Careers page Privacy Notice
I. INTRODUCTION.
This Privacy Statement (hereinafter: the ‘Statement’) is aimed at providing appropriate information on the personal data processing that Distribusion Technologies GmbH (hereinafter referred to as ‘Distribusion, ‘the Controller’) carries out in relation to candidates for open job positions in Distribusion.
II. INFORMATION ABOUT THE DATA CONTROLLER. CONTACT DETAILS.
Distribusion Technologies GmbH
Commercial Registry Number: HRB 176406 B
Registration Court: Amtsgericht Berlin-Charlottenburg
Registered address: Wattstraße 10,13355 Berlin
Data protection officer: dpo@distribusion.com.
Address: Wattstraße 10,13355 Berlin
III. PERSONAL DATA. PURPOSES AND LEGAL BASES OF PROCESSING.
1. Information you actively provide to us when you apply for a job (“Application Data”):
We primarily receive information when you apply for a job on the Career page (our “Service”). When you use our Services, we may require you to provide us with certain Personal Data such as name, email address, phone number, or other personal information to contact you or to answer your queries. While applying for a job, you may also be required to provide your resume/CV, educational certificates, or a cover letter, which may contain additional Personal Data. The exact data fields can be found on the application form on the Career page.
We need your Application Data for the solicitation, evaluation, and selection of candidates for employment with Distribusion Technologies. Thus, your Application Data will be processed for the purposes of managing our talent acquisition-related activities, which include setting up and conducting interviews or, in certain cases, background checks, as is otherwise needed in the talent acquisition and hiring processes. With your consent, we will also use your Application Data to maintain our talent pool and to contact you in the future with job offers. Our legal basis for processing your Application Data is based on/ in agreement with/ in compliance with Art. 88 GDPR in conjunction with section 26 of the German Federal Data Protection Act.
2. Information gathered from third parties (“Third-Party Candidate Data”):
To be able to offer you a position with our organization, we may process Personal Data collected from you via our Application Tracking System - Recruitee.
Recruitee B.V., Keizersgracht 313, 1016 EE Amsterdam, The Netherlands, a cloud services provider located in The Netherlands and engaged by Distribusion Technologies to help manage its talent acquisition and hiring process on Distribusion’s behalf.
To be able to offer you a position with our organization, we may process Personal Data collected not directly from yourself but from third parties. If this is the case, we will notify you, without undue delay, after adding your data to our systems, e.g., by email (unless you have already received such a notification from the third party who transmitted the data to us).
Your Personal Data will either be obtained from: publicly available sources (e.g., career networks such as LinkedIn, Glassdoor, Indeed, Wellfound, or others); or provided to us by someone who referred you for potential employment, such as a Distribusion Technologies employee, a recruitment agency or a headhunter. We do not collect data from social media.
As part of our hiring process, if required to verify your information, we will initiate a limited verification process for the documentation and references you have provided by double-checking your information with former employers or educational institutions. If we conduct such checks, we will notify you separately in writing before launching the assessment.
Your Personal Data will be processed solely for the purpose of managing our talent acquisition-related activities, which include setting up and conducting interviews and tests for candidates and evaluating and assessing the results. Such processing is legally permissible under Art. 6(1)(f) GDPR as well as Art. 88 GDPR in conjunction with section 26 of the German Federal Data Protection Act as it is necessary for the legitimate interests pursued by Distribusion Technologies, which are the solicitation, evaluation, and selection of candidates for employment.
IV. RETENTION PERIODS.
After your application and the process has been concluded, we will store your Application Data for a period of 180 days. During this period, we will store your Application Data in our talent pool for future consideration.
Before the end of this retention period, we will contact you via email to ask you if you want to remain in our talent pool and extend your consent or if you would rather be deleted upon expiration of the initial retention period. This notification will happen 30 days before the retention period expires. If you do not grant us your consent for a longer retention period, your Application Data will be automatically deleted.
Should you be offered and accept a position with us during the application process, we will store the personal data collected as part of the application within your employment document and keep it per current regulations.
VI. DATA SUBJECTS’ RIGHTS.
At any time while the Controller owns or processes their personal data, data subjects have the following rights:
1. Right to information
Data subjects have the right to be informed about the collection and use of their personal data which this Privacy Statement is aimed at.
2. Right of access
At the request of a data subject, the Controller will provide information as to whether personal data concerning them are being processed by it or by data processors according to its instructions, what categories of data are processed, what their source is, what the purpose, legal basis and duration of processing, details of the processor and its activities related to processing, the circumstances and impacts of any personal data breach, the measures taken to eliminate them, and, where data are transferred - the legal basis of such transfer and the recipient of the data. Information will be provided free of charge, provided that the party’s request is not manifestly unfounded or excessive. Otherwise, a fee may be charged.
3. Right to rectification
The data subject has the right to request the updating (rectification) of incomplete, inaccurate, inappropriate or obsolete data about them. The Controller must notify of the rectification the data subject and any parties to whom the data were transferred for processing. The notification may be omitted if proved impossible or if it involves disproportionate effort.
4. Right to erasure
Personal data must be erased if they have been processed unlawfully; are no longer necessary in relation to the purposes for which they were processed; the data subject withdraws their consent when the processing was based on such and there is no other legal ground for the processing; if, on grounds relating to their particular situation, the data subject objects to the processing of their data which is performed on the basis of the legitimate interest of the Controller, and there are no overriding legitimate grounds for the processing; the period of data retention prescribed by the applicable legislation has expired; the erasure of personal data has been instructed by court or by the competent supervisory authority.
The Controller may be allowed to retain the data even in the cases listed above if the processing is necessary to ensure compliance with a statutory obligation or for the establishment, exercise or defense of legal claims.
The Controller must notify of the rectification the data subject and any parties to whom the data were transferred for processing. The notification may be omitted if proved impossible or if it involves disproportionate effort.
5. Right to restriction
Instead of erasing personal data, the Controller may restrict their processing if: the data subject requests so or when the accuracy of the personal data is contested by the data subject - for a period enabling the Controller to verify the accuracy; the processing of the personal data is unlawful and the data subject opposes their erasure and requests the restriction of their processing instead; the Controller no longer needs the personal data for the purposes of the processing, but they are required by the data subject for the establishment, exercise or defense of legal claims; the data subject has objected to the processing of their personal data for direct marketing purposes; pending the verification whether the legitimate interests of the Controller override those of the data subject.
In cases of such restriction, the personal data may only be processed as long as the reason that prevented their erasure continues to exist.
The Controller must notify the data subject and any parties to whom the data were transferred for processing of the restriction of processing. The notification may be omitted if proved impossible or if it involves disproportionate effort.
6. Right to object
On grounds relating to their particular situation, data subjects have the right to object to the processing of personal data performed on the basis of the legitimate interest of the Controller or to the processing for direct marketing purposes. In the latter case, the Controller should suspend such processing immediately upon receiving the objection, without undue delay.
7. Right to object to automatic decision-making, including profiling
Data subjects have the right to object to decision-making that is based solely on automated processing, including profiling, which produces legal effects concerning them or similarly significantly affects them. If the Controller starts performing such decision-making, the Controller will notify the data subjects thereof.
8. Right to data portability
Data subjects have the right to request the Controller to provide them with the personal data held about them by the Controller in a structured, commonly used and machine-readable format, provided that the Controller processes data based on their consent or contract and the processing is carried out by automated means.
9. Right to withdraw consent for processing
When the Controller processes personal data on the basis of a data subject’s consent, the data subject has the right to withdraw their consent at any time and without paying any fees, bearing in mind that such withdrawal will not affect in any way the lawfulness of the processing performed based on their consent before the withdrawal.
10. Remedies in case of violations of data subject rights
If data subjects consider that their privacy and data protection rights have been violated, they may:
a) Lodge a formal complaint with the respective supervisory authority, which in the case of Distribusion is the Berlin Commissionaire for Data Protection and Information Security (Berliner Beauftragte für Datenschutz und Informationssicherheit - BBDI). The contact details of the BBDI are as follows:
Name: Berliner Beauftragte für Datenschutz und Informationssicherheit
Address: Alt-Moabit 59-61, 10555 Berlin
Е-mail: mailbox@datenschutz-berlin.de
Web-site: https://www.datenschutz-berlin.de/
Phone No.: +49 30 13889-0
b) take legal action before a court to appeal the actions/decisions of the BBDI (after having previously lodged a complaint with the BBDI);
c)bring a legal action in court against the Controller and claim compensation for any damages incurred as a result of the processing of personal data carried out by the Controller.
VII. DATA SUBJECT REQUESTS.
In order to exercise any of their rights or obtain more information about the protection of their personal data, data subjects may contact the Controller by email (at the Controller’s contact details indicated above in the beginning of this Statement). The Controller may ask data subjects to provide additional information that may be needed to verify their identity.
VIII. CONCLUDING PROVISIONS.
If you have any questions regarding the protection of personal data, you can contact us using the contact details provided above. Distribusion may request additional information necessary to verify the identity of the applicant.
We reserve the right to adjust this data privacy statement at any point to ensure that it is in line with the current legal requirements at all times or to accommodate changes in the application process or other processes. In this case, the new data privacy statement applies to any later visit to this talent acquisition website or any later job application.
You can request a data correction or request to be deleted from our database. We will process your request as soon as possible, always in compliance with current and valid regulations.
Last Update: June 2024
