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

We provide this privacy policy, which exclusively applies to the data collected during the online application process, to inform you about how we handle your personal data collected as part of the application process.

Responsible Entity
The responsible entity under data protection law is: ellamind GmbH
Konsul-Smidt-Straße 8p
28217 Bremen

Represented by:
Dr. Jan Philipp Harries
Björn Plüster

Contact
Phone: +49 421 4088790
Email: info@ellamind.com

Commercial Register Information
Registration number: HRB 39938 HB
Registry court: Bremen District Court

Personal Data in the Application Process
Personal data refers to information about the personal or factual circumstances of an identified or identifiable natural person. This includes details such as your name, address, phone number, date of birth, or specific information about your professional background, which can be associated with a particular individual with reasonable effort. Information that cannot be directly or indirectly linked to your real identity is not considered personal data.

Basis and Purpose of Processing Personal Data in Applications
If you apply to us electronically, e.g., via email or our web form, we collect and process your personal data for the purpose of managing the application process and performing pre-contractual measures.
By submitting an application on our recruitment page, you express interest in working with us. In this context, you provide personal data, which we exclusively use and store for the purpose of job search and application processing.

The following data is specifically collected:

Name (first and last name)
Email address
Phone number
Place of residence
LinkedIn, GitHub, Xing profile
Channel through which you became aware of us
Additionally, you can upload relevant documents such as a cover letter, CV, and references. These documents may contain further personal data such as date of birth, address, etc.
Access to your data is restricted to authorized HR personnel or employees involved in the application process.

Personal data is stored solely for the purpose of filling the vacant position for which you applied.

Your data will be retained for 180 days beyond the conclusion of the application process.
This is typically done to fulfill legal obligations or to defend against any claims arising from statutory provisions. Subsequently, we are obligated to delete or anonymize your data. In such cases, the data is only available as metadata without direct personal reference for statistical evaluations (e.g., gender ratio of applicants, number of applications per period, etc.).

Additionally, we reserve the right to store your data in our "Talent Pool" for 180 days after the conclusion of the application process to identify potential future opportunities for you. This also applies to applications for apprenticeships or internships. By accepting this privacy policy, you consent to the possible extended storage of your data and inclusion in our "Talent Pool."

If you receive and accept a job offer as part of the application process, the personal data collected during the application process will be stored for at least the duration of your employment relationship.

Sharing Data with Third Parties
The data submitted during your application will be transmitted via TLS encryption and stored in a database managed by Personio GmbH, a provider of HR and applicant management software (https://www.personio.de/impressum/). Personio acts as our data processor under Art. 28 GDPR. Processing is based on a data processing agreement between us and Personio.

We also reserve the right to use AI models via Microsoft Azure for pre-processing application data. Microsoft acts as our data processor under Art. 28 GDPR. Processing is based on a data processing agreement between us and Microsoft. Any processing using AI models is exclusively for pre-processing and generating structured data. All steps involving the evaluation or decision-making regarding applications are handled exclusively manually by our HR team.

Data Subject Rights
If we process personal data as the responsible entity, you, as the data subject, have certain rights depending on the legal basis and purpose of the processing, as outlined in Chapter III of the EU General Data Protection Regulation (GDPR). These rights include:

Right of access (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 data portability (Art. 20 GDPR)
Right to object (Art. 21 GDPR)
If processing is based on your consent, you have the right to withdraw consent (Art. 7 III GDPR).

Please contact our Data Protection Officer (see Section 2) to exercise your rights regarding the data processed during this online application process.

Final Provisions
We reserve the right to update this privacy policy at any time to ensure compliance with current legal requirements or to reflect changes in the application process or similar. For any future visits to this recruitment page or new applications, the updated privacy policy will apply.

In addition to this privacy policy, you can view the general privacy policy available on our website https://ellamind.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.