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

General information
This data privacy statement, which refers exclusively to data collected as part of the online 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:
Essentry GmbH
Düsseldorfer Straße 15
65760 Eschborn
Tel.: +49 (0) 6196 9734090
Commercial register entry number: HRB 117929
Registration Court: Amtsgericht Frankfurt am Main
Data Protection Officer:
IT-Security Coach GmbH
Olper Hütte 5b
57462 Olpe
Tel.: +49 (0) 2761 8336 3100
Website: https://www.itsecuritycoach.com/
E-Mail: datenschutz@essentry.com

Additional information for job applicants
We process your personal data for the application procedure in accordance with the applicable data protection regulations. You will find our data protection information for job applicants below.

We are pleased that you are applying to essentry. In the following, we explain how we process your personal data in the context of an application and provide further information relevant in this context.

What personal data do we collect and process?
If you provide us with personal data as part of the application process, this data is divided into the following data types and data categories for collection, processing and/or use:

Personal data (first and last name, date of birth, address, school leaving certificate)
Communication data (telephone number, mobile phone number, fax number, e-mail address)
Information details
Data on assessment and evaluation in the application process
Data on education (school, vocational training, civil/ military service, studies, doctorate)
Data on previous professional career, training and work certificates
Information on other qualifications (e.g. language skills, PC skills, etc.)
Application photo
Details of the salary requirement
Application history (storage-limited, Art. 5 para. 1 lit. e) DSGVO)

From which sources does personal data originate if we do not collect it from you?
In addition, we may process job-related information that you have made publicly available, such as a profile on professional social media networks.
If we do not collect the data directly from you and you have an active profile on StepStone, Xing or LinkedIn, or you disclose an inactive or only partially active profile to us during the application process, we may also collect personal data about you.

For what purposes and on what legal basis do we process personal data?
We process personal data about you for the purpose of your application for employment, to the extent necessary to decide whether to establish an employment relationship with us. The legal basis for this is Art. 6 para. 1 lit. b) DSGVO in conjunction with § Article 26 paragraph 1, paragraph 8 sentence 2 BDSG. Furthermore, we can process personal data about you, as far as this is necessary for the defense of asserted legal claims from the application procedure against us. The legal basis for this is Art. 6 para. 1 lit. f) DSGVO, the legitimate interest is, for example, a duty of proof in proceedings under the General Equal Treatment Act (AGG). For these purposes, the applicant's data is usually kept for 6 months.
In the event of an employment relationship between you and us, we may, in accordance with Section 26 (1) BDSG, further process the personal data already received from you for the purposes of the employment relationship if this is necessary for the implementation or termination of the employment relationship or for the exercise or fulfillment of the rights and obligations of employee representation arising from a law or a collective bargaining agreement, a works or service agreement (collective agreement).
Your personal data will only be processed by persons involved in the application process. All employees entrusted with data processing are obliged to maintain the confidentiality of your data. Your data will only be passed on to third parties if you have given your consent or if we are obliged to pass on your data due to legal regulations and/or official or court orders.

What categories of recipient data are there?
Personal data is processed on our behalf on the basis of contracts pursuant to Art. 28 DSGVO, in particular by host providers or providers of applicant management systems.

Is the transfer to a third country intended?
If a data transfer of personal data to a third country or an international organization takes place by essentry and/or a processor, essentry will check with the processor/partner in particular to ensure that an adequacy decision in accordance with Art. 45 para. 3 DSGVO or the existence of suitable guarantees in accordance with Art. 46 DSGVO exists. Otherwise, a transfer will only take place if one of the requirements under Art. 49 para. 1 sentence 1 lit. a) to g) is met.

How long will your data be stored?
We store your personal data for as long as is necessary to decide on your application. If an employment relationship between you and us does not materialize, we may also continue to store the data to the extent necessary to defend against possible legal claims. In this case, the application documents will be deleted at the latest six months after the rejection decision has been announced, unless longer storage is necessary due to legal disputes.

Rights of affected persons
If personal data are processed by us as the responsible body, you as the data subject have certain rights under Chapter III of the EU Data Protection Regulation (DS-GVO), depending on the legal basis and purpose of the processing, in particular the right to information (Article 15 DS-GVO), the right to correction (Article 16 DS-GVO), the right to deletion (Article 17 DS-GVO), the right to restrict processing (Article 18 DS-GVO), the right to data transferability (Article 20 DS-GVO), the right to object (Article 21 DS-GVO). If the processing of personal data is based on your consent, you have the right to revoke this data protection consent in accordance with Art. 7 III DS-GVO.
To assert your rights as a data subject with regard to the data processed in this online application procedure, please contact our data protection officer (see item 2.).

Necessity of providing personal data
The provision of personal data is not required by law or contract, nor are you obliged to provide the personal data. However, the provision of personal data is required for the conclusion of a contract of employment with us. This means that if you do not provide us with personal data when applying for a job, we will not enter into an employment relationship with you.

No automated decision making
There is no automated decision in individual cases or "profiling" in the sense of Art. 22 DSGVO, i.e. the decision on your application is not based solely on automated processing.

Final provisions
We reserve the right to adapt this data protection declaration at any time so that it always meets the current legal requirements or to reflect changes in the application process or similar. If you visit this recruiting site again or apply for a new job, the new data protection statement will then apply.
In addition to this privacy policy, you can view our general privacy policy at https://essentry.com/en/data-privacy/.

DocuSign

In addition, we use the Signature Management from DocuSign for the electronic signature of contracts and documents.

We only process the personal data that is necessary to ensure and document a legally compliant signature and a valid contract.

The content data of the documents is subject to encryption vis-à-vis the providers of DocuSign. Therefore, access to such personal data contained in the documents to be signed is generally only possible for the (contract) parties involved.

For more information on the data processed by DocuSign during a transaction and on data protection at DocuSign, please visit: https://www.docusign.de/de-de/datenschutzerklaerung/datenschutz/.

Address of the service provider:
DocuSign Germany GmbH
c/o Bird & Bird LLP,
Maximiliansplatz 22,
80333 Munich,
Germany
Phone: +49 800 724 17 48

Legal & Compliance Manager (m/f/d)

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