This part of the privacy policy applies to the ESFORIN SE career portal and applicant management system: Order processing

Für die effiziente Durchführung von Bewerbungsverfahren nutzen wir ein Bewerbermanagement-System der softgarden e-Recruiting GmbH, Tauentzienstr. 14, 10789 Berlin (Kontakt: datenschutz@softgarden.de), die das Bewerbermanagement als Auftragsverarbeiter i. S. d. Art. 4 Nr. 8 DSGVO betreibt. Mit dem Anbieter wurde ein Vertrag zur Auftragsverarbeitung nach Art. 28 DSGVO geschlossen, der die Einhaltung der datenschutzrechtlichen Bestimmungen sicherstellt.

We remain your first point of contact for exercising your rights as a data subject and for handling the application process. You can contact us directly using the details of the controller provided above or, if specified, contact the data protection officer in confidence.

Subject matter of data protection

The subject of data protection is the processing of personal data, in this case in the context of applicant management. According to Art. 4 No. 1 GDPR, this includes all information relating to an identified or identifiable natural person (hereinafter "data subject") that is necessary for the performance of the application process and the initiation of an employment relationship, Section 26 BDSG.

In addition, data associated with the use of the applicant management system is also collected, so-called usage data.Usage data is data that is required to operate our websites, such as information about the start, end and scope of use of our website, including login data. This processing complies with the provisions of data protection and telemedia law.

As part of the application process and/or the use of the system, processing activities may also take place that are carried out either on the basis of legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR or on the basis of your consent pursuant to Art. 6 para. 1 lit. a) GDPR. Processing activities for which there is a legal obligation to process or a public interest, Art. 6 para. 1 lit. c) and e) GDPR, such as in the context of criminal prosecution or investigation by state authorities, also come into consideration.You can determine and control the scope of processing yourself through individual settings in your web browser, the configuration of the corresponding cookie settings and your user behavior.

Collection and use of your data

Website visit

For operational and maintenance purposes and in accordance with the provisions of telemedia law, interaction is recorded ("system logs"), which are required for the operation of the website or processed for system security purposes, for example to analyze attack patterns or illegal usage behavior ("evidence function").

Your internet browser automatically transmits the following data when you access the career portal:

• Date and time of access,
• Browser type and version,
• operating system used,
• Amount of data sent.
• IP address of the access

This data is not used for direct allocation in the context of applicant management and is deleted again promptly in accordance with the legitimate retention periods, unless longer retention is required for legal or factual reasons, for example for evidence purposes. In individual cases, storage for the aforementioned purposes may be considered. The legal basis is Art. 6 para. 1 lit. f) GDPR and telemedia law.

Session-Cookies

We store so-called "cookies" in order to offer you a comprehensive range of functions and to make the use of our websites more convenient. "Cookies are small files that are stored on your computer with the help of your Internet browser. If you do not wish cookies to be used, you can prevent them from being stored on your computer by making the appropriate settings in your Internet browser. Please note that this may limit the functionality and range of functions of our website.

We set the cookie JSESSIONID on the career site as a technically necessary session cookie. This stores a so-called session ID, with which various requests from your browser can be assigned to the joint session. This allows your computer to be recognized when you return to our website. This session cookie is deleted when you log out or close the browser.

Data entered by the user

Application process

As part of the application process, you can set up and manage an account in the career portal after configuring your user name and password. In addition to the individual application, you can use other options in the softgarden applicant management system and make your individual settings (e.g. inclusion in a talent pool).

For an efficient and promising application, you can provide us with the following information as part of your application: 

• Contact details (address, telephone number)
• Lebenslaufdaten z.B.
  • Schulbildung
  • Berufsausbildung
  • Berufserfahrung
  • Sprachkenntnisse
• Profiles in social networks (e.g. XING, LinkedIn, Facebook)
• Documents in connection with applications (application photos, cover letters, certificates, references, work samples, etc.) 

The legal basis for processing for the purposes of carrying out the application process and initiating an employment relationship is Section 26 (1) BDSG. In addition, the use of the applicant management system by the controller is in the legitimate interest pursuant to Art. 6 para. 1 lit. f) GDPR. If consent within the meaning of Art. 6 para. 1 lit. a) is required for a specific processing activity, this will be obtained separately and transparently from you by the controller, unless it results from conclusive and voluntary behavior on your part in accordance with the transparency requirement, such as voluntary participation in a video interview.

Forwarding of data

Your data will not be passed on to unauthorized third parties in the context of applicant management and will be processed for the purposes stated in this data protection declaration. Inspection by internal departments and specialist managers of the controller is in the legitimate interest, insofar as knowledge of the information from the application process is necessary and permissible for the selection of applicants or internal administrative purposes of the company. For this purpose, your data may be forwarded to third parties in the company by e-mail or within the management system. The legal basis may be § 26 para. 1 BDSG, Art. 6 para. 1 lit. f) and a) GDPR.

The transfer to third parties also takes place within the framework of order processing in accordance with Art. 28 GDPR, i.e. within the framework of processing activities in which the controller has a legitimate interest in outsourcing processing activities that it is otherwise entitled to carry out itself. For this purpose, the controller shall take measures to ensure compliance with data protection regulations.

Disclosure to external third parties may also take place for the defense of legal claims based on legitimate interest or in the context of the investigation of or disclosure to government agencies, insofar as this is required by law or there is an obligation to disclose. The information obligations towards data subjects within the meaning of Art. 13, 14 GDPR are ensured in advance of the relevant disclosure, insofar as these are to be fulfilled separately.

Feedback Modul

In addition to your application, we may ask you to submit your feedback after an interview and 3 months after you have been hired. We will send you an invitation link that will take you to the rating system to submit your feedback. The purpose of the processing is the further development and optimization of our recruiting and application processes as well as the company image. 

The following data is processed automatically for this purpose: 

• Contact details (name, e-mail)
• Position title of the job you have applied for
• Location of the position
• Job category
• Applicant identification

The feedback itself is stored anonymously in the database. No personal reference is made. In addition to a star rating for individual questions, you have the option of leaving comments here. We expressly ask you not to leave any personal data in the comments. The information collected in this way can be displayed together with your feedback on our review page or transmitted to external partners such as kununu. 

Participation is purely voluntary and only takes place with your consent, without which it is not possible to provide feedback. The legal basis is Art. 6 para. 1 lit. a) GDPR. 

Subscription to job advertisements "Job-Abo"

To be informed about new vacancies, you can subscribe to the job newsletter or view suitable vacancies on our career board (RSS feed). You can define your subscription in more detail by specifying the desired job and location.  

To subscribe, you must also provide your email address. The legal basis for this is your consent to receive the newsletter in accordance with Art. 6 para. 1 lit. a GDPR. You can revoke your consent to receive the newsletter at any time via the unsubscribe link in the newsletter (opt-out). 

No personal data is processed via the RSS feed itself to inform you about new job advertisements.

Salary statistics module "Salary statistics"

At various stages of the application process, softgarden will give you the opportunity to provide feedback on your salary expectations and the salaries offered to you.

The information transmitted is processed anonymously and without linking it to your name and contact details. softgarden processes this data anonymously for its own purposes (statistics, analysis, studies) and is responsible for this processing within the meaning of Art. 4 No. 7 GDPR.  

Processing will only take place with your consent through participation and on a purely voluntary basis. The legal basis is Art. 6 para. 1 sentence 1 lit. a) GDPR. 

Social Share Buttons

It is possible to share the job advertisements on various social networks. Different buttons are provided for each network. After clicking on one of these buttons, you will be directed to the respective networks and will be taken to their login pages. These buttons are not plug-ins and do not transfer any personal data directly to the operators of the social networks. 

The job advertisements can currently be shared on the following social networks: 

• Facebook ( https://de-de.facebook.com/privacy/explanation)
• Twitter ( https://twitter.com/de/privacy)
• LinkedIn ( https://www.linkedin.com/legal/privacy-policy?trk=uno-reg-join-privacy-policy)
• Xing ( https://privacy.xing.com/de/datenschutzerklaerung)

The legal basis is Art. 6 para. 1 lit. f) GDPR for statistical analysis and reach measurement of job advertisements.

You can also use the links provided to find out how the social networks mentioned process your personal data. We have no influence on the processing of your personal data by the social networks.

Online-Surveys „Easyfeedback“

At the end of the application process, softgarden may send you an invitation to a survey via a link. The survey takes place via a service of easyfeedback GmbH in order to query the application experience. softgarden conducts this survey as the controller within the meaning of Art. 4 No. 7 GDPR and processes the collected data anonymously for its own purposes (statistics, analysis, studies) and for the further development of softgarden products. 

The collection of survey data is secured by SSL encryption as standard and softgarden does not establish any personal reference during the evaluation. The survey can be canceled at any time. The data processed up to the time of termination can be used for the stated purposes. 

Your participation in the survey is purely voluntary and by participating you declare your consent, without which your participation is not possible, Art. 6 para. 1 lit. a) GDPR. The processing of the data for the purposes of evaluation is anonymized at softgarden.  

You can find more information about easyfeedback's data protection in the following notes: https://easy-feedback.de/privacy/datenschutzerklaerung. 

Talentpool

As part of your application or via the "Get in touch" button, you have the opportunity to recommend yourself for our talent pool. The processing is necessary in order to be automatically considered for further job advertisements, i.e. for similar or other suitable positions. 

If you register for the talent pool using the "Get in touch" button, the following information will be requested: 

• Salutation, academic title (optional)
• First name, last name, e-mail address
• Job fields of interest
• Current career level
• Preferred location(s)
• XING profile or curriculum vitae

Inclusion in the talent pool is purely voluntary with your consent and by using an opt-in link. The legal basis is Art. 6 para. 1 lit. a) GDPR. Furthermore, we will write to you after 12 months to ask whether you still wish to be part of the talent pool.  

Video interview with Jitsi

We use a video conferencing service "Jitsi" integrated into the system to conduct conferences and interviews. A direct "peer-to-peer connection" is established between the participants so that no video interviews or personal data are recorded or stored by the system. The softgarden server only serves as an intermediary. Participation in a video interview is voluntary and is based on your consent, Art. 6 para. 1 lit. a GDPR, unless this is necessary to carry out the application, § 26 BDSG.