DATA PROTECTION NOTICE

Dear Applicant,

Thank you for your interest in our company, Autodoc Group ("We" or "Autodoc"). In the following, we would like to inform you about the processing of your personal data as part of our application process at Autodoc, as well as about the rights you are entitled to under applicable data protection law.

Protecting your personal data is an important concern for us.

The personal data collected when you apply online is treated confidentially and strictly in accordance with the statutory provisions.

Data controller

The Autodoc Group legal entity to which you submit your application using the application management system is responsible for processing your data.

For Germany this is

Autodoc GmbH

Josef-Orlopp-Strasse 55

10365 Berlin

Managing directors: Alexej Erdle, Vitalij Kungel, Max Wegner  

Commercial register:

HRB 114045 B, Local Court Berlin-Charlottenburg

VAT ID No.: DE260634589

 

Contact Details of the Data Protection Officer

You can contact our data protection officer via:

Autodoc GmbH

Attn: Data protection officer

Josef-Orlopp-Strasse 55

10365 Berlin

E-mail: privacy-policy@autodoc.de

 

Data categories processed

The categories of personal data processed as part of the application process include in particular:

  • General personal data (e.g. name, address)
  • Documents (e.g. references, certificates, résumés)
  • Education and training details (e.g. data about school education, university, professional qualification)
  • Communication data (e.g. e-mail address, (mobile) phone number)
  • Log data recorded while using IT systems

These may also include special categories of personal data as per Art.9 para. 1 GDPR such as health data or religion or trade union membership. We ask you to only provide us with these special categories of personal data if they are relevant to the application process for some exceptional reason. In this case, we process this data together with your other applicant data.

 

Purposes of processing and legal bases

We process your personal data in compliance with the EU’s General Data Privacy Regulation (GDPR), with the national data privacy laws, and with any other applicable national laws.

The personal data processing takes place during the applicant management process particularly for the purpose of preparation for an employment relationship with a legal entity of the Autodoc.

The main legal basis for this purpose is GDPR Article 6 para. 1(b) together with applicable national data protection laws (in order to take steps at the request of the data subject prior to entering into a working contract).

Other legal bases are GDPR Article 6 para. 1(a) together with applicable national data protection laws (“Consent” - e.g. if we would like to keep you as a candidate in our talent pool) or GDPR Article 6 para. 1(f) (“Legitimate interest” in the organization of our operations, for example, through application process evaluations and analytical reporting, after careful consideration in accordance with the statutory provisions against your interest in the protection of your personal data).

Whenever special categories of personal data are processed as per Art. 9 para. 1 GDPR in conjunction with the respective national data protection law (e.g. health data, religion, or union membership), this processing is carried out on the legal basis of Art. 9 para. 2(b) 1 GDPR in conjunction with the respective national data protection law. Furthermore, it may be necessary to process your health data in order to assess your ability to work in accordance with Art. 9 para. 2(h) 1 GDPR in conjunction with the respective national data protection law.

 

Collecting of personal data

The data from paper applications or in the case of applications via recruitment agencies are transferred to the application system. You receive an email in order for you to activate your created application. In this email, we ask you to consent to the processing of your personal data with regards to your application. If you do not activate your application within 30 days, your data is deleted from our application management system and you will not be considered any further in the selection process.

If you give us the name of an employee who brought the specific vacancy to your attention, we will inform him or her of the positive outcome of your application as soon as you have been recruited into our Autodoc team. The allocation of your successful application to the recommendation is the basis for any payment of a recommendation bonus.

In certain constellations, your data will also be collected from third parties. These include cases in which we review your profile on professional social networks such as Xing and LinkedIn if you provide us with the link to your profile.

During the application process, we will ask you whether we are allowed to forward your application data to other suitable open positions.

During the application process, we may ask you for your consent to forward your application documents to other vacancies that match your profile. We may also offer you the opportunity to become part of our talent pool.

We will keep you informed about the status of your application by e-mail.

 

The Autodoc Talent Pool

If you have consented to become part of our Autodoc Talent Pool, we may use the data you provided, for example, to inform you about interesting job offers. This may be done by email or telephone call. You may withdraw your consent at all times with effect for the future by contacting jobs@autodoc.de.  

 

Recipients of your personal data

Within the respective legal entity of the Autodoc Group to which you have

applied only the people involved in the application process (e.g. line managers and associates of the recruiting department, HR associates, and associate representatives) have access to your personal data for the purposes mentioned above. Other legal entities are data controllers themselves. The above-mentioned persons involved in the recruiting process may belong to different companies of the Autodoc Group. Therefore, your data may be transferred to the respective persons worldwide within the Autodoc Group.

In case of your appointment, your data is transferred from our application management system to our HR-administration systems. In this process, your data may be transferred to a different legal entity and will thereafter be processed as employee data. Exchange of your personal data with other legal entities within the Autodoc Group takes place especially in order to fulfill the contracts as well as due to our legitimate interest to organize the internal workflows.

We may disclose your personal data to other data controller only if necessary, for the application, if the third party or we have a legitimate interest in this disclosure, or if you have provided your consent

In addition, we use service providers to fulfill our contractual and legal obligations among other things. Insofar as these service providers process personal data on our behalf, we have concluded the contracts required under the data protection law with them. We select our service providers carefully and monitor them on a regular basis, especially regarding their diligent handling and protection of the data that they store and process. All service providers are obliged to maintain confidentiality and to comply with the statutory provisions. Service providers may also be other companies of the Autodoc Group.

We might transfer personal data recipients outside of the European Economic Area (EEA). In such case prior to the transfer, we ensure that either the respective country provides an appropriate level of data protection due to a decision of adequacy by the European Commission, or due to other

appropriate safeguards (e.g. binding corporate rules on data protection or EU standard contractual clauses), or a legal basis authorizes the transfer. Should a transfer to recipients outside the European Economic Area (e.g. authorities, courts, parties of a lawsuit, or advisors) be necessary for the

enforcement/exercise of or defense against legal claims, this shall be done in accordance with Art. 49 para. 1 e) GDPR.

 

Duration of storage (in Germany)

Principally, we store your data for as long as it is necessary for the purposes for which they were collected or processed or for as long as we have a legitimate interest in storing the data. In all other cases, we delete your personal data with the exception of data we are obliged to store for the fulfillment of legal obligations.

After the conclusion of the application process (e.g. by rejection from our side or withdrawal from your side) we will delete your personal data in general within six months.

 

Security during data processing

We take all the necessary technical and organizational measures to ensure appropriate levels of security and to protect your personal data particularly from the risks of unintended or unlawful destruction, manipulation, loss, alteration, or disclosure to or access by unauthorized third parties. We are constantly trying to improve our security measures and keep them state of the art.

 

Your Rights

Every data subject has the right to information under Article 15 of the GDPR, the right to rectification under Article 16 of the GDPR, the right to erasure under Article 17 of the GDPR, the right to restriction of processing under Article 18 of the GDPR, the right to notification under Article 19 of the GDPR and the right to data portability under Article 20 of the GDPR. You can view all personal data that you have provided to us as part of your application in your account at any time and correct it yourself. 

Furthermore, you have the right to lodge a complaint with a data protection supervisory authority in accordance with Art.77 GDPR if you are of the opinion that the processing of your personal data is not lawful. This is, for example, the supervisory authority responsible for us:

Berliner Beauftragte für Datenschutz und Informationsfreiheit, Friedrichstraße 219, 10969 Berlin.

The right of complaint is without prejudice to any other administrative or judicial remedy.

If the processing of data is based on your consent, you are entitled to revoke your consent to the use of your personal data at any time in accordance with Art. 7 GDPR. To revoke your consent, please delete your applicant account or withdraw your application. Please note that the revocation only takes effect in the future. Processing that took place before the revocation is not affected. Please also note that we may have to retain certain data for a certain period of time in order to comply with legal requirements.

Right of objection

Insofar as the processing of your personal data is carried out for the protection of legitimate interests pursuant to Art. 6 (1) (f) GDPR, you have the right to object to the processing of this data at any time for reasons arising from your particular situation pursuant to Art. 21 GDPR. We will then no longer process this personal data unless we can demonstrate compelling legitimate grounds for the processing. These must outweigh your interests, rights, and freedoms, or the processing must serve the assertion, exercise, or defense of legal claims. 

If you have any questions about your individual rights, you can of course also simply contact us at any time: jobs@autodoc.de.

Adjustments to the Data Protection Notice

We reserve the right to adjust our security and data protection measures. In such cases, we will amend our data protection notice accordingly

 

Effective date: December 2020