. If a candidate is not hired at the end of the recruitment process, their personal data will be deleted in accordance with applicable local statutory provisions on retention.

In certain cases, individual data may be stored for longer periods (e.g. travel expense reports) based on deviating local statutory retention periods and could be retained for up to 10 years. Further storage of your data is also permitted insofar as further processing is necessary for the assertion, exercise, or defense of legal claims after we have weighed up the interests involved.

If you are not hired within this application process but your application is still of interest to us, we will ask for your consent to continue retaining your application data for future job openings for a maximum period of 12 months. This longer retention period takes place on the basis of your revocable consent in accordance with Art. 6 (1) (a), Art. 7 GDPR (EU/EEA countries), Art. 6 (1) (a) UK GDPR (United Kingdom), CCPA (California, USA) or for the purpose of IGEL’s talent pool/future vacancies, with your consent (Switzerland and Australia). You may withdraw your consent at any time by sending an email to [email protected].

Recipients of your data:

We treat your data confidentially. If necessary, we use service providers who are strictly bound by instructions, who support us e.g. in the areas of electronic applicant management or the archiving and destruction of documents and with whom separate contracts for data processing have been concluded.

We use HiBob (HiBob GmbH, Karl-Liebknecht-Str. 29A, 10178, Berlin, Germany) as an applicant management system. If, in the course of processing, your data is transferred to HiBob in the USA, those transfers are secured by the EU standard contractual clauses (SCC) with HiBob and its certification under the EU-US Data Privacy Framework (DPF).

We also use Certn 160 London Road, Sevenoaks, Kent TN13 1BT, UK,  for the purpose of carrying out pre-employment checks.  For this purpose, Certn may request your employment references for the last 7 years, your education references, licenses and certifications as strictly required for the position for which you’re applying.  Criminal records may be obtained in Australia.  If you apply for a job in the UK, Certn may need to request a copy of your passport.  Certn will contact you by e-mail to kick-start this process on our behalf.  Please note that Certn is a Processor which processes your personal data based on our instructions.  Your data may be processed for these purposes outside of the EEA, if that is the case, those transfers are secured by the EU standard contractual clauses (SCC) signed with Certn.

Your rights:

Under the GDPR you have certain rights relating to the processing of your personal data.

Right of information (Art. 15 GDPR)

You have the right to obtain confirmation as to whether personal data concerning you is being processed by IGEL, and, where that is the case, you have the right to be informed about the scope of personal data processed by us.

Right of access: you have the right to access the personal data processed by IGEL in a commonly used electronic form.

Right to rectification and erasure (Art. 16 and 17 GDPR):

You have the right to obtain without undue delay the rectification of inaccurate personal data concerning you and, if necessary, the right to have incomplete personal data completed.

You also have the right to request the erasure of the personal data concerning you without undue delay, if one of the reasons listed in Art. 17 GDPR applies, e.g. if the data is no longer necessary for the intended purpose. If your data was transferred to third parties while processing, we will initiate the necessary steps to delete those copies of your data as well.

Right to restriction of processing (Art. 18 GDPR):

If one of the conditions set forth in Art. 18 GDPR applies, you shall have the right to restrict the processing of your data to simple storage.

Right to data portability (Art. 20 GDPR):

In certain situations, listed in Art. 20 GDPR, you have the right to receive the personal data concerning you in a structured, common and machine-readable format or demand a transmission of the data to another  party.

Right to object (Art. 21 GDPR):

If the data is processed pursuant to Art. 6 para. 1 lit. f GDPR (data processing for the purposes of the legitimate interests of IGEL), you have the right to object to the processing at any time for reasons arising out of your particular situation. We will then no longer process your personal data, unless there are demonstrably compelling legitimate grounds for processing, which override your interests, rights and freedoms, or if the processing serves the purpose of asserting, exercising or defending legal claims.

Right to lodge a complaint with a supervisory authority

Pursuant to Art. 77 GDPR, you have the right to lodge a complaint with a supervisory authority if you consider the processing of the data concerning you infringes data protection regulations. The right to lodge a complaint may be invoked in particular in the Member State of your habitual residence, place of work or the place of the alleged infringement.

The supervisory authority responsible for IGEL is:

The state representative for data protection and information freedom of the free and hanseatic city Bremen

Arndtstraße 1, 27570 Bremerhaven, Deutschland

How to exercise your rights

If you want to exercise any of the rights described above or provided for in  any of the applicable laws, please contact us at [email protected] or contact the IGEL Data Protection Officer using any of the methods listed below. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request for the purpose of  speeding up our response. You have the right not to receive discriminatory treatment from us for exercising your rights as a user.

Our data protection officer

Please contact our data protection officer if you have any further questions, suggestions or wishes regarding data protection:

For Germany (IGEL Technology GmbH):

datenschutz nord GmbH,
Konsul-Smidt-Straße 88, 28217 Bremen, Germany
[email protected], +49 421 69 66 320

For other European IGEL entities (IGEL Technology (Austria) GmbH; IGEL Technology BVBA, (Belgium); IGEL Technology B.V., (Netherlands); IGEL Technology SAS, (France); IGEL Technology ApS, (Denmark); IGEL Technology AB, (Sweden); IGEL Technology GmbH (Switzerland), IGEL Technology SRL, (Romania); IGEL Technology Ltd., (Great Britain), IGEL Technology S.R.L. (Italy), IGEL Technology Spain S.L. (Spain):

FIRST PRIVACY GmbH,
Konsul-Smidt-Straße 88, 28217 Bremen, Germany
[email protected], +49 421 69 66 32 80

For IGEL Technology PTY. LTD. (Australia), IGEL Technology Corporation (USA) (): [email protected]

Automated decision making:

Since the decision about your employment is not based exclusively on automated processing, there is no automated decision-making in individual cases within the meaning of Art. 22 GDPR.

Updates:

As data processing at IGEL may change, this policy is subject to constant updating and modification. You can find the latest version of this Policy at: https://www.igel.com/ats-privacy-policy/ . The processing of your personal data is however carried out according to the privacy policy in force at the time of submission of your application.

Further information:

You can find more information about the processing of your personal data when visiting our website and using other selected IGEL services at: https://www.igel.com/privacy-policy/

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