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Information on Data Processing

This Information on Data Processing notice was last updated 01 September, 2021.

About the data controller and the data protection officer

Information about the data controller:

cleversoft GmbH
Luise-Ullrich-Straße 14
80636 Munich
Germany

cleversoft group GmbH
Luise-Ulrich-Str. 14
80636 Munich
Germany


cleversoft CRM Services GmbH
Luise-Ullrich-Straße 14
80636 Munich
Germany‍

cleversoft Luxemburg S.A.
2-4, Rue du Nord
L-2229 Luxembourg
Luxembourg‍

cleversoft Bulgaria EOOD
ul. “George Washington” 23
1000 Sofia
Bulgaria‍

SecondFloor B.V.
Beechavenue 180
1119 PS, Schiphol-Rijk
The Netherlands‍

BusinessForensics B.V.
Bezuidenhoutseweg 50-58
2594 AW, The Hague
The Netherlands

CDDS Luxembourg S.A.

233-241 rue de Beggen
L-1221, Luxembourg

For further details about the controllers please see our Imprint.

Information about the data protection officer:

Alexander Bugl
Bugl & Kollegen Gesellschaft für Datenschutz und Informationssicherheit mbH
Sedanstr. 7
93055 Regensburg, Germany

Email: kontakt@buglundkollegen.de
Phone: +49 941-630 49 789

Which personal data do we collect and where does it come from?

We process the following personal data as part of the application process:

  • Your basic data (such as first name, last name, name affixes, date of birth)
  • If required, work permit / residence permit
  • Contact details (such as private address, (mobile) phone number, email address),
  • Skill data (e.g. expertise and skills)
  • Further data from the application documents

Your personal data is generally collected directly from your input as part of the recruitment process, in particular from your application documents, your job interview and from the personnel questionnaire.

In addition, we may receive data from third parties (e.g. employment agencies, headhunters).

We also process personal data that we have lawfully obtained from publicly accessible sources (e.g. professional networks).

For what purposes and on what legal basis is data processed?

We process your personal data in accordance with the provisions of the EU Data Protection Basic Regulation (EU GDPR).

The primary purpose of data processing is to establish the employment relationship. The primary legal basis for this is Art. 88 Para. 1 GDPR in conjunction with Art. 26 Para. 1 BDSG (German data protection law). Your data will be processed exclusively for the purpose of filling the specific position for which you have applied.

Should you wish to be included in our pool of applicants in the event of rejection, we would need a declaration of consent from you.

Should your application be considered for other open positions in the company/group, we would need a declaration of consent from you.

How long will your data be stored?

In the event of employment, we will copy your application documents into your personnel file. After termination of the employment relationship, those personal data which we are legally obliged to keep will continue to be stored. This results from legal obligations to provide evidence and to retain data, which are regulated in the German Commercial Code and the German Fiscal Code, among others. The storage periods thereafter are up to ten years. In addition, personal data may be stored for the time during which claims can be made against us (statutory limitation period of three or up to thirty years).

In the event of rejection, your application documents will be deleted generally three months, but no later than six months after completion of the application procedure, unless you have given us permission to retain them for a longer period (applicant pool).

Who will receive your data?

Within our company, only the persons and positions (e.g. division, Works Council, disabled employees’ representative) involved in the decision about your employment will receive your personal data.

What rights are you entitled to assert as a data subject?

You are entitled to the rights under Art. 15 – 21 GDPR:

  • Right of access by the data subject (Art. 15 GDPR)
  • Right to rectification (Art. 16 GDPR)
  • Right to erasure (‘right to be forgotten’) (Art. 17 GDPR)
  • Right to restriction of processing (Art. 18 GDPR)
  • Right to object (Art. 21 GDPR)
  • Right to data portability (Art. 20 GDPR

Where can you complain?

You have the possibility to address a complaint to the above-mentioned data protection officer or to a data protection supervisory authority.  

The competent supervisory authority in data protection matters can be found under the following link: https://www.bfdi.bund.de/DE/Service/Anschriften/Laender/Laender-node.html

Is your data transferred to a third country?
Processing also takes place outside the European Union (EU) or the European Economic Area (EEA). To ensure the level of data protection in this third country, we have agreed the standard data protection clauses with our service providers which provide us with hosting services.

Is it mandatory to provide your data?

In order to be able to consider your application, we require from you the personal data necessary for the decision on the establishment of the employment relationship.

To what extent do automated individual case decisions or profiling measures take place?

We do not use purely automated processing to make a decision.