Information on the processing of personal data in applicant management
Information on handling your data and rights according to Art. 13, 14 and 16-21 of the European Data Protection Regulation (GDPR).
We hereby inform you about the processing of your personal data by us and the rights to which you are entitled according to the European Data Protection Regulation (GDPR) the German Federal Data Protection Act (BDSG), the relevant state laws, if any, and other data protection regulations.
Who is responsible for processing and how can I reach him/her?
Optimate GmbH | Human Resources | Lautenschlagerstr. 16 | 70173 Stuttgart
What personal data is processed, for what purposes and on what legal basis does the processing take place?
The categories of personal data processed include in particular gender, first name, last name, name affixes, date of birth, nationality, contact data (such as private address, (mobile) phone number, e-mail address), log data generated during the use of the IT systems, and other data from applicant management (e.g., curriculum vitae, data on training, data on severe disabilities, skills and competencies).
The personal data you provide will be collected, processed and used for the purpose of deciding whether to establish an employment relationship in accordance with Art. 88 (1) GDPR in conjunction with Section 26 (1) of the German Federal Data Protection Act and Section 6 (1) (b). The provision of your personal data is necessary for the processing of the application process and for the decision on the establishment of an employment relationship.
On the other hand, we only process personal data insofar as we permissibly
- Received from third parties (e.g. recruiters) or
- from publicly accessible sources (e.g. professional social networks or search engines).
Duration of the storage of personal data
Your application documents will be stored by us for the duration of the application process and beyond that for 3 months to be able to answer any questions you may have. After this period, the documents will be deleted. Documents sent by post will be returned or destroyed after the 3 months. The retention period depends on the possibility of legal action according to §15 of the General Equal Opportunity Act (AGG) and the associated objection periods. A longer storage of your data (e.g. for the talent pool) is only possible with your explicit consent.
For the provision and maintenance of our software, we rely on the use of service providers, which we oblige to comply with the legal requirements via order processing.
Obligation to provide data and possible consequences of failure to do so.
If you do not provide your data, we will unfortunately not be able to consider you in the selection process for filling the advertised position. Automated decision-making will not be carried out.
Is the data transferred and who are the recipients or categories of recipients?
Your personal data will not be passed on to external third parties without your consent. In order to evaluate your documents, they will be forwarded to the relevant contact person in the department for which the application is intended.
If they are transferred to a third country or international organization, are there appropiate safeguards for the transfer and where can I view or obtain a copy of appropiate safeguards?
The tool ClickUp, based in the USA, is used for scheduling and planning the applicant pipeline. The Data Protection Agreement can be viewed on the provider's homepage or requested from us.
What are my rights as a data subject?
Right to information, correction, deletion, restriction of processing (blocking), right to object and data portability, revocation of consent.
You have the right to obtain information about the processing of data concerning you from the responsible.
You have the right to rectification or erasure of your personal data or to restriction of processing.
If processing is based on a legitimate interest, you may object at any time on grounds relating to your particular situation.
You have the right to data portability of the data you have provided.
If you have given your consent, you have the right to revoke it at any time. Until revocation, the lawfulness of the processing based on the consent remains unaffected.
If you have questions about processing or need further information, you can contact the HR department at any time (e-mail).
In addition, you also have a right of appeal to a supervisory authority for data protection.
Stuttgart, July 2023