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

General Information

We provide you with this Privacy Policy, which applies exclusively to data collected as part of the online application process, in order to inform you about how we handle your personal data collected during the recruitment process.

Data Controller

The data controller within the meaning of data protection law is:
Woodmark Consulting GmbH
Werner-von-Siemens-Ring 7
85630 Grasbrunn / Munich, Germany
Phone: +49 89 46697-0
Commercial Register Entry
Registration Number: HRB 303554 / DUNS 316720727
Register Court: Munich Local Court

Personal Data in the Application Process

Personal data means any information relating to the personal or factual circumstances of an identified or identifiable natural person. This includes information such as your name, address, telephone number, and date of birth, as well as details regarding your professional background and career history that can reasonably be attributed to a specific person.
Information that cannot be directly or indirectly linked to your actual identity is not considered personal data.

Legal Basis and Purpose of Processing Personal Data in Applications and the Recruitment Process

If you apply to us electronically, either by email or through our web form, we collect and process your personal data for the purpose of handling the application process and carrying out pre-contractual measures.
By submitting an application via our recruiting page, you express your interest in employment with our company. In this context, you provide us with personal data, which we use and store exclusively for your job search and application.
In particular, the following data may be collected:

First and last name
Email address
Telephone number
LinkedIn profile (optional)
Information about how you became aware of our company

In addition, you may upload relevant documents such as a cover letter, résumé/CV, and certificates. These documents may contain further personal data such as your date of birth, address, and similar information.
Only authorized employees in the Human Resources department and employees involved in the recruitment process have access to your data.
Your personal data will generally be stored solely for the purpose of filling the position for which you have applied.
Your data will be retained for a period of 90 days after the conclusion of the recruitment process. This is generally done to comply with legal obligations or to defend against potential claims arising from statutory provisions.
After this period, we are obligated to delete or anonymize your data. In such cases, the data will only remain available as metadata without direct personal reference for statistical evaluations (e.g., the proportion of female and male applicants, number of applications received during a specific period, etc.).
Furthermore, we reserve the right to store your data in our "Talent Pool" for 365 days after the completion of the recruitment process in order to identify other potentially suitable positions for you. This also applies, for example, to applications for apprenticeships or internships.
By accepting this Privacy Policy, you consent to the extended storage of your data and its inclusion in our Talent Pool.
If you receive and accept an offer of employment from us during the recruitment process, we will retain the personal data collected during the application process for at least the duration of your employment relationship.

Transfer of Data to Third Parties

The data submitted as part of your application is transmitted using TLS encryption and stored in a database.
This database is operated by Personio GmbH, a provider of HR management and applicant tracking software (https://www.personio.de/impressum/).
In this context, Personio acts as our data processor pursuant to Article 28 GDPR. The processing is based on a Data Processing Agreement concluded between us, as the data controller, and Personio.

Data Subject Rights

Where we process personal data as the data controller, you, as the data subject, are entitled—depending on the legal basis and purpose of processing—to certain rights under Chapter III of the General Data Protection Regulation (GDPR), including in particular:

Right of access (Article 15 GDPR)
Right to rectification (Article 16 GDPR)
Right to erasure ("right to be forgotten") (Article 17 GDPR)
Right to restriction of processing (Article 18 GDPR)
Right to data portability (Article 20 GDPR)
Right to object (Article 21 GDPR)

Where the processing of personal data is based on your consent, you have the right to withdraw that consent at any time in accordance with Article 7(3) GDPR.
To exercise your rights regarding the data processed as part of this online application process, please contact our Data Protection Officer (see Section 2).

Final Provisions

We reserve the right to amend this Privacy Policy at any time to ensure that it always complies with current legal requirements or to reflect changes in the recruitment process or similar circumstances.
In the event of a future visit to this recruiting page or a new application, the updated Privacy Policy will apply.
In addition to this Privacy Policy, you can view our general Privacy Policy at:
https://www.woodmark.de/de/datenschutz.html

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.